What to prepare for your Day Of Coordinator
The key to a smooth handoff is comprehensive, organized information. Here’s what you should prepare and include, step by step:
Master Contact Sheet: Prepare a one-page list of important contacts: vendors (with company name, contact person, cell number, arrival time), venue contacts, wedding party VIPs, family point persons, etc. This lets your coordinator quickly reach the right person if an issue arises. Tip: Include yourself or a delegate for last-minute decisions, and note who should be contacted first for what (for example, “Uncle Bob – point person for reception setup”).
Event Timeline / Run Sheet: This is the minute-by-minute (or at least hour-by-hour) schedule of the entire day, from getting ready until the end of reception. Create a Master Timeline that shows what’s happening when and who is responsible. Include key details like vendor arrival times, setup periods, ceremony start, cocktail hour, reception events (grand entrance, first dance, cake cutting, etc.), and vendor end times. If you have separate timelines for subgroups (e.g. a separate “Vendor Timeline” or a schedule just for the wedding party), prepare those too – but also roll everything into one master schedule for your coordinator’s reference
Setup Instructions & Décor Details: If you’ve planned your own decor, write out instructions for how you want everything set up. This includes ceremony decor (aisle runners, signage, florals), cocktail hour setup, reception tablescapes, centerpieces, sweetheart table, dessert table, favors, etc. Be as explicit as possible: e.g. “Memory table: place black & white photos on gold sequined tablecloth to the left of entrance; sign to be centered; basket of programs on the right.” If specific items need to go to specific places, list them. It helps to also label boxes or tubs of décor with their location. You might include a simple decor inventory checklist as well – a list of all decor items you have, so the coordinator can verify nothing is missing. Visual aids are fantastic here: attach reference photos or inspiration pictures for how tables or backdrops should look.
Floor Plans & Seating Chart: Along with instructions, include the floor plan for your ceremony and reception. For the ceremony, note the chair arrangement (rows, aisles, any reserved rows for family) and placement of decor (arch, podium, etc.). For the reception, provide a diagram of table layouts with table numbers/names. Attach a copy of your Seating Chart that shows which guests are at which table (or a list by table). This is crucial in case there are questions or last-minute changes – your coordinator can assist guests or adjust things if, say, someone didn’t show and you need to reseat a table. Tip: Note any special seating info like special dietary requirements, high chairs needed or if any guest has mobility issues requiring a certain spot.
Vendor Details & Contracts: Include a section with each vendor’s key details and any specific instructions or inclusions. At minimum, behind your contact sheet, have a page for each vendor or a summarized list that notes: Arrival and end time, what they’re providing, and any deliverables. For example: “Caterer (Good Eats Co.) – arriving 3:00 PM with 4 staff; providing appetizers, dinner, and cake cutting utensils; needs 8’ table for buffet + access to kitchen, etc.” If you discussed anything unique with a vendor (like “DJ will introduce us before first dance” or “Photographer to get a shot with Grandma at 8pm”), write that down so the coordinator can follow up. It also helps to print copies of critical vendor contracts or agreements (or at least have them digitally in a shared folder) – your coordinator can reference these if any issues or questions come up about what was agreed upon.
Day-of Emergency Info: Prepare an Emergency Kit list and plan. It’s wise to put together a physical emergency kit (with items like safety pins, sewing kit, stain remover, pain relievers, phone chargers, etc.). For the coordinator, provide a checklist of what’s in the kit and any emergency procedures. For example, list the location of spare ceremony items (extra candles, batteries, copy of vows) and contact info for emergency backups (like an alternate officiant or generator rental). Also include health information if relevant – e.g. “Bride has severe peanut allergy – EpiPen in maid of honor’s purse” or “Groom gets migraines – coordinator to have ibuprofen on hand.” These details help your DOC handle surprises
Ceremony & Reception Program Details: Write out the ceremony order (processional, who walks with whom, any readings, unity ritual, etc.) and the names of participants (wedding party, officiant, family being escorted). This is essentially the same info that might be in your ceremony program, but it helps the coordinator manage the line-up and timing. Include cues like “Grandparents are seated at 4:55pm by ushers” or “Song Canon in D starts, Mothers walk in.” Likewise, outline the reception timeline of formalities: grand entrance order, first dance song, toasts (who & when), cake cutting, bouquet toss, special announcements, and send-off. If you have a separate MC (maybe the DJ or a friend), ensure the coordinator has a copy of this timeline to coordinate with them
Checklists for Personal Items & Miscellaneous: It’s helpful to provide checklists for things that need to be brought or sent home. For instance: “Bridal suite checklist” (everything bride and bridesmaids need at the prep location), “Groom’s suite checklist”, “Family photo list” (names of people for each photo grouping – give a copy to your coordinator to help wrangle family for photos), “Reception take-down checklist” (list of items that should be packed up at end of night and who they go to). You might also list who is responsible for each task (e.g., “Maid of honor will ensure gifts and cards box go with Bride’s parents at end of night”). Having these smaller checklists ensures nothing gets forgotten in the chaos.
Copies of Key Documents: In a pocket of your binder (or a shared Google Drive), include copies of important documents: the venue floor plan, vendor contracts, permits, insurance, marriage license, and a backup of vows or readings (just in case!). Also, if you have a detailed photography shot list for your photographer, give a copy to the coordinator; they can help round up people for photos and make sure the photographer doesn’t miss anything on your list. Essentially, think of your coordinator as the stage manager – give them the script (timeline), the cast list (contacts), the set design (floor plans), the props list (decor and items), and the cues (what happens when). More information (organized logically) is better than too little.