Communicating Your Expectations
Having a beautiful binder or file is fantastic, but it’s equally important to clearly communicate what you expect your Day-of Coordinator to do with it. Here’s how to ensure you and your coordinator are on the same page
Define the Coordinator’s Role: Day-of (or month-of) coordinators typically come in during the final planning stage, and their job is to execute rather than plan from scratch. However, different coordinators include different services. Make sure you know what tasks your coordinator will handle and state any specific duties in writing. For instance, will they be managing the rehearsal? Will they set up all your personal décor, or just oversee vendors? Who will cue the DJ for announcements? These details should be discussed in advance. If you created a handover workbook, you likely expect the coordinator to use it as a guide to manage the event – let them know that! You might say, “I’ve prepared a detailed binder with everything from timelines to decor setup; I’d like you to use this to ensure all tasks are done according to our plan.” Most coordinators will be thrilled to have this level of detail at their fingertips.
Share the Workbook Early: Don’t wait until the morning of the wedding to give them 50 pages of notes. Ideally, send a digital copy or overview to your coordinator a week or two ahead (after your planning meeting). Give them time to review it carefully. They may come back with suggestions – for example, a coordinator might notice that the timeline is too tight in one spot and advise adding 15 minutes, or they might have a vendor contact of their own to add. Being collaborative here ensures the usefulness of your plans is maximized. It also builds trust; your coordinator will feel prepared and respect how organized you are.
Be Open to Their Input: Remember, you hired a coordinator to be the expert on execution. While you want your plan followed, remain open to any on-the-spot adjustments they need to make. Communicate that you trust their judgment if something unexpected comes up. For example, if a vendor is late, the coordinator might adjust the timeline – and that’s OK. The binder is a tool, not a rigid decree. Let your coordinator know that important decisions (e.g., “Plan B” for rain, or how to handle a vendor no-show) can be made by them if you’re not available, based on the guidance you’ve provided. A good coordinator will still loop you in or get your go-ahead for major changes, but empowering them ahead of time boosts their confidence to solve problems.
Emergency Communication Plan: Despite all the preparation, emergencies can happen. Set up a plan with your coordinator for how you’ll communicate on the wedding day. Will you be texting each other, or will you hand off your phone and have them communicate only with a designated friend? Often, brides and grooms don’t want to be bothered with issues on the day – and that’s part of the coordinator’s job, to handle issues quietly. You might agree “only tell me if absolutely necessary; otherwise handle it and update me later.” On the flip side, if you notice something (say, the wrong linens arrived), you should know how to quickly signal the coordinator to take care of it. Exchange cell numbers and maybe one backup number. If your venue has poor cell reception, walkie-talkies or a messaging app on Wi-Fi could be alternatives. Including an “In Case of Emergency” sheet in your binder with this info (who to contact first, etc.) is a smart idea.
Trust and Let Go: Once you’ve handed everything over and had that final discussion, take a deep breath. At some point the night before or the morning of the wedding, you need to step back and let the coordinator run the show. You have prepared thoroughly – now it’s their turn to execute. Avoid the temptation to micromanage on the day-of; if you’ve done your prep, you should be able to enjoy your wedding knowing a competent professional (or friend/family acting in that role) has the roadmap to make it all happen. As one WeddingWire expert noted, a professional Day-of Coordinator will “have their own forms and methods” – your handover materials will only enhance their effectiveness. So communicate your vision, then trust them to carry it out.