Wedding Coordination

Find a day of wedding coordinator near Philadelphia, PA

Find a day of wedding coordinator near Philadelphia, PA

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Top 10 Day Of Wedding Coordinators near Philadelphia, PA

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 Philadelphia day of wedding coordinators
Jara F.
Mcguyvtini is the best Day of Coordinator! He is very organized and detailed oriented. He made sure that our wedding day was stress free. Because of him, we were able to enjoy or day with our family and friends due to Mcguyvtini going above and beyond to make sure that our day ran smoothly. He is very friendly and easy going. It was a joy to work alongside him. I would highly recommend Mcguyvtini as a Day of Coordinator.
MrCoqPlanningMrCoqPlanning
Warren K.
Sharon was absolutely amazing! We booked SKS Creationz as a Day-of for our wedding at the Morris Arboretum this past weekend. Sharon went above and beyond. She was with us every step of the way from our initial conversations in the summer to the months leading up to our special day. She did an excellent job checking in regularly, coordinating with vendors as well as members of our wedding party. The decorations were gorgeous and every detail of the day was so well thought out. A bride couldn’t ask for anything more!
SKS CreationzSKS Creationz
Devette B.
I hired Shonta as a 'Day of' coordinator for our wedding day. From the start, Shonta was professional and responsive to our needs. I'd add "Patient" above as well, I had many, many, MANY questions that she handled with grace and patience! Shonta went above and beyond for us the day of the wedding. Whatever we needed, she either anticipated or was able to take care of anything asked of her to do. The bridal party bouquets and Father/Mother boutonnieres where provided by Shonta as well, and where beautiful. Having her be a part of the day was a weight off our shoulders, it allowed us to enjoy the special day while leaving all else in her capable hands.
Indigo Blooms Co. Custom EventsIndigo Blooms Co. Custom Events
Brittany E.
Both my husband and I agree that hiring Montrell as our day-of wedding coordinator was easily the best decision we made. We connected about 7 months prior to our big day. Most wedding coordinators we interviewed would only meet the month of the wedding, but I wanted to meet more often to ensure I wasn't missing anything important. Montrell and I had roughly 1 phone call/Zoom meeting each month leading up to the month before our wedding, and that became weekly calls with text updates all the time over the month before. Turns out she was building an entire binder for just our wedding full of vendor information, preferences, ideas, questions, etc. She worked closely with our venue contact to make the day flow flawlessly. Montrell contacted all of our vendors, confirmed the details of our contracts, coordinated arrival times, built a day-of timeline (which she sent to the entire wedding party in advance), set up/broke down all of the decor, and handled all last-minute questions/issues flawlessly. She had back-up plans for my back-up plans. Another vendor we hired was particularly challenging to work with day-of, but Montrell navigated through the communication challenges with poise and professionalism. She knew that having a few minutes to collect ourselves and grab a bite to eat before the ceremony was important to us, and made sure to protect that time regardless of what our other vendors wanted. She was there to make sure our day flowed as we hoped, and she was a master at it! Throughout the month after our wedding Montrell sent follow-up texts to ask about married life, to tell us she heard our wedding song, and to remind us to send thank you notes. My husband and I highly recommend Montrell. She was responsive, professional, a logistics queen, and brought our vision to life. Not to mention that her fee was nearly 1/3 the cost of other coordinators we interviewed, and she provided SO MUCH more than they would!!! We've already provided her information to several other engaged couples in our circle, and cannot wait to recommend her to other people. She is a dream, and you would be crazy not to hire her.
MJM EventsMJM Events
Jennifer K.
Having Sarah as our day-of coordinator was hands-down the best decision we made for our wedding. Leading up to the wedding day, Sarah was always available to answer any questions I had and provided recommendations for vendors. As we got closer to the date, she took a huge weight off of my shoulders. From creating detailed timelines, coordinating arrivals/setup with the vendors, organizing every single detail for the ceremony and reception, setting up the venue with our DIY floral arrangements and decorations, to even showing up to the bridal suite to steam my dress and veil in the morning (wow!), she is Amazing. We dropped off our liquor, flowers, and decorations the day before and she met us there to organize and sort everything herself. And then on the wedding day, all we had to do was arrive to the venue to see that everything was set up even better than we could have ever imagined! I literally didn't hear a peep from any vendors because she was taking care of it all behind the scenes. She was super organized, responded to my emails, texts, calls promptly, and was very punctual. If she said she would be somewhere by 9am, she was there 8:50am. But what really impressed me about Sarah is her calm and collective demeanor. On my wedding day, I felt so overwhelmed with emotions, jitters and butterflies in my stomach. But every step of the way, she was warm, sweet, and CALM which made me feel at ease throughout the entire day. I can't thank her enough for making our wedding absolutely perfect. Photos of some of Sarah's work - coordinating with vendors (caterers, DJ, mariachi band, table rentals, etc.) the table settings, ceremony backdrop, placement of flowers, and flower arrangement and topper on cake. Venue: Power Plant Productions, Philadelphia Photography: Brae Howard Photography, braehoward.com
