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Wedding supplier coordination — Wedding planner
Provide the supplier list and copies or summaries of the relevant agreed scopes through an appropriate private channel. Explain where coordination is failing, such as delivery timing or overlapping setup duties. Decide who can approve changes and spending before the coordinator starts making commitments on your behalf.
Service scope
Supplier coordination aligns the practical information, deadlines and interfaces of already selected or jointly selected wedding suppliers. It focuses on who delivers what and when, not automatic responsibility for each supplier's technical work, contract performance or payment unless expressly delegated.
What is normally included
- Supplier contact and responsibility schedule
- Coordination of delivery and setup information
- Tracking of agreed deadlines
- Consolidation of supplier handovers
What is not included
- Automatic power to amend supplier contracts
- Technical certification of supplier work
- Assumption of all supplier debts or liabilities
Typical tasks
- Map supplier scopes and contacts
- Identify dependencies between deliveries
- Consolidate setup and event schedules
- Track questions and approved changes
- Issue the final shared coordination information
What to include in your brief
- Confirmed supplier list
- Existing scope and timing commitments
- Known gaps or conflicts
- Decision and spending authority
- Required coordination period and handover format
Choosing the right professional
Ask how the coordinator records decisions and distinguishes a request from an authorised contract change. Compare the communication process and escalation plan. A good coordinator makes responsibilities clearer rather than quietly accepting duties that belong to qualified suppliers.
Important considerations
- Supplier scopes can leave shared tasks unassigned
- Unauthorised changes can create extra charges
- Conflicting versions of a schedule can cause missed handovers
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