How to Seamlessly Hand Off Your Wedding Plans to a Day-of Coordinator

— and actually enjoy and be present on your wedding day!

You’ve spent months, maybe even years, planning your wedding. You've curated the perfect playlist, selected meaningful decor, scheduled tastings, handled RSVP chaos, and probably have been managing so many group chat updates. You’ve been in the driver's seat from the start! But now it’s almost time for the final stretch...

Hello Day-of Coordinator! You've heard everyone say you must have a DOC, so you found one! YAY! But now there's this scary feeling that you're going to miss telling them a detail or they're not going to get the vision....

I know people might be making jokes that you're a control freak, but I'm here to tell you: NAH, FRIEND. You have earned EVERY RIGHT to feel this way. This has been one of the biggest projects you've ever put together! You've tackled so much! I'm proud of you - but also - you are going to have to let it go to have a good time at your wedding.

Let’s talk about how to confidently hand over all the logistics, last-minute details, and timeline magic so that you can be fully present for the moment you've been waiting for.

Okay, quick, if you haven't hired someone yet: What Is a Day-of Coordinator?

A Day-of Coordinator (or DOC) is a professional who steps in to manage and execute all your plans on the wedding day. They’re the person who ensures everything you worked so hard to plan actually happens. Typically they come in about 30 days prior to get caught up to speed.

Think of them as your behind-the-scenes stage manager, making sure everything and everyone is exactly where they need to be without you having to lift a finger.

Why Handing Off Is So Important

No matter how Type-A, detail-oriented, or organized you are, you don’t want to be answering phone calls from your florist or directing the band to set up while you’re getting your makeup done or sipping champagne with your bridal party. You don't!!

Handing off your wedding details allows you to:

• Focus on the joy (and soak it all in)

• Be emotionally present with your partner and guests

• Avoid last-minute stress or problem-solving

• Actually experience the celebration you planned

But to give your DOC the ability to run the show confidently, you need to equip them with all the essential info. And that’s where many couples feel overwhelmed: “How do I organize all this stuff?”

Ok I have a tool for this so I'm gunna pitch it (IT'S ONLY $15.99 friend and will save you so much time), but then I'll share tips if you want to make your own instead:

The Wedding Day-of Coordination Hand-Off Template

This 21-page, done-for-you digital template was created to help couples like you pass the baton smoothly. It’s the exact resource I use as a professional wedding planner to get all the vital information from my clients and ensure everything is covered.

✨ You can grab it here on Etsy ✨

OH! And if you're having your wedding in New York state, hit me up, maybe I can be your DOC 😏 (The template comes with my service, so if you're hiring my team, don't bother buying it!)

What to Include in a Wedding Day Hand-Off

Here’s your checklist for what your coordinator needs to run the show:

1. Vendor Contact Information

Include:

• Business names

• Contact person

• Phone numbers & emails

• Arrival & departure times

• Special instructions or contracts

Your coordinator will be the point person for all vendors, so this one is a must.

2. Wedding Timeline

This should include:

• When and where each vendor arrives

• Ceremony & reception timing

• Hair and makeup start time

• First look, grand entrance, cake cutting, etc.

Our template includes a master timeline layout and a timeline breakdown for each vendor.

3. Decor Setup Instructions

From welcome signs to sweetheart table flowers, your coordinator needs to know:

• What goes where

• How things should look (photos help!)

• What to do with items after the wedding

The template includes a full decor inventory sheet + setup notes section for every part of the day.

4. Seating Chart & Floor Plan

A hand-drawn sketch or a graphic works here, just be sure it includes:

• Table numbers

• Guest names

• VIP/reserved seating

• DJ or band placement

• Gift/card table, cake table, etc.

The template includes tools to make your own and I provide a video tutorial how.

5. Ceremony Details

You’ll want to outline:

• Order of processional & recessional

• Names of people involved

• Music selections

• Special rituals or traditions

The template includes ceremony planning pages that cover this in detail.

6. Bridal Party Info

Who’s who in the bridal party? Include:

• Full names

• Roles (maid of honor, best man, etc.)

• Any specific tasks or responsibilities

• Who has rings, marriage license, etc.

Plus, there's space to include contact info and reminders.

7. Emergency Contacts & Notes

Include:

• Names of point people (like mom or maid of honor)

• Who to call for forgotten items or wardrobe malfunctions

• A note on any family dynamics your coordinator should be aware of (yes, it’s okay!)

Why This Template Is a Game-Changer

You could spend hours creating spreadsheets and hoping you didn’t forget anything... or you can use a tool that’s been tried and tested by professional planners and clients hundreds of times. The Wedding Day-of Coordination Hand-Off Template will save you the stress (and it's looks cuteeee).

Tips for a Smooth Handoff to Your Coordinator

Even with the best template in hand, communication is key. Here’s how to make the most of your hand-off:

📅 Schedule a Meeting

Plan a 1–2 hour meeting or call about 2 weeks before your wedding to review the hand-off together.

🧾 Review the Timeline

Walk through the wedding day from beginning to end, and let your DOC ask questions.

📦 Prep a Decor Bin

Label boxes with post-it notes (e.g., “Welcome Table” or “Bar Signage”) and include your setup instructions inside each.

📱 Share Digital Copies

Send your completed template, contracts, and floor plan digitally so your coordinator has it all on their phone or tablet, too.

💬 Trust the Process

Once you've handed things off, let go. You’ve hired your coordinator for a reason!

And a Reminder: It’s Okay to Delegate

Delegating to a day-of coordinator isn’t about losing control, it’s about gaining peace. By giving someone the tools to execute your plans, you're freeing yourself up to truly enjoy one of the most important days of your life.

You've got this, friend! One last push to organize the details and then you can sit back and ENJOY!

Happy Planning!!

Lynea D'Aprix