How to organise your handover materials
Having all the content is one thing – organizing it for quick reference is just as important. Here are some tips on putting it together in a user-friendly format:
Use a Binder with Tabs: Many couples opt for a physical binder with tabbed dividers for sections like Timeline, Contacts, Vendor Info, Ceremony, Reception, Checklists, etc. A bright-colored binder that stands out is ideal (so it doesn’t get misplaced on the day). Print your documents and insert them into sheet protectors or punch them for the binder. A table of contents at the front can help (especially if it’s a hefty binder). For example, your table of contents might list: 1. Overview & Contacts, 2. Timeline, 3. Vendor Details, 4. Ceremony Plan, 5. Reception Plan, 6. Layout & Seating, 7. Checklists & Misc. – whatever order makes sense for you. Why a binder? It’s easy for a coordinator to flip through quickly, and multiple people (planner, venue manager, etc.) can look on as needed. Plus, you can make duplicate copies of key pages (timeline, contacts) and tape them up in prep areas or hand to assistants so everyone is literally on the same page.
Go Digital (if it suits you): Some couples prefer a digital handover – like a shared Google Drive or Dropbox folder containing all the files, or even an editable Google Docs/Sheet. This can work well, especially if your coordinator is tech-savvy and you want to enable last-minute tweaks. If you are using Canva templates or Google Sheets templates, you might simply share view/edit access with your coordinator in advance. However, even with digital, it’s recommended to have a printed backup on the day of. Internet or device issues shouldn’t be allowed to derail anything. A combination approach is great: share a digital folder ahead of time (so the coordinator can familiarize themselves with everything and even comment or ask questions), and also prepare a physical binder for the day-of usage.
Label Everything Clearly: If you have multiple handover items (for example, a binder plus boxes of décor plus an emergency kit), label them with your names and usage. Ex: “Smith/Jones Wedding – Coordinator Binder”, “Reception Decor – Table 1-5”, “Emergency Kit”. This way, when you drop off items with the coordinator (often at the rehearsal or the night before), they instantly know what’s what. Inside the binder, use clear section labels or even colored paper to mark sections. Clarity = ease of use.
Provide Copies to Key People: It’s wise to give certain pages to others as needed. Your coordinator should have the master binder, but you might also hand a copy of the timeline and vendor contacts to the Best Man/Maid of Honour or a trusted family member, just as a backup. If you have a wedding party or family briefing before the wedding, you can distribute the timeline so everyone knows the schedule. Printing a few extra copies of the day’s schedule to post in the dressing areas (one for the bridesmaids, one for groomsmen) is a great hack to keep everyone on time.
Review it with Your Coordinator: Don’t just hand over the binder or files and assume all is set. Schedule a meeting (or at least a call) with your day-of coordinator about 1–2 weeks before the wedding to walk through the plan. Go through each section of your handover materials together. Encourage them to ask questions and bring up any concerns. This conversation is crucial for setting expectations on both sides. For example, you can clarify things like, “We’ll drop off all décor at the venue on Friday, could you oversee placing them per the instructions? Also, we have a sparkler exit planned – we’ll need your help distributing and lighting those at 9:55 PM.” In turn, the coordinator might remind you of something you forgot or suggest adjustments (they have lots of experience!). Use this dialogue to refine your documents if needed. Effective communication ahead of time means fewer surprises on the day.