Point of contact.
A point of contact (POC) is the one named person on each side — client and venue — who is authorised to answer questions and make decisions about an event, especially on the day itself.
Also called the day-of contact or day-of coordinator (DOC), the POC exists to stop the chaos of several people giving the team different instructions. When the CEO's assistant, the CEO and the marketing lead all ask for something different, the captain needs to know whose word counts.
Who the points of contact are
Every event has at least two. On the client side it might be the host, a corporate planner, an executive assistant or a wedding coordinator. On the venue side it is usually the sales or event manager during planning, handing over to the banquet captain or manager on duty on the night. Larger events often split the role: a planning POC who signs off menus and numbers, and a day-of POC who is actually in the room.
Whoever they are, the POC's name, role and mobile number belong on the BEO and the run sheet, together with a backup if they are unreachable. Outside suppliers — the florist, DJ, photographer or AV company — have their own contacts, kept on the vendor list.
| Role | Usually who | What they decide |
|---|---|---|
| Client planning POC | Host, planner, assistant | Menu, guest count, contract changes |
| Client day-of POC | Planner, coordinator, family member | Timing shifts, extras on the night, speeches |
| Venue planning POC | Sales or event manager | Quotes, contract, BEO details |
| Venue day-of POC | Banquet captain or manager on duty | Running the event, staff, problems on the floor |
| Vendor contacts | Each supplier's lead | Their own setup, arrival and strike |
Why a named POC matters
The biggest value is authority. The contract or BEO should say what the client's day-of POC can approve on the spot — an extra hour of bar, more wine, a late finish — and up to what amount. Without that, the captain either refuses a reasonable request or says yes to a guest and then has to defend the charge on the invoice. A clear POC also means dietary surprises, late vendors and timing changes are solved by one conversation instead of five.
Common mistakes to avoid
- Listing a name without a mobile number, or a number nobody answers during the event.
- Not naming a backup when the POC is also a speaker, a parent of the bride or the host.
- Leaving spending authority undefined, so extras are disputed after the event.
- Changing the venue POC between planning and the event without a proper handover.
Related terms
- Full banquet & catering glossary
- Banquet captain — the venue's usual day-of point of contact
- BEO — where both POCs are listed by name and phone
- Run sheet — the minute-by-minute plan the POCs follow
- Vendor list — where outside suppliers' contacts are kept
- Function sheet — the operational sheet the team works from
Point of contact (POC) — common questions.
What does POC mean in event planning?
Is the point of contact the same as a day-of coordinator?
Who is the venue's point of contact on the day?
What information should be recorded for a POC?
One page, one source of truth.
LightCater's BEOs and function sheets bring the menu, timing, room setup, dietary notes and staffing for each event onto one page, so your captain and the client's POC work from the same plan. Try it free for 14 days, no credit card to start.