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On-the-day coordination — illustrative photo
TradesOn-the-day coordination

The day itself, minute by minute — and who has arrived.

The run sheet in front of you, call times ticked off on arrival, riders received and the client’s balance — on a file that only exists once a contract is signed.

On-the-day coordination

Here, you can

Every line below exists in the product, today.

Find the next wedding and its countdown

Apply your countdown template to the file

Call in a vendor, even one who is not on Evantya

Tick off arrivals with one finger, on the day itself

See who is missing, and for how long

Read the run sheet and what is already done

Check the budget balance, without the trade-offs

Go over the room’s floor plan before the doors open

Open the thread that brings organiser and vendors together

And, like every trade
Take enquiries and decline with a reason
Send quotes, get them signed, invoiceSimulated link in the demo
Track your profitability per eventAdjust your prices by dateKeep your certificates in dateOrder from your suppliers and track deliveriesPlan your team and find casual staff
The control desk for the day

Minute by minute — and who has arrived.

The run sheet scrolls under the line of the moment; beside it, every vendor called in moves from “expected” to “arrived”, with the time at the end.

Run sheet · the day before and the day
15 slots
One single shared versionSent to 11 vendors
Call sheets · ticked off on arrival
5 / 6 checked in

  • Equipment hire

    Called for 07 h 30
    Expected
    Arrived 07 h 25

  • Florist

    Called for 08 h 15
    Expected
    Arrived 08 h 10

  • Sound & lighting

    Called for 09 h 00
    Expected
    Arrived 09 h 05

  • Caterer

    Called for 11 h 30
    Expected
    Arrived 11 h 22

  • Hair & make-up

    Called for 13 h 00
    Expected
    Arrived late 13 h 40
    40 min after the agreed time

  • DJ

    Called for 21 h 00
    Expected
    Expected
    Nothing ticked · to chase
Ticking off is done by hand by the coordinator: no geolocation, no position tracking.
Preview on demo data
Three moments
  • 10 days out

    You can call in a vendor who is not on Evantya either.

    11 call sheets3 outside Evantya
  • The day, 7:30am

    You tick with a finger, and lateness counts from the time announced.

    6 arrivals expected1 running 22 min late
  • The day, 7pm

    One single thread brings the organiser and every vendor together.

    9 peopleAttachments up to 20 MB
Preview on demo data
Other tradesCatererVenuePhotographerVideographerDJBandStylist and decoratorFloristWedding plannerSingerGuest favoursProduction and AVEquipment hireStationery and print
On-the-day coordination

Create your On-the-day coordination listing.

Free to create a listing. The Pro plan makes it visible. No commission.

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On-the-day coordination — features · Evantya