Kaiplan is a wedding planning tool we built because we kept seeing couples juggle six or more apps to manage their budget, guest list, vendors, and seating, while The Knot and WeddingWire pushed paid vendor listings at them. Kaiplan puts budget, guests, vendors, and seating in one place. Plans start at $10/mo with LAUNCH50 applied automatically, or pay $50 once for lifetime access. We don't earn from vendor referrals.

How is Kaiplan different from The Knot?

The Knot and WeddingWire are marketplace platforms. Vendors can pay for extra visibility, which means the platforms are balancing couple experience with vendor revenue. Kaiplan earns its revenue directly from couples, so there is no financial incentive to push a paid listing over a better fit. Every recommendation you track in Kaiplan comes from your own research, not an ad buy.

What's the difference between the monthly plan and Lifetime?

Starter ($10/mo) and Pro ($17.50/mo) are month-to-month subscriptions you can choose after the full-app trial. The Lifetime tier is $50 once and includes everything in Pro with no recurring charges and no expiry.

Yes. Kaiplan is live now. Create your account to start the full app trial, then choose or confirm a plan later when you're ready to keep your budget, guest list, vendors, and seating in one workspace.

What's included in the Starter plan?

The Starter plan ($10/mo) includes a budget ledger that tracks real vendor quotes, guest list management, and a drag-and-drop seating chart. The Pro plan ($17.50/mo) adds a vendor contact tracker, a wedding website with RSVP, and role-based team access (invite your partner or planner with owner, editor, or viewer roles). The Lifetime tier ($50 once) includes everything in Pro - your data stays forever, and you can archive the wedding once it's done.

Who should be the day-of coordinator if I did not hire a professional?

Assign this role to someone who is NOT in the wedding party and does NOT have a family role in the ceremony. The maid of honor and parents are emotionally involved and cannot manage logistics while participating in the day. A trusted friend or family member who is detail-oriented and calm under pressure is the right person. Brief them with this template at least two weeks before the wedding.

What should be in a day-of coordinator briefing?

The coordinator needs: the complete vendor contact list with arrival windows, the full day timeline, venue access information (door codes, which entrance vendors use), location of the marriage license, location of the payment envelopes, and the name of the person at each vendor company who will be on-site. Walk them through the timeline and answer any questions in person, not over text.

What are the most common day-of emergencies and how should I prepare for them?

The five most common: a vendor running late (have a 15-minute buffer built into every transition), a family member not following the processional plan (brief all participants the night before at rehearsal), a wardrobe malfunction (emergency kit with safety pins, double-sided tape, and a sewing kit), unexpected weather (confirm the venue's rain plan in writing before the wedding), and a vendor no-show (have a backup contact for every vendor and confirm who to call if the primary contact is unreachable).

When should I distribute vendor gratuities?

Give the gratuity envelopes to the coordinator before the reception starts. The coordinator handles distribution as each vendor completes their service. Do not leave this to the couple; you will be occupied and forget. Label each envelope with the vendor name and amount, and confirm the coordinator knows who to hand each envelope to.

Wedding Day Coordinator Notes: Timeline, Vendor Contacts,…

Coordinator Information

Coordinator name: ____________________________________
Coordinator phone: ____________________ (primary)
Coordinator backup contact: ____________________ (if coordinator is unreachable)
Coordinator briefing date: ________________

Vendor Contact Sheet

Print this page and give it to the coordinator. Every vendor should be confirmed on this list before the wedding week.

Vendor	Company	Primary Contact	Cell Phone	Arrival Window	Confirmation #
Venue coordinator				___:___ - ___:___
Caterer				___:___ - ___:___
Catering manager on-site
Photographer				___:___ - ___:___
Second photographer				___:___ - ___:___
Videographer				___:___ - ___:___
DJ				___:___ - ___:___
Band leader (if applicable)				___:___ - ___:___
Florist				___:___ - ___:___
Hair stylist				___:___ - ___:___
Makeup artist				___:___ - ___:___
Officiant				___:___ - ___:___
Transportation/driver				___:___ - ___:___
Cake delivery				___:___ - ___:___
Other: _________				___:___ - ___:___
Other: _________				___:___ - ___:___

Wedding Day Coordinator Notes: Timeline, Vendor Contacts, and Troubleshooting Guide

Coordinator Information

Vendor Contact Sheet

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What this template covers.

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