This page is worth reading because it breaks down the exact handoff points between you and your day-of coordinator, so nothing falls through the cracks on the wedding day.
The short answer
A day-of wedding coordinator checklist is a timeline of responsibilities that shifts from you to the coordinator at specific checkpoints. Your checklist should include a pre-wedding meeting to transfer vendor contracts, floor plans, and emergency contacts. On the day itself, the coordinator takes over setup, vendor arrivals, and timeline enforcement, while you focus on getting ready. The key is to define exactly when each task transfers from your hands to theirs.
The checklist
The checklist
- Schedule a handoff meeting at least two weeks before the wedding to transfer all vendor contracts and contact lists.
- Provide the coordinator with a detailed timeline that includes setup times, ceremony start, and reception end.
- Confirm that the coordinator has a copy of your floor plan and seating chart.
- Give the coordinator an emergency kit with your phone numbers, backup vendor contacts, and a credit card for unexpected expenses.
- Designate a single point of contact from your wedding party to relay messages to the coordinator during the day.
- Review the coordinator’s final run sheet and approve it before the wedding week.
How to use it
Work through it in the meeting. Anything you leave unticked is a question that will come back later, usually with a price attached.
Decide these before you send it
- At what point in the planning process do you want the coordinator to start taking over vendor communication?
- Which specific vendor contracts and contact information will you hand off, and how will you confirm they have been received?
- How will you handle the transition of the timeline from your planning spreadsheet to the coordinator’s run sheet?
- What is the coordinator’s policy for managing last-minute changes or emergencies on the day?
- How will you and your partner communicate with the coordinator during the wedding day without interrupting your own experience?
What each answer changes
| What to compare | What to ask for | The decision it changes |
|---|---|---|
| Scope of pre-wedding meetings | Compare the number and depth of pre-wedding meetings offered by each coordinator. | whether the coordinator will handle final vendor confirmations or just day-of logistics |
| Handoff timeline | Ask for a written schedule of when you stop being the primary contact for each vendor. | how much lead time the coordinator needs to take over |
| Emergency protocols | Ask for a written plan for common issues like vendor no-show or weather changes. | whether you need a backup coordinator or additional insurance |
| On-site presence | Ask for a written breakdown of where the coordinator will be during each part of the day. | whether you need a second coordinator for multiple locations |
| Post-wedding duties | Ask for a written list of what the coordinator will handle after the reception ends. | whether you need to arrange separate cleanup help |
A worked example you can copy
Placing the day around one locked ceremony time
- 9:00 AM – 1:00 PM Hair and makeup (locked)
- 1:30 PM – 2:30 PM Getting ready photos
- 2:30 PM – 3:30 PM First look and portraits
- 3:30 PM – 4:15 PM Ceremony (locked)
- 4:15 PM – 5:15 PM Cocktail hour
- 5:15 PM – 7:00 PM Dinner and speeches
- 7:00 PM – 9:00 PM Dancing
- 9:00 PM – 9:15 PM Exit
- 1 conflict(s) to resolve: Ceremony is locked to start 15 minute(s) inside the buffer after the previous activity.
| Line | Amount |
|---|---|
| Minutes inside a named activity | 705 min |
| Minutes from first start to last end | 735 min |
Where this usually goes wrong
None of these are exotic. They are the ordinary ways this decision goes wrong, and each one is caught by asking a single extra question.
Watch for
- Handing off vendor contracts too late, forcing the coordinator to scramble to confirm details and potentially missing deadlines that incur fees.
- Assuming the coordinator will handle setup without a written inventory of items, leading to missing decor or rental returns that cost extra.
- Not providing a clear emergency contact hierarchy, causing delays when a vendor issue arises and the coordinator can’t reach you.
Questions couples ask
Do I still need a day-of coordinator if I have a venue coordinator?
A venue coordinator works for the venue and focuses on their property, not your personal timeline or vendor logistics. A day-of coordinator is your dedicated advocate who manages the entire day’s flow and handles issues that fall outside the venue’s scope.
When should I start working with a day-of coordinator?
You should begin the handoff process about a month before the wedding, with a formal meeting two weeks out to transfer all documents and contacts. This gives the coordinator enough time to review your plans and address any gaps.
What happens if the coordinator gets sick on the wedding day?
A professional coordinator should have a backup plan, either a colleague or a network of trusted vendors who can step in. Ask for their contingency plan in writing before you hire them.
Your next decision
Now that you know what to hand off to your day-of coordinator, see our guide on creating a master wedding timeline that both you and your coordinator will follow.
