Do you need a day-of coordinator?

If you do not want to be the one answering vendor calls on your wedding day: yes.

Choose coordination by the work required, not by a job title. A venue contact often concentrates on the property; a planner or coordinator may cover a wider brief. Their agreements define the actual scope.

Map the responsibilities

• Who checks supplier arrivals, distributes the run of show and handles schedule changes?
• Who places personal décor, manages a room flip, gathers family for photographs and handles the final pickup?
• Who monitors weather, runs building safety procedures and can approve the backup?
• Who can authorize an extra cost or make a personal decision while the couple is occupied?

Name one lead for each job and a backup. Resolve gaps and overlaps with the venue and suppliers before the final planning meeting. Friends can help, but agree the task and time commitment rather than assuming a guest will become the event manager.

Ask a prospective coordinator when work begins, what meetings and staff are included, what is excluded and who replaces them if unavailable. Give the final lead the approved contacts, layouts, timelines and decision limits.

In wedplan.ai, prepare the plan and share the relevant instructions intentionally. Saving a Timeline entry does not automatically notify or brief every vendor.

A wedplan.ai guide on the Day-of & run of show board. More planning guides.