Allocate the work one task at a time
List what needs to happen, then give each task to a named person who has agreed to take it on. A full-service planner, day-of coordinator, MC and venue team have different focuses. Someone may combine roles, but check that the timing and people available make that workable.
This is an illustrative discussion guide, not the contents of a package offered by Harry or any supplier. Confirm every row in your agreement. If you are not hiring a particular role, allocate the tasks you still need to someone who has agreed to help.
| Task | Full-service planner | Day-of coordinator | MC | Venue team | Confirmation |
|---|---|---|---|---|---|
| Before booking suppliers | May help define needs, budget and comparisons if agreed. | Confirm when handover begins; do not assume early supplier selection is included. | Discuss hosting needs, atmosphere and service hours. | Explain its venue, catering and equipment arrangements. | Confirm in your agreement |
| Supplier handover | Organise bookings, deadlines and open questions as agreed. | Receive information and check contacts, arrivals and handovers as agreed. | Receive the script, pronunciations, running order and hosting information. | Confirm the banquet contact, access and equipment operation. | Confirm in your agreement |
| Final running order | Bring versions and unresolved details together if agreed. | Check transfers, task owners and delivery on the day if agreed. | Check spoken content, transitions and start cues. | Check food service, venue hours and operating limits. | Confirm in your agreement |
| On-mic hosting | Confirm separately if hosting is also required. | Confirm separately if hosting is also required. | Host, introduce activities and address guests as agreed. | Confirm any venue announcements or hosting support separately. | Confirm in your agreement |
| Backstage cues | Name an on-site contact if day-of support is included. | Receive readiness checks and pass on start cues if agreed. | Receive readiness updates; allocate off-stage liaison separately. | Handle the catering, facilities or AV operation covered by its contract. | Confirm in your agreement |
| Payments, belongings and returns | May organise a checklist; name who approves payments, holds items and completes handovers. | Clarify whether the task is a reminder, an item check or a physical handover. | Do not assume hosting includes holding money, settling bills or returning items. | Check payments, venue property and clearance requirements under its contract. | Confirm in your agreement |
| Urgent changes | Offer options within the agreed authority and check with the decision-maker. | Coordinate agreed changes on site and inform affected teams. | Adjust words and guest announcements to the confirmed decision. | Handle venue safety and its own services; check contractual terms separately. | Confirm in your agreement |
Three situations that help you choose where to begin
- Many decisions are still ahead. Perhaps you have not chosen a venue, find quotations hard to compare or have different priorities as a couple. In a planning enquiry, explain where in the preparations you would like support to begin.
- Most suppliers are booked, but the handover is not connected. Perhaps you have several transfers, different arrival times or relatives who would like to enjoy the day. Ask about the advance handover, working hours and on-site lead needed for day-of coordination, checking the scope task by task.
- Someone is already managing the arrangements, and you want help with the spoken moments. Perhaps several guests will speak, forms of address need checking or you want your story told naturally. Start with wedding MC support, then confirm who will pass on backstage cues.
Add two final questions: who steps in when the lead is occupied, and who can approve costs, ceremony changes or other important decisions? Put the answers into a running order with owners and cues, rather than simply writing “coordinator to handle”.
A full-service planner usually helps from the planning stage; a day-of coordinator focuses on the handover, supplier coordination and delivery on the day. The emcee looks after the spoken hosting, transitions and guest involvement. The venue team handles facilities, catering and the support set out in its contract.
Photographers and videographers record the day; a bridal assistant or members of the wedding party may help with outfits and personal belongings. A dai kam je, a Chinese wedding chaperone, can guide traditional ceremonies within the agreed service. Some packages combine roles, while other arrangements need additional people.
Work through the small, practical questions together: who gives the entrance cue, plays the music, gathers people for photographs and authorises a change to the running order? Writing down one person responsible for each task helps avoid gaps where everyone assumes someone else has it covered.
One small place to begin
Give each important part of the day a named lead and a backup contact.
These notes offer general planning guidance. Adapt them to your wedding, your family and the arrangements you agree with each team. Confirm what each service includes before booking.
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