10:30am
The DJ texted the bride about load-in
The bride is at hair and makeup. She has had three coffees and zero second to read a text.
The DJ had no one else to ask. The PDF he had said east gate, but the venue switched.
For couples, coordinators, and helpers
Stop being the message relay between your vendors.
When the DJ texts asking about reception entrance, the answer goes to the DJ, the MC, and the photographer in one tap. The bride keeps her phone in her bag.
Free 30-day trial. No credit card. Works alongside the planning tools you already use.
The vendor group text was a bad idea on day one.
Most weddings get coordinated through a wedding day group text that pings everyone with everything. By 2pm the bride is the only one who knows what the new entrance time is, and she is the one being asked.
12:15pm
Photographer asks for the new family list
The list changed Friday after the rehearsal. Half the vendors got the new version. Half did not.
No one knows whose version is current. The bride keeps getting screenshots.
2:55pm
DJ texts the bride about the reception entrance
Reception entrance was supposed to be 6:00pm. Hair ran long, so it is now 6:15pm.
No central place to ask. So the DJ asks the bride, who has to find the new time and reply.
4:40pm
Catering needs the cocktail hour window
Catering paced the apps for 60 minutes. Cocktail hour is now compressed to 50.
Nobody told catering. The pacing for the appetizers is now wrong by 15 percent.
5:50pm
MC has a different entrance order
The wedding party order changed Wednesday. The MC has Tuesday's list.
Three minutes before reception entrance, the MC realizes the order is wrong.
One tap routes the answer. The right vendors see it.
A DJ asks about the reception entrance. The coordinator answers once. The DJ, MC, and photographer all see the same cue. The bride's view updates silently.
Vendor coordination, broken down.
Every wedding day cascade comes down to four jobs: route the answer, sync the right vendors, keep the couple out of it, and verify the handoff.
1 tap
routes the answer
3 roles
synced in one broadcast
0 texts
to the bride
Routed answers
A vendor question routes to the coordinator (or helper) instead of pinging the bride or groom.
DJ asks about the reception entrance. The coordinator drafts the answer once. The DJ, MC, and photographer all see it.
The couple is not the source of truth. The shared live timeline is.
Role-scoped broadcasts
Pick the roles that need the update. Photo, DJ, MC, catering, venue, or everyone.
A first look move pings photo only. A ceremony shift pings everyone. The DJ does not get the family list change.
No more group text noise. The right people get the right cue.
Live timeline as source of truth
No new PDF resent. No version 3 of the runsheet. The timeline updates in place.
When First Look moves to 3:10pm, every role's view shows 3:10pm. No one is reading last Tuesday's version.
Stale PDFs are how vendor coordination breaks. Live timelines are how it stays fixed.
Acknowledgement receipts
When a vendor reads the update, you see a green dot next to their name.
Photographer Theo acknowledges the First Look move. Coordinator's vendor roster turns green. No reply text needed.
You do not have to wonder if the message landed. You can see.
Vendor check-in
Track who has arrived, who is late, and who needs a reroute, all from the same view.
DJ is at the wrong entrance. Reroute him. Mark him checked in. The vendor roster turns green when he is moving.
Coordination is about the people, not just the timeline. The roster keeps both in one place.
The couple's view stays clean
By default, vendor cue updates do not push a notification to the couple. Their role view still shows the new time.
Reception entrance moves to 6:15pm. DJ sees the cue. Bride sees nothing pop. She is at family portraits.
The couple hired you to absorb this layer. EventSync is how you absorb it.
Set up vendor coordination in under fifteen minutes.
Build the timeline
Start from a template or your existing runsheet. Drag blocks. Assign roles. Anchor the ceremony and dinner.
Visual: timeline editor with role tags.Invite vendors by role
Photographer gets a Photo role. DJ gets a DJ role. Each role sees only its cues. Send invite codes by email or link.
Visual: invite list with role pills.Run the day from one phone
When a vendor asks, answer once. The broadcast goes to the right roles. The bride keeps her phone in her bag.
Visual: coordinator phone with a routed broadcast.Who actually does the vendor coordinating?
The couple coordinating themselves
No paid coordinator
If the couple is the de facto coordinator, EventSync routes vendor questions to a designated helper instead of pinging the bride. Most often a maid of honor or family member.
See setup steps →The day-of coordinator
Paid coordinator on the day
Hired coordinators use EventSync as the coordination layer their planning suite did not include. SmartRipple, role broadcasts, vendor check-in, acknowledgement receipts.
Full day-of app overview →The wedding planner with associates
3+ weddings a month
Each wedding lives in its own day-of view. Associates run their wedding. The lead sees live status from her phone without calling for an update.
See Pro pricing →Three tiers, all built on the same coordination engine.
Free planning suite for the year before. Pay only for the day-of layer. Same engine across tiers, only the limits change.
Free
Couples building the timeline through the planning year.
$0
- Full planning suite
- Vendor contacts
- Timeline builder
- RSVP and guest list
Wedding Pass
Couples who want vendor coordination on the day itself.
$29.99
- Everything in Free
- Role-scoped vendor broadcasts
- SmartRipple recovery and anchored blocks
- Vendor check-in and acknowledgements
- Active 30 days before and 7 days after
Pro
Coordinators, planners, venues, and photographers running multiple weddings.
$49.99
- Unlimited weddings
- Unlimited vendors and helpers per wedding
- Multi-wedding dashboard
- Priority email support
No setup fees. No per-vendor charges. Cancel any time.
Vendor coordination, asked and answered.
What is wedding vendor coordination?
The day-of work of keeping DJ, photographer, catering, florist, and venue contact aligned as the timeline shifts. Most of it happens in group texts and forwarded PDFs. EventSync does it from one live timeline with role-scoped views.
Do vendors need to install an app?
Vendors get a role-scoped view through their team invite. They can use the mobile app or open their view in a browser. They never see the full coordinator timeline, only the cues that involve their role.
How does this keep the couple off the group text?
The couple's role view updates silently when a vendor cue changes. Vendor questions route to the coordinator or designated helper instead of pinging the bride or groom. The couple still sees the current timeline. They just stop being the message relay.
Can I use it for the planning year too?
EventSync was built for the wedding day itself. The free planning suite covers timeline-building and vendor contacts during the planning year. For the day-of layer, the Wedding Pass or Pro plan unlocks live broadcasts and role-scoped views.
What if a vendor texts the bride anyway?
You cannot stop a vendor from texting. You can stop the bride from being the only person with the answer. EventSync gives the same answer to the coordinator's phone in one tap. The vendor learns quickly that the coordinator replies faster than the bride.
How is this different from the Day-Of Coordinator app?
The Day-Of Coordinator app is for the paid coordinator running the wedding. This page is the vendor-coordination layer, which everyone uses regardless of who is running the day. If you do have a paid coordinator, they would use the full day-of overview instead.
Stop relaying. Start routing.
Build the timeline. Invite the vendors. Answer once. EventSync routes the rest.
Same engine as the live coordinator demo. Built for the wedding day, not the year before it.