Day-of Wedding Coordinators: The True Cost in Charlotte, NC

What to Expect and How to Budget

Your wedding day is a culmination of months, or even years, of planning, and you want everything to run seamlessly. This is where a “day-of” wedding coordinator steps in, ensuring that all the meticulous details you've carefully planned come together flawlessly.

Cost of a “Day of” Coordinator

A “day of” coordinator, I am finding through research, will often run $400-$1200 in Charlotte, North Carolina. We’ve found these dollar amounts posted on Facebook groups such as Charlotte Wedding Connection and Bride 2 Be.

This is someone who calls themselves “day of” and plans to show up on the day of with little to no work prior to the day.

Dear reader, you’re better off burning your money.

Pardon my blunt honesty, but the confusion around actual day-of coordinators desperately needs to be clarified in the Charlotte, and surrounding area, wedding markets. While the upfront cost of a day-of coordinator may seem reasonable, the amount you may spend in time, stress and add-on/mistakes may not be worth the deal. But before we talk about costs of a true wedding coordinator we should debunk this idea about “Day-of” being an actual role in the wedding world. It is not. Day of is not possible! And my personal suggestion after many years in the industry is to run far and fast from someone who claims to be an actual “day of” wedding coordinator and here’s why:

1. If they say “day of” it shows lack of experience

2. If they say “day of” and actually plan to ONLY show up on the day of the wedding, it shows even more lack of experience (sure, maybe they say “day of” when what they actually give is “month of” but if all they are offering is help on the day of the wedding, this is not what you want).

3. They are often uninsured or do not own legitimate businesses

4. They often promise a lot for a very little and learn soon after that they can’t afford to keep up with the price tag; this results in many “day of” coordinators canceling or disappearing. And this happens ALL the time. Spend just a few months on any local bridal forums/groups and you’ll see a flood of “my day-of coordinator canceled on me.”

If $400-$1200 is your budget, there’s no shame to that. Our suggestion here at Heatherly Event Design is to consider your coordinator as more of an assistant type rather than a wedding pro (though such assistant types will not be legally accepted by some venues). A responsible young adult who charges $20-$30 an hour is just as equipped to follow a list of instructions on your wedding day which is all that a “day of” coordinator can do if they haven’t spent multiple weeks preparing with you prior to your wedding day.

If you plan to go this route, you might consider our a la carte planning program where you can schedule a 30min, 1hr or 2hr call with one of our lead planners to discuss the plans you’ve set for the person you will have on site day of. This helps to eliminate potential pitfalls and pinchpoints that may come with a less experienced assistant.

A lead planner here at Heatherly Event Design will review your wedding plan and thus give you all the checklists, timeline and setup/breakdown plans that an assistant would need to get you through the day.

Feel you want a bit more? Contact us about our Limited Availability Associate Coordinator Package. This is a package we offer to a select amount of clients each year and provides two weeks of service, plus day of, for $975.

Convinced that you need a Month of Coordinator or Wedding Manager?

Now we’re talking! What exactly does a true coordinator cost, and how can you budget for this essential service? Let's delve into the intricacies of a wedding coordinator pricing to help you make informed decisions for your big day.

Understanding Day-of Wedding Coordinator Services:

Unlike full-service wedding planners who are involved in the entire planning process, coordinators focus on executing your vision on the day of the wedding. Their responsibilities often include:

1. Finalizing Vendor Coordination: communicate with all your vendors, confirming arrival times, setup details, and any special requirements, ensuring everything runs smoothly.

2. Overseeing Ceremony and Reception Setup: From arranging seating to ensuring decorations are in place, coordinators handle all aspects of setting up your ceremony and reception spaces according to your specifications on the day of your wedding.

3. Managing the Timeline: Coordinators keep track of the wedding day timeline, ensuring that events proceed according to schedule, from the ceremony to the reception and beyond.

4. Handling Logistics: Whether it's cueing the bridal party for their entrances, managing transitions between ceremony and reception, or troubleshooting any last-minute issues, coordinators are the behind-the-scenes orchestrators of your wedding day.

Factors Influencing Cost:

Several factors can influence the cost of hiring a wedding coordinator:

1. Experience and Expertise: Experienced coordinators with a proven track record may command higher fees due to their expertise and reputation within the industry.

2. Wedding Size and Complexity: The size and complexity of your wedding can also impact the cost of coordination. Larger weddings with multiple locations, intricate setups, or elaborate logistics may require more coordination and thus incur higher fees.

3. Customization and Personalization: If you have specific requests or unique elements you want your coordinator to handle, such as cultural traditions or unconventional timelines, this may affect the overall cost.

Budgeting for Day-of Coordinator Services:

When budgeting for day-of wedding coordinator services, consider the following:

1. While wedding planners and designers are a luxury, coordinators are an absolute must. We may be biased, and feel free to take or leave the advice, but remember we are also wedding florists and have attended many events that have not had a coordinator… and every single one of them have been riddled with problems. True story.

2. While this vendor does not present to you something tangible — there are no flowers to hold or appetizers to nosh on — he or she is like the captain leading your ship. Prioritize the cost of a coordinator into your budget. We completely respect anyone who wants to value a photographer or venue to the top of their list, but highly recommend you don’t put a coordinator down at the bottom or as a last-minute after thought.

3. Make sure quotes for coordinators include the following: At least 8hrs of day of service (you need this for setup and execution of the day; more likely than not you’ll need 10-12 hours. Make sure a rehearsal, setup and cleanup are included. One of the biggest benefits of having a coordinator is having someone to clean up. In fact, I’d take someone to clean up even before I’d prioritize setup; cleanup is truly cumbersome. Coordinator packages should include an assistant and about a month of time prior to the wedding dedicated to creating a timeline, managing vendors and reviewing your plan.

4. Factor in Additional Costs: Remember to account for any additional costs such as travel fees, overtime charges, or gratuities in your budget calculations.

   The average wedding coordinator in Charlotte, North Carolina will run you between $1600-$3500 depending on details such as experience and package offerings.

   Heatherly Event Design offers a few coordination packages, the first of which is “Associate Coordination” mentioned above starting at $975. The standard coordination packages we offer start at $2275.

Hiring a day-of wedding coordinator can provide invaluable peace of mind on your wedding day, allowing you to relax and enjoy every moment without worrying about the details. By understanding the factors influencing day-of coordinator costs, the fact that “day of” is not truly worth the cost of $400-$800, but a Month of is worth the going rate of $1600 or more (in Charlotte, North Carolina), and by budgeting accordingly, you can ensure that this essential service fits seamlessly into your wedding budget. With the right coordinator by your side, you can rest assured that your wedding day will be a beautifully orchestrated celebration of love and commitment.