Day-of Coordinator Sheet

What a coordinator sheet actually needs

Your day-of coordinator (and the venue and head waiter) need a single piece of paper that tells them who is sitting where, who needs special attention, andwho is speaking. Anything more is noise; anything less, and they'll be hunting for information mid-service.

What to put in the notes column

• Dietary requirements — vegetarian, vegan, gluten-free, halal, kosher, nut allergy, dairy intolerance.
• VIPs — parents, grandparents, anyone who should get extra attention.
• Speakers — note who's giving a speech and in what order so MCs can find them quickly.
• Accessibility needs — wheelchair access, mobility limitations, hearing aids, low-vision.
• Sensitive flags — "do not seat near X" notes for divorced parents or estranged family. Use minimal language; coordinators understand.
• Plus-ones — note if a +1 is partnered with another named guest.

How to format the file

One guest per line. Comma-separated values: Name, Table number, Notes. Notes are optional. Multiple notes can be separated by " / " or just listed in the notes field. Lines with only a name are ignored (won't sit anyone without a table assignment).

Who else gets a copy?

• Coordinator / planner — primary reference.
• Venue manager — for last-minute room layout decisions.
• Head waiter / catering captain — dietary requirements, VIPs.
• MC / DJ — for the speaker list (their copy only needs speakers, not full guest list).
• Both sets of parents — so they know where their family is sitting.

Printing best practices

• Print landscape. The table-grouped layout reads better wide than tall.
• Use 11pt minimum body text — coordinators are reading on the move under uneven lighting.
• Print at least 3 copies. They get lost, marked up, and dropped during setup.
• Include your phone number at the top — coordinators sometimes need to escalate.
• Don't include sensitive personal info (medical conditions, allergies you wouldn't want on a public list). Use generic notes.