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Wedding-day coordination — Wedding planner
Share the wedding plan, supplier contacts and outstanding decisions early enough for a proper handover. Explain who can authorise changes while you are occupied. Agree the coordinator's arrival, finish and coverage of setup or removal so the day does not rely on tasks nobody has accepted.
Service scope
On-the-day coordination manages agreed communications and practical handovers during the wedding, using a plan prepared or handed over beforehand. It is not literally a no-preparation service and should identify attendance hours, decision authority and the boundary between coordination, venue management and specialist event duties.
What is normally included
- Pre-event handover review
- Coordination against an agreed run sheet
- Supplier and programme communications
- Management of authorised practical changes
What is not included
- Instant responsibility for an unplanned wedding
- Venue or technical safety duties by default
- Unlimited attendance beyond the booked period
Typical tasks
- Review the final plan before the event
- Confirm supplier contacts and arrival times
- Coordinate the running order
- Escalate decisions to the authorised person
- Hand over remaining tasks at the agreed finish
What to include in your brief
- Final run sheet
- Supplier contacts and scopes
- Setup and removal responsibilities
- Decision and escalation contacts
- Required attendance hours and spaces
Choosing the right professional
Ask how much handover is included and what the coordinator does when a supplier is late or a decision is needed. Compare staffing and attendance, not just the phrase on-the-day, and identify any technical or venue responsibilities that remain elsewhere.
Important considerations
- An incomplete handover can leave significant tasks unknown
- One coordinator may not cover simultaneous venues
- A finish-time assumption can leave removal unmanaged
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