How to Brief Your WEDDING COORDINATOR, YOUR MC and Key People

Hi there!

You’ve got the venue, the vibe, and the vision. Now it’s time to make sure the right people have your back on the day — so you can truly relax and enjoy every second.

We’ve created a simple guide to help you brief your Wedding Coordinator, MC and key people — those trusted VIPs who’ll help things run smoothly behind the scenes while keeping the energy high and the love flowing.

How to Brief Your Wedding Coordinator, MC & Key Helpers
Who to brief, what to share, and how to keep everyone feeling confident, clear, and totally in sync.

From timelines and music cues to group photo wrangling and last-minute logistics, a little prep goes a long way — and we’ve made it easy for you.

Think of it as your wedding day support crew — ready to make things effortless, joyful, and just how you imagined.

Warmly,
Helen, Dean & the Songbird Team
Here for the vibe, the flow, and the joy.

MC Briefing Tips

Your MC is your vibe-setter and flow-master. Here’s what to include when you brief them:

A timeline with rough cues (e.g., “Kick off speeches at 7:30pm,” “Introduce first dance after dessert”)
Names of key people (parents, bridal party, vendors)
Any special traditions or shoutouts to include
What tone you’d love (funny? heartfelt? short and sweet?)
A reminder that they’re not expected to run the whole night — just help keep it flowing

YOU CAN COPY THIS SPREADSHEET TO MAKE YOUR OWN RUN SHEET AND PLANNER!

Role What to Brief Them On

Point Person for Vendors Give them your run sheet and contact list in case someone’s running late or needs access

Family Wrangler Helpful during group photos! Give them a list of who’s needed and when

Music & Tech Helper Especially for Spotify setups or unplugged ceremonies — make sure someone knows how it all works

Ceremony Coordinator If you don’t have a planner, assign someone to cue the aisle walk and check your veil/bouquet/dress

Clean-up Helper Just someone who knows what’s staying, what’s going, and what needs to be returned

Wedding Coordinator Give her everything - the run sheet, the lists of vendors, everything that can help make your day flow

OUR SONGBIRD SERVICE Team

At Songbird Retreat, our dedicated wedding coordinator and service team are committed to bringing your unique vision to life. From meticulous planning to flawless execution, we organise the details of your special day is aligned with your desires, allowing you to relax and cherish each moment.

WEDDING COORDINATOR.

Our in-house wedding coordinator will alleviate your stress by providing comprehensive support before and during your wedding day. Prior to the event, we'll hold a meeting (in-person or online) to discuss the day's timeline, provide templates and guidance, review your plans for any gaps, coordinate with vendors (such as celebrants, caterers, and photographers), and brief our Songbird service staff.

On the wedding day, we'll manage vendor arrivals, setups, and requirements, open the Songbird Retreat (and Cottage if needed), place venue and custom signage, oversee service staff (up to three, depending on guest count) for setup, service, and cleanup, ensure vendor compliance with venue rules, conduct sound checks with the celebrant and DJ, assist the MC and vendors with any questions or issues, adjust plans for weather changes, and pin boutonnieres on the bridal party.