Choosing help to hand over the running so you can enjoy it
Hand over your event smoothly. Learn what day-of coordinators need from you and how to prepare so they run your day flawlessly without constant input.
The biggest mistake people make when hiring a day-of coordinator is assuming the handover will sort itself out. They book someone a month before the event, exchange a few messages, then panic two weeks out realizing they haven't shared half of what the coordinator needs to actually run the day. A good coordinator won't let this happen—they'll ask for things you didn't know mattered, and their list will feel thorough before you've even thought about it.
When a coordinator reaches out asking for your floor plan, vendor contact details, backup power options, dietary requirements broken down by table, and a written timeline you didn't know you had to create, that's not them being difficult. That's them building the foundation so you can actually step back. The coordinator who doesn't ask for these things is the one who'll call you at 3 p.m. on the day because no one knows where the cake is or if the sound system has a backup battery.
What providers need from you to take over properly
A competent coordinator will ask for a complete vendor list with names, cell numbers, and arrival times. They need to know which suppliers are arriving first, what each one requires on site, and who has already been briefed on the day's timeline. They'll want copies of your contracts so they understand payment terms, cancellation clauses, and any special arrangements you've negotiated. If you've promised a vendor a parking spot or early access, they need to know.
They'll also ask for a document showing your guest list with any notes—dietary requirements, mobility needs, seating conflicts, VIP guests who need specific attention. This isn't nosiness; it's so they can anticipate which tables need extra attention during service or spot if someone hasn't shown up when expected. A good coordinator will want to know your run-of-show: the exact sequence of events, timings between speeches and food service, who's responsible for cueing the DJ, how long the ceremony should run. They'll ask for contact details for your key people—the person who knows how the sound system works, whoever's managing the wedding party or corporate team.
They'll also request information about contingencies. What happens if it rains? Where's the backup generator? Who do you call if the caterer's van breaks down? If you haven't thought through these details, they'll prompt you to. The coordinator's job includes preventing chaos, which means knowing the escape routes before the fire alarm sounds.
How to prepare without creating extra work
Organise your documents before the first meeting so the coordinator isn't chasing you for information. Create a single folder—digital or printed—with everything in one place: vendor contacts, timeline, floor plan, seating chart, any written agreements or special requests. Include a one-page day-of checklist showing what you want to happen and in what order. This doesn't need to be fancy; it just needs to be clear enough that someone unfamiliar with your vision can follow it.
Have a conversation with your coordinator about communication on the day. How will they reach you if something needs a decision? When should you be in the background and when should you be visible? A coordinator who clarifies this upfront won't interrupt you mid-ceremony with questions they could handle alone.
Send them photos of your venue if they haven't visited. Show them where tables will be set up, where the bar is, where guests will be greeted. If there are quirks—a low doorway, a long walk from parking, a room that gets cold—mention them. These details help the coordinator spot problems in advance, not on the day.
The providers worth booking are the ones who ask more questions than you expect and who structure the handover process so nothing falls through the gaps. They're organised enough to want your information formatted a certain way, and clear enough to explain why. When you find a coordinator who does this well, you'll know the event is in capable hands. Browse verified coordinators on Strove to find someone with the track record and communication style that matches your needs.
Common questions
- What documents should I give my day-of coordinator before the event?
- Provide vendor contact lists with arrival times, your run-of-show timeline, floor plan, guest list with dietary notes, seating chart, copies of contracts, and contingency plans (rain backup, emergency contacts). Bundle these into one folder so everything is easy to find.
- How early should I share information with my coordinator?
- Start sharing the essentials at least two to three weeks before the event so they have time to review details, contact vendors if needed, and flag any gaps. Last-minute handovers create avoidable stress and missed details.
- What if my coordinator asks for information I haven't prepared?
- That's a sign they're thorough. Take their questions as a to-do list. If they're asking, it matters to the day running smoothly. Getting organised based on their checklist is much easier than scrambling on the morning of the event.
- Should I stay in constant contact with the coordinator on the day?
- Agree beforehand on communication boundaries. A good coordinator will handle most decisions independently and only reach you for choices only you can make. Clarify this before the day so you both understand when you should and shouldn't be interrupted.
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