DEVENT planning resources
Wedding Day Coordinator, Venue and Family: Who Does What?
A coordinator can make the day calmer when everyone knows who has authority to make decisions. Define each person’s role and confirm it with the venue and suppliers before the event.
Decide what the hosts want to delegate
List the jobs that need a decision on the day: directing suppliers, approving an indoor weather move, answering venue questions and helping guests. Decide which decisions the coordinator can make alone and which require a host’s approval. Nominate a backup contact.
Understand the venue’s role
Ask which venue staff member will be present, what the venue supplies and whether they coordinate external suppliers or only venue services. Confirm access, room setup, food service, sound limits and hand-back. A venue contact and a personal wedding coordinator may have different responsibilities.
Clarify the coordinator’s agreed scope
A paid coordinator may review the run sheet, contact suppliers or direct setup, but services differ. Ask about preparation meetings, hours, travel, staffing and the handover before accepting the quote. Do not assume that planning, styling, transport or supplier payments are included.
Give family and friends specific tasks
A relative might gather people for photographs, hold personal items or welcome a particular guest. Ask if they are comfortable with the task and give them a start time and contact. Avoid making one person responsible for several activities that happen simultaneously.
Share one current version
Give the relevant people the latest run sheet, room plan, contact list and backup arrangements. A guest-facing schedule can be shorter and should not disclose private phone numbers or dietary information. If timings change, the lead should inform every affected supplier.
Finish with pack-down and collection
Identify who takes gifts and personal items, returns hired goods and confirms the room is cleared. Ask the venue and suppliers about collection windows and any items that cannot be removed immediately. The event is not fully handed over just because guests have departed.
Worked example · illustrative details
A clear division of responsibility
The venue team manages its room and catering; the coordinator directs the florist and DJ; a sibling gathers the family for photographs. The hosts approve a weather move, while the coordinator communicates it. These responsibilities are an example and should be confirmed in each agreement.
Your next steps
- List event-day decisions and jobs.
- Agree what the venue, coordinator and family each cover.
- Share a dated run sheet and contacts with the relevant people.
- Name an owner for collection and the venue hand-back.
Common questions
Does the venue coordinator manage all outside suppliers?
Not necessarily. Ask the venue exactly what is included and arrange any remaining coordination separately.
Can a family member be the coordinator?
Yes, if they are willing and have the time, contact information and authority needed for the agreed tasks.
Useful next steps
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