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Find a day-of coordinator near you

Find a day-of coordinator near you

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Find a day-of coordinator near you

14 near you

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Top 10 Day-Of Coordinators near you

Day-of Coordination Services 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.

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.

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. 

Reviews for Philadelphia day-of coordinators
Rachel E.
We hired Denise as our day of coordinator, and we are so thankful that we did! We stayed in touch leading up to the big day, including meeting with the staff of the venue weeks beforehand to see the space and confirm the layout of decorations, etc. She handled everything on the day of the wedding so we could just relax and enjoy being with our friends and family. What small issues did come up she handled on the fly and with minimal intrusion. It is definitely worth hiring Brilliant Affairs to manage your event; their support beforehand and on the day of cannot be over-emphasized. We highly recommend their services!
Brilliant AffairsBrilliant Affairs
Rachel G.
First and foremost, I’d like to say again Thank you, Shonta for an AMAZING wedding day! Our experience with Shonta and Indigo Blooms was amazing! Shonta is very warm and welcoming as a Coordinator, making our conversations and time working together very comfortable. We felt as if she was a family friend that was assisting us. She was prompt at responding if I reached out to her. She gave suggestions to details and ideas that we had for our event. We had a wedding that consisted of 50 guests, and separate locations for the ceremony and reception - both of which needed prep for the events. She and Angelo were on top of it all. As I walked into the museum gallery, the allure of the lanterns, candles and red rose petals added just the right amount of romance to the mystique of the gallery. The bouquets, wrist corsages and the boutonnières were beautifully crafted to perfection. Our reception space was amazing too! Fine tuning text messages between us late one evening, I was brainstorming an idea for the centerpieces and Shonta was on board with an open ear and ideas. The floral arrangements she provided were stunning compliments to my centerpieces for the reception. Guests thought the centerpiece flowers were beautiful and took several home at the end of the night. During our time working together, she never made me feel like I was just another client, or that I had to wait my turn for her attention. She was attentive to the bride and groom’s needs, as well as making sure the guests were happy. So, would I recommend Indigo Blooms to someone for the custom events experience? In a heartbeat...and I’d definitely use her services again for any other events that I do.
Indigo Blooms Co. Custom EventsIndigo Blooms Co. Custom Events
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