What to hand a coordinator so they can take over cleanly

Handing over to a new coordinator halfway through planning is harder than it sounds, and most couples and event hosts underestimate what needs to change hands. A coordinator stepping into work they didn't start will miss context, make assumptions about your vision, and stumble over small decisions unless you give them a complete, organised handover. The difference between a seamless takeover and a stressed-out coordinator guessing at your intent is one clear document.

What actually needs to live in a handover file

Your coordinator needs a single, searchable record they can open three weeks before the event and find everything: the full timeline you've built (minute by minute, not just the ceremony start), every vendor contact and their confirmation numbers, budget spreadsheets, your mood board or design brief, the guest list with dietary needs, floorplan sketches, seating chart logic, and a written breakdown of your non-negotiables. Include the things you think are obvious—the colour palette, the vibe you're aiming for, which guests are high-maintenance, which vendors have been temperamental. Add screenshots of WhatsApp conversations with key suppliers if they're vague or disorganised. A coordinator who didn't live through six months of your planning won't know why you chose one caterer over another or what you sacrificed to get the venue date.

Make sure the file has a clear index so they can find the florist's number in ten seconds. Use Google Drive or a shared folder so edits sync in real time. Print a one-page summary for yourself too—you'll refer to it constantly, and so will your coordinator.

The conversation that matters more than the documents

A folder of files helps, but a two-hour call is non-negotiable. Walk your coordinator through the evolution of your event: what changed, what got cut, what you fought for. Show them pictures of the space. Explain which vendor relationships are fragile and which are bulletproof. Tell them what your priorities are if something goes wrong on the day—do you move heaven and earth to save the flowers, or is the music non-negotiable, or is timing the real issue? Let them ask stupid questions. A coordinator who's too shy to ask why you booked two photographers will make a mess of the schedule.

Confirm their authority: who can they call when there's a problem? When do they loop you in versus decide solo? If a vendor is two hours late, can they make a call on catering timing without running it past you? Frame this clearly so you're not getting three crisis texts on your wedding morning.

Running through the vendor list together

Don't just list names and numbers. Go through each supplier with your coordinator and explain what they're providing, any quirks or requirements they have, and how they interact with other parts of the day. Some caterers need kitchen access an hour before doors open; your florist might have left-field ideas that need filtering. Your coordinator needs to know which vendors are responsive on WhatsApp and which only answer email, which ones are precious about setup time, and who's done your venue before.

Ask your coordinator to contact each vendor within a week of taking over. This isn't bureaucratic—it resets expectations, confirms current contact details, and gives them a sense of who they're working with. Vendors appreciate it too. A coordinator who shows up on the day without having introduced themselves creates friction immediately.

The last thing: contingency and your role

Be honest about what your coordinator is walking into. If the planning was chaotic, the budget is tight, or the guest list changed three times, they need to know the risks. Talk through what could go wrong and what the fallback plan is. A good coordinator will add their own contingencies on top of yours—that's partly what you're paying for.

On the day itself, step back. Your coordinator is running the show. If you hover and override decisions, you've wasted the money you spent on them and stressed everyone out. Trust that you chose well, and let them work.

Finding a coordinator who can inherit another person's event takes care in vetting. On Strove, you can compare their experience handing over takeovers, read feedback from people who switched mid-planning, and ask directly how they handle chaotic handoffs. The better the coordinator you find the second time, the cleaner the transition.