As your wedding day approaches, your to-do list might feel endless—from vendor calls and final payments to dress fittings and family travel plans. But in the final stretch, there's one person you want fully in the loop: your wedding coordinator.
While coordinators are pros at anticipating needs and handling curveballs, there are certain details that couples unintentionally overlook, tiny things that can make a big difference in how smoothly your day runs.
Whether you're working with a month-of, a day-of, or a full-service coordinator, here are the top 5 things couples often forget to share, but absolutely should.
1. Last-Minute Timeline Changes
Maybe your makeup artist needs an extra 30 minutes. Maybe Grandma wants to give a toast. Maybe you decided that morning to do a private first touch instead of a first look. We get it, plans evolve. But your coordinator needs the most updated version of your timeline, especially in the week leading up to the wedding.
Why it matters:
Even a 10-minute shift can affect when chairs are flipped, meals are served, or vendors are released. Your coordinator is the one juggling all these moving pieces. If they’re working off an outdated schedule, they can’t proactively manage the flow or notify vendors of key adjustments.
What to do:
As soon as a timeline change happens (no matter how small), send your coordinator a quick text or email. If you're not sure whether it affects the schedule, send it anyway. It's always better to overcommunicate than risk surprises on the day-of.
2. VIP Family Dynamics or Sensitive Situations
Coordinators are used to navigating delicate situations, but they can’t do it effectively if they’re caught off guard. Every family has its unique dynamics, and knowing who gets along (or doesn’t), who’s emotional, who needs extra care, and who might stir up tension is hugely helpful.
Why it matters:
Your coordinator is often the one managing seating, organizing family photos, cueing dances, and guiding people into the right spaces. Being aware of any strained relationships, recent divorces, disabilities, or special needs ensures they handle these moments with sensitivity and strategy.
What to do:
Share a heads-up list of anything you think might be relevant—big or small. For example:
It’s not gossip. It’s context, and it helps your coordinator support you and your guests with care.
3. Who’s Bringing What (And Who Needs to Take It Home)
From signage and favors to guest books and card boxes, couples often bring several DIY or personal items on the big day. But when those items arrive without clear instructions or need to be collected at the end of the night, it can cause confusion.
Why it matters:
Coordinators need to know:
If this isn’t shared clearly, things can go missing, get forgotten, or create chaos at cleanup time.
What to do:
Create a “Personal Items List” with:
Then send that list to your coordinator at least one week before the wedding. Better yet, label everything with sticky notes or tags so nothing gets misplaced.
4. Vendor Meal Count and Dietary Restrictions
One of the most overlooked details in the final planning stage is vendor meals. It’s standard to feed any vendor working over a 5–6 hour shift, including your photographer, videographer, DJ/band, and your coordinator and their assistant. But what’s often missed is:
Why it matters:
A fed vendor is a happy vendor and better yet, one who’s energized and ready to perform. Coordinators will usually arrange break times, but if meals aren’t accounted for, it can cause delays, confusion, or even tension with the catering team.
What to do:
Ask your vendors if they have any dietary needs. Then:
Pro Tip: If your vendor team includes more than 4–5 people, consider ordering extra meals just in case. It’s a small gesture that goes a long way.
5. Off-Limits: Questions or People
This one might sound dramatic, but trust us, it’s more common than you think. Maybe you have an estranged family member you don’t want approached. Maybe your fiancé’s old friend invited themselves. Or maybe you're dreading questions like, “So when are you having kids?”
Why it matters:
Wedding days are emotional and high-energy. A single uncomfortable moment, especially if it involves a surprise appearance or a question that triggers anxiety, can derail your mood. Your coordinator can act as a buffer, but only if they know what to shield you from.
What to do:
Share anything you’d like your coordinator to quietly intercept or manage. For example:
It’s not about creating drama, it’s about protecting your peace and making space for joy.
Final Thoughts: The Details Make the Day
Your coordinator is your right-hand person on wedding day, there to execute, adjust, and support your vision from start to finish. But they’re not mind readers. The more details you can share in advance, the more empowered they are to make your day seamless and stress-free.
At EventBay, we believe coordination is about more than logistics, it’s about care. We’re not just managing the flow of the day, we’re protecting your time, energy, and emotional well-being. That’s why we always encourage couples to over-communicate. No detail is too small, no concern too silly. We’re here for all of it.
Planning Your Wedding? Let’s Make It Easy!
Whether you’re looking for full-service or just month-of coordination, EventBay is here to make sure nothing slips through the cracks. We take your vision and bring it to life—flawlessly, gracefully, and with heart.
👉 Learn more or schedule your free consultation at linktr.ee/theeventbay