SLC Event CompanySLC Event Company
Tiffany G.
Wow! Where do I even begin… I have so many reasons why I recommend hiring Montrell in your wedding planning process. When my fiancé and I first started planning our wedding we didn’t think we needed a wedding coordinator. We had all of our vendors booked and felt like we were in a good place with the planning of our wedding. Little did we know that the most stressful part of planning our wedding would come from our family members. Wedding planning is stressful in and of itself but joining two very different families can be even more stressful. After a conversation we had with our family, I became very passionate about hiring a “day of” wedding coordinator to assist on the big day. I convinced my fiancé that it was absolutely necessary and he caved in. We talk about it now he agrees that it was the best decision we made to hire Montrell while planning the wedding. I had interviewed a few different wedding coordinators before I had made a decision to hire Montrell. One thing that stuck out about Montrell was she was not pushy with me to quickly make a decision and hire her. I’m not sure if she realized that but that was appreciated. When I spoke with Montrell I got a good feeling about her. She has a calmness about her that I quickly started to appreciate. We began monthly video touch bases leading up to the wedding which felt like therapy sessions to me! She always had a smile on her face and when I would tell her about the craziness that was happening she would listen and problem solve. She also kept me on track with various tasks that needed to be completed leading up to the wedding. Montrell wanted to attend our final meeting with our venue a few days before the wedding. She arrived early and was prepared with a binder of all of the details we had been discussing over the last few months. She asked questions and clarified day of details (that I had forgotten about) with the venue. Montrell emailed our vendors and wedding party timelines for the rehearsal as well as the wedding day. She also had printouts for everyone at the rehearsal and made herself available by phone and email to our family members. On the actual wedding day Montrell went above and beyond! It started early in the morning when she made sure there was breakfast and coffee for both my bridal suite as well as my husbands suite. She also ran multiple errands back and forth to the venue. Another concern we had was that the events of the day ran on time. Montrell offered to transport some family members to the church from the hotel to make ensure there were no issues with driving in an unfamiliar city. She tried to keep us on schedule as best as possible. There was one moment when I was sitting next to Montrell in the limo heading to the reception and I looked at her and I was stressed. She was smiling and enjoying the music while fully in control of the situation. She said a few comforting words to me. Her smile was contagious and honestly at that moment I felt relief and began to relax again. At the end of the night once the reception was over Montrell brought all of our belongs (cards, gifts, wedding outfits, accessories, cake, to-go food) back to our wedding suite for us. These are just a few of the things Montrell did, I could go on and on (which I already have). One thing I have learned during this process is that things will happen on your wedding day that are out of your control. It is important to have someone to manage those things as best as possible. There were so many things that came up on the day and I would text Montrell and she would handle it. I’m also sure there were many things that occurred which I was unaware of and Montrell tended to. To this day I’ll probably never know what happened and for that I’m very grateful. It was one of the best decisions we had to hire Montrell.
MJM EventsMJM Events
Danielle B.
Our wedding would not of happened without SLC Event Co. Sarah was a true lifesaver, helping us with final details and timelines before our wedding. We hired her with extended hours to help coordinate our wedding the day-of and helping to pack everything up post-event. We met a few times in advance and she proactively reached out to all our other vendors to make sure everyone was on the same timeline for the event. All the boxes were checked. We did not have a local decorator or florist, opting to do everything ourselves. All our arrangements and candle holders did not scare Sarah. She took everything and made our vision come to life. We would recommend her services over and over again to anyone who asks. You will not be disappointed working with Sarah. She is a true professional, stellar planner, and overall delight to work with. Thank you so much for everything!
SLC Event CompanySLC Event Company
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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