8 Of The Most Commonly Overlooked Wedding Details
That can cause big headaches later
Planning a wedding is no small feat. Between big-picture decisions like your venue and guest list, and all the creative choices in between, it’s easy to miss some of the less glamorous—but crucial—logistics that actually shape how smoothly your day runs.
Even the most organized couples tend to overlook a few of these important elements. As your GTA wedding coordinator, these are the details I’m watching closely so your day can unfold seamlessly from start to finish.
Here are some of the most commonly missed (but totally fixable!) wedding details to keep on your radar:
Image by 515 Photography
A/V Requirements
Tech stuff might not be the most exciting part of wedding planning—but it is one of the most important. Ask yourself and your vendors if you’re unsure:
Does your DJ or band need a table, access to power or venue speakers, or tent coverage?
Does your officiant need a mic for guests to hear the ceremony? Some venues provide this, but some do not.
Will your slideshow or video play from a USB, laptop, or email link—and does your venue have what’s needed to support that?
Confirm these details with your vendors early. Don’t assume someone will “just figure it out” on the day.
Image by Howdy Pictures
2. Rental Sizes & Quantities
Ordering beautiful rentals is just the beginning. You also want to make sure:
Your chairs actually fit the ceremony or reception layout
Your linens and tabletop items, such as charger plates, match your table sizes (rounds or harvest tables? What sizes are they?)
You’ve accounted for extras: a few extra chairs, backup cutlery, or a spare high chair almost always get used.
It’s always better to have a few too many than to scramble because something got damaged or missed. TIP: ask your venue when these items are required to be delivered and removed before and after your wedding day.
Image by Howdy Pictures
3. Buffer Time
Here’s a secret: every wedding runs late at some point. That’s why I always recommend building buffer time into your timeline. This can save the day when:
Hair and makeup take longer than planned
A shuttle is running behind
You just need a moment to breathe, hydrate, or have a snack
Buffer time creates space for the unexpected without throwing off the entire schedule. And remember— what you think will only take 5 minutes, will almost always take 15 minutes or more.
4. Travel & Transportation Timing
Wedding days often involve multiple locations—getting ready at one spot, the ceremony or photos at another, and a reception somewhere else. Be realistic with:
Travel time (especially during peak traffic hours)
Parking or unloading delays
How long it takes to load and unload guests from shuttles or buses
Padding your timeline with travel transitions keeps things stress-free for both you and your guests. It’s always a good idea to take a look to see if there are any special events or closures happening in the area of your wedding as well.
Image by Eleanor Dobbins
5. Beauty Service Timing
Hair and makeup delays can snowball into major timeline crunches if not managed well. Make sure you:
Know how many artists are coming
Confirm how long each service takes per person
Build in time for touch-ups and getting dressed
Work with your beauty team, planner, and photographer to ensure everyone is on the same page about morning timing. PS— it’s always okay to start earlier than you think you need to!
Image by Erin Blackwood Photography
6. Signage, Stationery & Decor Placement
Menus, place cards, table numbers, welcome signs, favors—these little touches pull your wedding look together, but they need a placement plan.
Who is setting them out? Where are they going? Are the tables set before or after the ceremony? These questions are often overlooked, and without clear answers, your vision can get lost in the shuffle. Don’t worry, when it comes to decor set up— I always have your back regardless of which of my planning services you have booked!
Image by Eleanor Dobbins
7. MC or Announcer Cues
Don’t assume your DJ or venue coordinator will automatically take on the MC role. Someone needs to:
Announce dinner or speeches
Invite guests to the dance floor
Cue transitions like the first dance or cake cutting
Whether it’s a trusted family member or a vendor, be clear about who is guiding guests through the night. If you don’t have someone in mind, you can often add this service on with your DJ or hire a professional!
8. Vendor Meals
If you’ve hired wedding pros who will be working through your event (typically photographers, videographers, planners, DJs or bands), they’ll need a meal—especially if they’re on-site for 6+ hours.
Be sure to:
Add vendor meals to your catering order
Communicate this with your caterer and planner
Include them in the seating plan- whether sitting inside or outside of the reception room, your venue coordinator and planner can assist with placement
It’s a small gesture that keeps your vendor team fueled and focused on making your day amazing— and is often a must in vendor contracts!
These are the little things that often go unnoticed—until they go wrong.
The good news? With a solid plan (and someone in your corner keeping track of the moving parts), they’re completely avoidable.
Helping couples avoid “uh-oh” moments is exactly why I love what I do. If you’re feeling unsure about your wedding logistics or want peace of mind that everything’s covered, I’d love to connect.
Let’s chat about how I can support you on your day—so you can focus on enjoying it.