How to Hand Over to Your Day-Of Coordinator
You’ve been doing everything - planning, organizing, budgeting
...basically being your own wedding planner.
And now you took my advice or the advice of other brides online.
Which is to hire a Day of Coordinator if aren't hiring a wedding planner.
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Well then...
Here's exactly how to hand it all over ...so you can actually enjoy your day.
Step 1: Start Gathering Everything in One Place
Before you even think about handing anything over, the easiest thing you can do for yourself is just ...start keeping everything in one place.
Like, from the beginning of your planning if possible.
It'll make life so much easier later on.
Cos when it’s time to hand things over ...you’re not digging through screenshots, emails, random notes in 5 different apps.
You can just literally pull things out and drop them into your handover folder.
(i'll talk about this folder stuff later on).
Also btw
If you need a tool like this ...that will help you organize all your wedding details in one place
(...especially if you're still in the early stages)
Then you can check my Wedding Planning bundle here.
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But ...if you’re already close to your wedding day and things are kind of everywhere.
Don’t stress.
Just start gathering everything now.
Even if it feels messy at first, once it’s all sitting together, pulling out what your coordinator needs becomes way easier.
Step 2: Make your “Handover Folder”
This will be your wedding day playbook.
One document (or Google Drive folder) that has everything your coordinator might ask for.
Inside it will include:
Your final timeline
Vendor list and contracts (if needed)
Setup notes with photos (...what goes where - gift table, signs, centerpieces, etc.)
Seating chart + floor plan (...where everyone’s sitting, including the head table)
Transportation details (if any)
Emergency contacts
Ceremony order (who’s walking with who)
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Now like i said in the beginning ...i got you💕.
I created a Free Handover Folder that will make all this so much easier.
I'll link it at the end.
Step 3: Schedule your handover meeting
Don’t just email everything and disappear.
Schedule a call or meet in person about a week before the wedding.
Walk them through:
How you’ve organized the documents
Any unique traditions or moments they should know about
Any family dynamics (this matters alot lol)
Who your key people are (family, bridal party, vendors you trust)
What your non-negotiables are (e.g “Please make sure I have a drink in hand before photos, thank you.”)
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That way, nothing gets lost in translation.
Step 4: Double-check the timeline
Most times your coordinator will tweak the timeline slightly to keep things realistic ...which is good.
Just make sure you both agree on:
When you’ll start getting ready
What time vendors arrive
The ceremony start time
Photo and reception events timing
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Once that’s done, send it to everyone who needs it - vendors, wedding party team etc
...so everyone’s on the same page.
Step 5: Pack your “handover bag”
This is the bag your coordinator will grab on the morning of your wedding.
It should include:
Vendor tip envelopes
Extra copies of the timeline
Ceremony programs
Vow books + rings (if not with best man)
Marriage license
Décor extras (tape, scissors, safety pins ... just in case)
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And make sure you label everything.
Future you will thank you
...cos no one's texting you "where's this" during your makeup.
Step 6: Then let ...go
This one’s for all my Type A brides.
You’ve planned this wedding down to the font on the menus and now you’re supposed to just
…let someone else run it?
Yes.
Don’t micromanage, don’t stress-text, don’t peek at the schedule every 10 minutes.
You did your part.
Now let them do theirs.
And it's a Wrapp...
That's it...
Once you hand it all over, your only job is to be present.
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If you have anyquestions ...feel free to email me (plannarly@gmail.com).
I'll see you guys in my next post.
Byeeeee💗
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Also ...before i forget
Here's the link to the handover folder.👈
Enjoy ;)
You’ve GOT to read this next...
Think a day-of coordinator just shows up on your wedding day? Not even close. Here's what they actually do, why you might need one, and the biggest myth brides get wrong (plus what to do if you’re planning without a full planner).
Rehearsal dinner ...what is it really for, who’s supposed to be there, and does it need to be a whole thing?
This post breaks it down simply so you know exactly what matters and what you can ignore.
Vendor meals are one of those little wedding details no one warns you about ...until it’s suddenly your problem.
Here’s the simple guide every bride needs to avoid confusion and last-minute chaos.
There are so many tiny reception decisions you don’t realize you need to make until someone brings them up.
This post breaks down the important ones in a simple, calm way so you’re not surprised on the day.