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.
To hire a day off coordinator if aren't hiring a wedding planner.
---
Well...
Here's exactly how to hand it all over to your day of coordinator ...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 just make life so much easier later on.
Because when it’s time to hand things over, you’re not digging through screenshots, emails, random notes in 5 different apps
...you can literally just pull things out and drop them into your handover folder.
(i'll talk about the folder stuff later on)
Also if you need a tool 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.
---
Now...
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, 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)
.
.
.
Now...
If you need help with this
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)
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.”)
.
.
.
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
.
.
.
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)
.
.
.
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.
.
.
.
And if you have questions ...feel free to email me (plannarly@gmail.com).
I'll see you guys in my next post.
Byeeeee💗