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Find a day of wedding coordinator near Philadelphia, PA

Find a day of wedding coordinator near Philadelphia, PA

13 near you

Find a day of wedding coordinator near Philadelphia, PA

13 near you

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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.

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 wedding coordinators
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
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
Stephanie C.
Dear Kate, It’s quite difficult to put into words just how grateful we are to you and just how valuable you were during the entire wedding & planning process. I will do my best! From the moment we connected I had zero doubt that you would be the most important addition to our vendor squad but even then it seemed like somewhat of a luxury vs. necessity. I was wrong. After we chose our venue, I remember you asking me if we still neeed you. The venue seemed to provide everything one would need as far as timeline and coordinating for our big day. I wasn’t about to let you go that easy! I knew I would still need someone there as Rob and I’s advocate for the day. Wasn’t that the truth?! During the process, you were always available. Whether to answer questions or even just to expose me to the wonderful and addicting world of wedding podcasts 😂 game changing, btw. You tolerated my “spreadsheets within spreadsheets”, maybe slightly unnecessary micromanaging haha (?) In the short weeks prior it was CRYSTAL CLEAR that you were irreplaceable. When I saw you had reached out to all our vendors to establish yourself as their point person, that alone was such a big deal to me. The day I got that email, I was running a fever and feeling like it was the worst time to fall ill. With so much to do and so many people to be following up with, I was feeling so flustered. What a relief it was to know you had it handled. This brings me to the day of our rehearsal. The wedding venue, essentially a wedding factory, that we thought had a handle on EVERYTHING, didn’t even have their coordinator there to be present for the rehearsal?!!! The owner had no idea who anyone was and anything that was discussed as far as our vision for the evening. Thank God for you. You took charge as planned and did not let the owner boss you around. You stood up for us and made sure our wedding was exactly as we’d planned. YOU made sure we had a rain plan, thankfully not needed but it definitely came close!! The day of... oh boy. YOU made sure our families were taken care of. YOU fed the band when the venue would not! As rude as the venue was to you and our vendors, YOU handled everything with style and grace. YOU kept me calm with your cool, collected, fabulous self. Everyone in the bridal party, family, and our vendors were so impressed with you. By the end of the night (I apologize for this!) I literally did not want to let you go. No one played a more crucial role in our perfect beautiful incredible happy day than YOU. There is so much more that I’m sure you took care of that we will never even know about. We are eternally grateful. I hope to have to honor of recommending you to any future bride. With love and gratitude, Steph & Rob
KC Events GroupKC Events Group
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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