Partial/on-the-day coordination

What to hand a coordinator so the day runs to plan

A day-of coordinator needs more than a guest list. Here's what to hand them so your wedding runs exactly as planned.

A day-of coordinator isn't there to reinvent your wedding—they're there to execute it. The difference between a day that unfolds smoothly and one that derails often comes down to one thing: how well prepared the coordinator is before they arrive.

If you've done most of the planning yourself and you're bringing someone in just to run the day, handing them the right information matters more than you might think. A coordinator working blind, or piecing together your vision from fragments, will spend energy problem-solving instead of managing. The clearer your handover, the more present you can actually be on your wedding day.

Document everything that matters

Start with a master timeline. Not the pretty version you've shared with guests—a detailed, minute-by-minute breakdown that includes setup, hair and makeup slots, photography windows, ceremony start, cocktail hour duration, dinner service, speeches, first dance, cake cut, last song. Your coordinator needs to know not just what happens, but when. Add buffer time where it exists. Note which vendors need to be ushered to specific spots and when.

Write out your vision for the flow of the day in plain language. What mood are you building? Should the transition from ceremony to reception feel celebratory or intimate? Do you want speeches before dinner or after? Should kids have a separate activity during the reception, or are they integrated? A coordinator can't read your mind, but they can execute your intent if you've spelled it out.

Create a contact sheet with every vendor's number, their exact arrival time, where they should enter the venue, and who handles parking or access. Include your planner's details if you had one, your venue contact, your family liaison (usually a parent or trusted friend), and your photographer. A coordinator who can reach anyone instantly solves problems before they become visible problems.

List your must-haves in order of importance. If your ceremony unity ritual is non-negotiable but the grand exit is flexible, say so. If you care deeply about the toasts staying under ten minutes but don't mind the cocktail hour stretching, flag it. This tells your coordinator where to invest their attention.

Translate your preferences into actions

Don't just describe what you want; describe what that looks like operationally. "I want the reception to feel relaxed" becomes "no rigid seating plan; guests choose their table; bar stays open throughout; music volume stays conversational during dinner." "We're skipping favours" becomes "no table decorations to pack up; one less thing to move." "My mum is anxious" becomes "give her a printed schedule by 8 a.m. and check in with her at 9 a.m. and 2 p.m."

Provide floor plans with vendor positions marked. Show your coordinator where the DJ should set up, where you want photos taken, which entrance guests should use. If the venue has quirks—narrow stairs, limited power outlets, tight dressing room—flag them. If weather is a factor, provide the backup plan with the same detail.

Include a run sheet for key moments: who stands where during the ceremony, what happens between ceremony and reception (does the bridal party disappear for photos?), who gives the first toast, what cues the first dance. Your coordinator can't choreograph moments they don't know exist.

Share a document with emergency contacts and backup plans. What if the photographer is delayed? What if a vendor no-shows? What if a speech goes rogue? Knowing your preferences here means your coordinator can make decisions on your behalf that feel right.

Meet your coordinator a week or two before the wedding, if possible. Walk them through the venue, introduce them to key people, and talk through the timeline together. This is when they ask the questions that reveal gaps, and when you both agree on how decisions will be made on the day.

You're not handing off responsibility—you're handing off logistics. The more clearly you do it, the smoother your day becomes. When you're ready to book someone to step in, look for coordinators on Strove who can show you how they've handled similar handovers before.

Common questions

What's the minimum information a coordinator really needs?: At minimum: a detailed timeline (minute-by-minute), all vendor contact details and arrival times, your venue layout with vendor positions, and a clear description of how you want the day to feel and flow. Without these, they'll spend energy asking questions instead of preventing problems.
Should I give my coordinator a script for announcements or speeches?: Yes, if you have specific wording you want for toasts, cake cuts, or first dances. If you're relaxed about it, just tell them your preference—brief and heartfelt, or loose and funny. The clearer you are, the better they can step in if needed.
Do I need to hand my coordinator everything in writing?: Written documentation is essential—a coordinator can't remember everything verbally, especially under day-of pressure. A combination of written timelines, floor plans, contact sheets and one in-person walkthrough works best.
What if I'm not sure what information matters?: Ask your coordinator what they want to see. Most will have a template or checklist. If you're booking someone through Strove, ask them during the quote stage—good coordinators will tell you exactly what handover looks like.

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More on Partial/on-the-day coordination

Document everything that matters

Translate your preferences into actions

Common questions

What's the minimum information a coordinator really needs?

At minimum: a detailed timeline (minute-by-minute), all vendor contact details and arrival times, your venue layout with vendor positions, and a clear description of how you want the day to feel and flow. Without these, they'll spend energy asking questions instead of preventing problems.

Should I give my coordinator a script for announcements or speeches?

Yes, if you have specific wording you want for toasts, cake cuts, or first dances. If you're relaxed about it, just tell them your preference—brief and heartfelt, or loose and funny. The clearer you are, the better they can step in if needed.

Do I need to hand my coordinator everything in writing?

Written documentation is essential—a coordinator can't remember everything verbally, especially under day-of pressure. A combination of written timelines, floor plans, contact sheets and one in-person walkthrough works best.

What if I'm not sure what information matters?

Ask your coordinator what they want to see. Most will have a template or checklist. If you're booking someone through Strove, ask them during the quote stage—good coordinators will tell you exactly what handover looks like.