Who Should the Main Points of Contact Be for Your Wedding?
Planning a wedding is exciting, but it can also feel a little overwhelming. From picking out flowers to finalizing the seating chart, there are a million little details to juggle. And when the big day finally arrives, the last thing you want is to be fielding questions or handling last-minute hiccups.
That’s where having the right people as your go-to contacts comes in. They’re the ones who’ll help keep things running smoothly so you can enjoy your day. But how do you figure out who should take on these key roles? We asked industry experts to share their best advice.
Use Your Wedding Planner
When it comes to managing the flow of your wedding day, there’s one person who stands out as the ideal main point of contact—your wedding planner. They know the ins and outs, from vendor schedules to ceremony logistics, and can handle last-minute decisions or unexpected changes.
As Meaghan Cody, Owner & Planner of Sweet Pea Events, explains, “Your planner knows all of the details and all of the vendors and holds all of the answers on the big day! Too many cooks in the kitchen on your wedding day can become overwhelming and confusing, so simplifying and directing all questions to your planner will allow for the most successful day!”
Having one central point of contact eliminates confusion, allowing for smoother communication and fewer interruptions during your celebration.
Alex McClard, Owner & Lead Planner of Vision in White Events, adds, “Almost 100% of the time, I would say that should be your wedding planner. The only time maybe it shouldn't is if it's an event that your planner isn't involved in (like a rehearsal dinner) or a vendor that isn't technically part of the wedding (like private transportation that a guest booked themselves).”
Putting one person in charge and directing all questions to your planner will minimize any potential hiccups.
Be Careful With Family Members
While you might want to choose a family member as your day-of contact, it\'s important to consider their other roles on your wedding day. Many are involved in personal moments and could already have their hands full. Adding responsibilities to their plate could lead to unnecessary stress for them (and for you!).
Penny Haas, Owner of Penny Haas, LLC, advises, “Choose the person who has a close relationship but not someone who is involved with other aspects of the day. A sibling or a parent who is involved in the wedding may not be the best contact on-site. They are likely supporting the couple personally with dressing or being supportive. Sometimes that aspect added into a decision-maker role may cause more stress on the individual."
Instead of assigning these key roles to close family members, find someone who can focus solely on problem-solving and logistics. This way, your loved ones can celebrate with you without the added pressure of managing details or making tough calls.
Choose Calm and Collected Individuals
Your wedding day is filled with emotions, excitement, and a whirlwind of activity. That’s why you’ll want to select someone who stays calm no matter what’s thrown their way.
Michelle Fernie-Oley, Owner of Michelle Elaine Weddings, shares, “Weddings can come with high-stress moments, and the last thing you need is a point of contact who adds to the chaos. Choose someone who can problem-solve with a level head and keep you calm rather than someone who might get flustered or overwhelmed. It’s important to be a little selfish here—don’t assign this role based on who wants it, but rather who is best for it.”
This is a reminder that not everyone can handle last-minute bumps, and selecting the wrong person could add more stress to your day.
Zhaun Frias, Owner & Lead Photographer of Zhaun Frias Photography, adds, “Are they reliable and calm under pressure? They should be there when you need them and when you don't need them. Simply, their accessibility and their ability to be consistently there is paramount.”
Choosing someone dependable will help keep the day focused on fun, helping you enjoy each moment without unnecessary distractions.
Divide the Support
Your wedding day will require support in many ways—some emotional and some logistical. Instead of overloading one person with multiple responsibilities, consider dividing tasks between people.
Craig Peterman, Owner of Craig Peterman Photography & Videography, suggests, “It helps to separate emotional and logistical support. One person should focus on keeping you calm, making sure you eat, and being there for you. Another should take care of the schedule, timeline, and any last-minute issues. Giving one person too many roles can be overwhelming, so dividing tasks makes everything run more smoothly.”
When you split roles, each person can focus on their specific responsibilities, creating a more seamless experience.
Communicate & Clarify
Clear and early communication is essential when setting expectations and ensuring everyone understands their roles. Having open discussions about decision-making responsibilities can make things easier on the big day.
Kristen Gosselin, Creative Director at KG Events & Design, shares, “Communication early on is KEY! Have a conversation privately with your significant other about who makes the final decisions for the wedding.”
When both partners are aligned, it allows for much more streamlined communication.
