Wedding Coordination

Find a day of wedding coordinator near Pasadena, CA

Find a day of wedding coordinator near Pasadena, CA

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Top 10 Day Of Wedding Coordinators near Pasadena, CA

Day-of Wedding Coordinators Cost Guide

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Q & A

Answers to commonly asked questions from the experts on Thumbtack.

What does a wedding event coordinator do?

Pulling off a large, complex wedding or an elegant, small affair requires juggling myriad details, including the officiant, food, drink, wedding cake, entertainment, transportation, rehearsal dinner, photography, equipment rentals, venue reservations and more. A wedding event coordinator can help you keep track of these details, overseeing the planning process and managing everything on the day of your wedding. Each wedding coordinator (and wedding) is different, but in general you can expect an event coordinator to:

  • Help you devise a realistic wedding budget and hold your vendors to it.
  • Map out a master plan that includes all of the details including ceremony music, favors, the guest book and more.
  • Suggest ceremony and reception locations that fit your wedding size, budget and vision.   
  • Suggest florists, photographers, bands, caterers and other vendors that fit your budget.
  • Negotiate vendor contracts for the best deals.
  • Create a timeline for the day of the wedding that includes each vendor and member of your wedding party.
  • Mail invitations and track RSVPs.
  • Answer questions about wedding etiquette and current wedding trends.
  • Manage the wedding day from supervising vendors and setup to handling last-minute emergencies.

Do I need a wedding day coordinator?

Even if you’ve handled every detail of planning your wedding, you might appreciate having a day-of wedding coordinator in your corner. Usually, the coordinator meets with you a few weeks before your wedding to put together a detailed timeline of everything that needs to happen on your wedding day. Then, on the big day, the coordinator makes sure everything goes according to plan — and handles any emergencies that pop up, such as party crashers, missing tuxedos, late vendors, disappearing bridal party members and more. Most wedding coordinators also handle:

  • Distributing the wedding day timeline to all of your vendors.
  • Coordinating all of your vendors, including the photographer, florist and baker.
  • Conducting the wedding rehearsal.
  • Helping the bride and her wedding party get dressed and take photos.   
  • Checking floor plans, lighting levels, cake placement, menus, favors and more.
  • Collecting the wedding gifts and keeping personal items safe and accounted for.

Even if you don’t think you need a wedding coordinator, check with your venue. Some require that couples hire a day-of wedding coordinator for the day of the event. 

How much do day-of wedding coordinators cost?

A day-of wedding coordinator makes sure that every detail of your wedding day goes off without a hitch, and deals quickly and quietly with any last-minute emergencies. For many brides, the day-of wedding coordinator is their best investment! The average national cost for a wedding coordinator is $800 to $1,000. Although full-service wedding coordinators often charge a percentage of the total wedding budget, most day-of coordinators charge a flat fee plus an additional hourly fee if the day runs long. For example, a 15-hour day-of coordination costs an average of $600, plus an additional $45 per hour if the coordinator works more than the planned 15 hours. Another option is to hire a coordinator to manage the last-minute details leading up to the event; for example, 25 hours of month-of coordination costs an average of $1,200. Several factors affect the cost of day-of coordination, including the region, the planner’s experience, and the specifics of the wedding. If the ceremony and reception are in two different locations, expect to pay more than if they’re in the same place. Also, extra details, such as managing food trucks or setting up snacks in addition to the meal, will increase the cost.

What should you ask a wedding coordinator?

When you hire a wedding coordinator, you want to make sure he or she gets you and can execute perfectly your vision of your dream wedding. To find the very best fit, it’s important to ask these five questions:

  • Are you available on my wedding date? If the coordinator isn’t available on your big day, there’s no reason to continue the interview — unless you’re willing to shift your date to accommodate their schedule.
  • What’s average cost of most of your weddings? If the coordinator’s usual wedding is outside your range, they might not be the right coordinator for you. Ask whether the coordinator requires a minimum wedding budget. In general, the wedding coordinator’s fee should be about 15 percent of your budget.
  • What is your speciality? Some coordinators specialize in day-of coordination, some create the overall vision, and others act as a producer. Make sure your wedding coordinator provides the type of services that will most help you create the event you have in mind, such as selecting vendors and handling their contracts, or managing the guest list and invitations.
  • What are your ideas for fulfilling our wedding vision? After you describe your dream wedding — rustic or sophisticated, traditional or funky — the wedding coordinator should be able to suggest appropriate venues, menus, decorations, etc..

Do you have a portfolio? Ask to see photos of their favorite weddings, especially if they’ve managed any that are similar to what you have in mind. This will help you see if you like their style and if their ideas seem fresh and creative.

Reviews for Pasadena day of wedding coordinators
Juman A.
HIGHLY RECOMMENDED!! I don’t know where to start but these ladies are amazing, highly responsive, professional and I’m so glad I had them coordinate my wedding day. They definitely made things go smoothly and stress free.
Calmerin Designs and EventsCalmerin Designs and Events
Janice M.
Andrea was amazing and easy to work with. We had her as a same day wedding coordinator and were able to trust her with putting everything together for us on our big day so that all we had to do was enjoy ourselves. She really came through and we received many compliments with how smooth the whole day went. We also had free access to her inventory which was a great stress reliever. Highly recommend her!
Events by AbelEvents by Abel
Jaimi R.
Jessica and her team are so great! We used 3LB for day of coordination for our wedding and couldn't have been happier. My husband and I planned our wedding ourselves but leading up to the big day, we started getting nervous about getting everything done, forgetting things, etc. When we had our first meeting with Jessica, she assured us that we actually were in a really good place and calmed any worries we had about the event. She took extremely detailed notes and anything that was left to do, she handled before we could worry about it. As someone who is not a "planner," I really appreciated all the work 3LB did to make our day run smoothly. 100% recommend them!
3 Little Birds Event Planning3 Little Birds Event Planning
Adriana V.
OMG. I was blown away by Celene and her team. BLOWN AWAY. I was an extremely particular bride on a budget and wanted to design and plan everything myself from start to finish. My mom encouraged me to get a day of the event coordinator to minimize my work on my wedding day so that I could just enjoy myself. Doubting my ability to just let things go, I hired Celene and planned everything so that she would just carry out my vision. She accepted her role with grace and I hoped for the best. MY GOD, WOW. Celene went above and beyond. She not only carried out MY EXACT vision, she took care of incidentals that I overlooked in planning and those that just popped up during my wedding day. She took care of everything. Absolutely everything. I am in awe of her and her team. I was a difficult and super particular bride and the woman delivered. Reflecting on my wedding day, I am just enamored with the care and attentiveness Celene and her team provided. She truly made my day run smoothly, look absolutely gorgeous, and become the most spectacular day of my life. Celene is an absolute dream and I cannot recommend her enough.
Designs by CeleneDesigns by Celene
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