The starting point
A wedding-week vendor handoff should identify the decision-maker, contact method, arrival and access details, confirmed service times, required items and unresolved questions. Share the relevant version with each recipient, and distinguish a planned time from one the vendor has confirmed.
Name who can make which decisions
Choose a point person for the event day and a backup. State which decisions they can handle and which need the couple. A contact list becomes useful when people know whom to call about access, a missing item or a proposed additional charge.
Give the helper enough context to act without sharing your entire planning account or unrelated contract details. A short vendor-specific brief is easier to read and limits unnecessary disclosure.
Separate the schedule from the access window
A ceremony time does not establish when a florist can enter or when rental items must leave. Record arrival, unloading, setup, service and removal as distinct items where needed. Confirm who opens the space and where vehicles should go.
Mark a time confirmed only when you have the relevant response or document. If two vendors rely on conflicting access information, make that an open question with an owner; do not hide it inside a polished timeline.
- Event-day and backup contact
- Entrance, parking, unloading and access contact
- Arrival, setup, service and removal times
- Power, meals or other agreed requirements
- Weather decision and who communicates it
Assign payments without exposing payment credentials
List any remaining amount and due date in the private payment schedule. The operational handoff can name who is responsible without carrying bank details, card numbers or a payment link meant for the couple.
If a change may add a charge, state who is authorized to approve it and where the agreed change will be recorded. This is a planning boundary to discuss; the brief itself does not rewrite the vendor agreement.
Keep the handoff short and keep versions visible
Use a version date and a final check of contacts before distribution. Ask recipients to acknowledge the parts they own. Keep a separate open-questions list so an unfinished decision cannot look final simply because it appears in a PDF.
Make one person responsible for circulating changes. A local copy is useful when mobile service is poor, but an old download will not update itself. Replace stale copies when important details change.
Vendor handoff worksheet
Use one row for a decision or deliverable. Keep unanswered items visible. Download the blank worksheet to open in Excel, Numbers or Google Sheets.
On a small screen, swipe the worksheet sideways to see the remaining columns.
| Vendor / role | Contact | Access / timing | Confirmed source | Open question / owner |
|---|---|---|---|---|
| Venue | — | — | — | — |
| Caterer | — | — | — | — |
| Photographer | — | — | — | — |
| Music | — | — | — | — |
| Rentals / florals | — | — | — | — |
A message you can make your own
Add your document reference and the questions that apply. You decide what to send and send it yourself.
We are preparing the brief for our event-day point person. Could you confirm your arrival, access, service and removal times, your day-of contact, and any items or access you need from us? Please flag an unresolved detail so we can assign someone to close it before sending the final brief.
Common questions
Is a vendor handoff the same as a wedding timeline?
The timeline organizes the day. A handoff adds ownership, access, contacts, requirements and open questions so someone can act on that timeline.
Should I send the full contract to every helper?
Share the information the person needs for their role. Keep unrelated documents and payment credentials out of the general event-day brief.