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How To Use CalUp For Day-Before and Day-Of Coordination

CalUp streamlines coordination for weddings. Create custom itineraries, communicate transportation, engage guests with real-time updates, and more. Say goodbye to wedding day worries.

We created CalUp for you, or your wedding planner, to communicate the logistics of your wedding easily, and to keep invitees informed and on-track. Day-before and day-of wedding coordination is a perfect storm of complicated logistics that can be calmed by CalUp. With many folks coming together with limited knowledge of the destination (particularly those from out-of-town) and limited familiarity with the schedule, questions and confusion abound.

By providing personalized itineraries right at your guests' fingertips in the CalUp mobile app, CalUp can help reduce anxiety, answer questions, and save time for everyone, so they can fully enjoy the wedding.

Day-Before Coordination

CalUp can be used to communicate day-before logistics for all events including group outings (think golf, nature hike, spa day), and rehearsal/rehearsal dinner logistics and transportation. You can use CalUp to create a personalized itinerary for each guest, and include visual meet point cues for pick-up/drop-off locations, as well as any other important information that guests need to know.

Day-Of Coordination

CalUp can help you to communicate all the details for day-of coordination. Every wedding is different, and contains unique logistics and communication challenges. You can adapt your use of CalUp to add more detail for complex events. Some examples include:

Hair & Makeup

Attach a schedule document to the Hair and Makeup event so each person knows their specific time slot with the artist(s).

Final Preparation

Include room numbers for the separate bride(s) and groom(s) meeting spaces, so that folks show up at the right place on time. 

Pre-ceremony First Look & Photos

Include a visual meet point que to the First Look event so people know exactly where to meet, not just a street address.


Visual meet point cues work great to communicate exactly where to catch the shuttle ensuring that transportation runs smoothly.


CalUp allows the account Administrator and event co-administrator to send In-App and SMS messages to individuals or groups of people. Helpful in reaching out to a brother running late for photos, or a group that needs to get downstairs to catch a shuttle.  Messaging (SMS and In-App messages) can also be used for event wide alerts such as a note welcoming everyone to town, or a notice that an event venue has changed due to weather.

Real-time updates

 In the event something does not go as planned and you need to update everyone involved in an event, you can Edit the event in CalUp Planner, turn ON text notifications, and send the event to all invitees.  They will each receive an updated invite with the most current information.

Guest Engagement

In addition to pure communication utility, CalUp offers engagement features that can add a touch of fun to your wedding.  All these features are configurable per event so you can turn off engagement features during the ceremony and turn them on for the reception, you can decide. CalUp engagement features include:

Photo sharing

For each event photo sharing is limited to that event’s invitees.  So, photos shared by hair and makeup participants are only visible to hair and makeup invitees.  Of course the CalUp Planner Administrator has full viewing and management privileges across all events including the ability to delete photos.

Group Chat

Each event can have its own group chat thread shared just among the event’s invitees.  Group chat is great for small intimate events where invitees can carry on a conversation and for large events where individuals can ask a question (i.e. where to park) and get an answer from someone else on the thread.   

Direct Messaging

If turned on, individuals can view the list of other individual invitees and direct message with any other invitee.

Location Sharing

Within group chat and direct messaging, individuals can share their location with others.  This works great for large, spread out resorts or in cities when folks are navigating their way to meet another invitee.  

Wrap Up

As you can see, CalUp offers a full range of capabilities for you to apply to your day-before and day-of wedding coordination as you see fit. Our ultimate goal is to help to preempt questions and reduce anxiety for guests, ultimately saving time and ensuring that everyone can fully enjoy the wedding day.

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