Elena Markwood, Owner & Lead Planner at Adoration Weddings & Events, adds, “You should assign the day-of-contact role to someone whose top priority is on your wedding day, making sure that you are taken care of and that you get to have the wedding day experience of your dreams. If you choose someone who loves you and your partner and who will be protective of your wedding day experience, there are no lengths to which they won't go - no guests too frustrating, no weather situation unsolvable, and most importantly, no champagne unopened.”
Setting expectations upfront will ensure everyone works together to create a fun and memorable day.
Put Extra Thought Into It
When choosing points of contact, think carefully about who will be the most effective in handling specific situations. This is especially important when coordinating with extended family or managing unexpected issues.
Rachel Ceaser, Founder & Creative Director of Savoir Fête, recommends, “For extended family coordination, I recommend that couples designate something like a family ‘point person’ during key moments, such as checking transportation rosters or gathering people for family portraits. This person will be able to put faces to names in a way that a wedding vendor cannot and will understand the best way to communicate with everyone face-to-face during the event itself.”
Assigning family-specific roles helps the day flow smoothly, especially during the more hectic moments.
Loni Peterson, MLS of LP Creative Events, also highlights the types of decisions a point person may have to handle. “When selecting your point of contact for your wedding day, be mindful that they may have to answer questions like, 'When do you want to implement the rain plan, and what is that plan?' or 'The catering company didn't bring enough forks that match, what should we do?' or 'Your Aunt Sally mentioned she was getting hair and makeup today, so I let her in.' (Aunt Sally is definitely not on the schedule!)”
Thoughtfully assigning roles allows each moment to be handled by someone prepared to make decisions (even the tough ones!).
Avoid Choosing Too Many Contacts
Too many points of contact can lead to miscommunication. To avoid overwhelm, try and limit who has direct access to your key coordinators.
Emily Reno, Owner of Elopement Las Vegas, advises, “I don’t recommend that couples give their wedding planner’s or point person’s contact information to every single guest attending the wedding, as this can lead to an overwhelming number of unnecessary calls and messages. If there’s concern about guests getting lost or having questions on the wedding day, a great solution is to send out a detailed itinerary in advance. This can be shared digitally before the wedding or included in welcome bags for guests upon arrival.”
Providing detailed information beforehand is a smart way to cut down on day-of confusion.
Jen Avey, VP of Marketing at Destination Weddings Travel Group, adds, “Make sure they are up for the task. Being the main point of contact for the wedding day is a big responsibility. Whoever you choose should be up for the task and understand what they're responsible for, i.e., answering your phone, guiding people in the right direction, and not bothering the wedding couple.”
Limiting access and providing clear instructions will make the day easier for everyone involved.
Look For These Specific Skills
Reliability and organization are essential for anyone taking on a point-of-contact role. The individual must be able to handle details, solve problems, and keep everything on track.
Leah Pieper, Lead Photographer & Founder of Leah Pieper Photography, shares, “As the first point of consideration, couples need to consider someone who is organized and responsible enough to keep track of details necessary for the day. Organization is key for anyone who is a part of making sure a wedding day runs smoothly! Finding a friend or family who is organized and can quickly share information is an essential piece of finding the best point of contact for your day!”
Choosing someone with strong organizational skills makes it less likely that details will be overlooked.
Think Beyond Your Wedding Party
While assigning traditional roles as your primary contacts may seem natural, it's important to think about who is best suited for the task.
Jesse Reing, Owner & CEO of Events by Jesse, shares, “For anyone who needs to contact the couple on their wedding day, they should each pick a point of contact from their wedding party/friends. Some may automatically think it's a maid of honor or best man's job to be that person, but I encourage couples to be thoughtful about which of their party members would enjoy and celebrate being that person. The last thing you want is to appoint someone unreliable or frustrated by the task.”
Sit down with your partner to brainstorm who will thrive in the role rather than simply defaulting to tradition.
Focus on Enjoying Your Moment
At the end of the day, your main goal should be to relax, celebrate, and be present for one of the most important days of your life.
Leah Black, Founder & Lead Photographer of Leah Black Photography, emphasizes, “Wedding days go by so quickly. Choosing a few key people to handle logistics means you can stay in the moment, soak it all in, and truly enjoy the celebration. Because at the end of the day, that’s what it’s all about—being fully present with the people who matter most.”
Don’t let small hiccups or last-minute questions take you away from the experience. With careful planning, clear communication, and a trusted team by your side, your wedding day can be everything you’ve dreamed of (and more!).
Meghan Ely is the owner of wedding PR and wedding marketing firm OFD Consulting. Ely is a sought-after speaker and a self-professed royal wedding enthusiast.
- Wedding PR: OFD Consulting