Your wedding day will unfold in real time with no do-overs—your day-of coordinator is the person making sure every vendor arrives on schedule, your timeline flows smoothly, and chaos stays backstage. A solid contract protects both you and your coordinator by clarifying expectations, responsibilities, and payment terms before the big day arrives. Without one, you're left guessing whether your coordinator will handle décor setup, guest logistics, or vendor troubleshooting.
Scope of Services Must Be Crystal Clear
The most common source of friction between couples and coordinators is mismatched assumptions about what "day-of coordination" actually means. Your contract needs to spell out exactly what happens during those 8–12 hours your coordinator is on-site.
Include specifics like:
- Vendor arrival and setup coordination (timing, placement, setup oversight)
- Timeline creation and management (getting the couple ready, ceremony start, transitions to reception)
- Guest check-in, seating, and logistics
- Décor setup, adjustments, and teardown responsibility
- Ceremony rehearsal attendance and direction
- Vendor problem-solving and communication during the event
- Photo opportunity coordination (first look, formal family shots)
- Reception flow management (toasts, cake cutting, send-off)
- Post-event breakdown assistance (who removes centerpieces, returns rentals, etc.)
If your coordinator won't be handling vendor setup or won't attend rehearsal, that needs documenting. Equally important: clarify what happens if services extend beyond the contracted hours (most coordinators charge $75–$150 per additional hour).
Payment Terms and Deposit Schedule
Day-of coordinator costs typically range from $1,500 to $4,000 depending on your location, wedding size, and event complexity. Your contract should include:
Total fee — the full cost for day-of services only (this differs from full-service planning packages)
Deposit amount — usually 50% of the total, due when you sign
Final balance due date — typically 2–4 weeks before the wedding
Payment method — cash, check, or digital transfer (and whether late fees apply)
Cancellation and refund policy — e.g., deposits are non-refundable if cancelled within 8 weeks of the wedding, but fully refundable if cancelled 12+ weeks out
Spell out whether your coordinator accepts payment plans. Some coordinators will split the balance into two or three installments; others want everything settled before the wedding week.
Liability, Contingencies, and Problem Resolution
Your coordinator isn't responsible for vendor no-shows or weather disasters, but the contract should clarify who handles what when things go wrong. Include language about:
Weather and rescheduling — does the coordinator's fee apply if your wedding is postponed due to weather? (Most contracts state "yes, the fee is valid for the new date.")
Vendor delays or cancellations — your coordinator will problem-solve in real time, but they can't guarantee a no-show vendor magically appears
Insurance and liability — confirm your coordinator carries liability insurance; ask for proof before signing
Communication protocol — how will the coordinator stay in touch with you on the day? (Group text thread, phone calls, earpieces for the wedding party?)
Emergency contacts — your coordinator should have your phone, your partner's phone, your parents' phones, and your key vendors' direct lines
Timing, Arrival, and Attendance Details
Lock down the exact hours your coordinator will be present. Most day-of packages run 6–10 hours and typically begin 2–3 hours before your ceremony (for setup and last-minute checks) and end 1–2 hours after the reception starts.
Specify:
- Arrival time and location (when they show up, where they meet you)
- Departure time (when they officially leave, though many coordinators stay until the couple is ready to enjoy the reception)
- Rehearsal attendance (date and time)
- Whether they'll attend the rehearsal dinner (not standard; usually extra)
Getting Your Coordinator on Mercoly
When you're comparing day-of coordinators, use Mercoly to review profiles, read customer feedback, and compare pricing side-by-side in one place. This makes it easier to spot which coordinators have the experience and clear communication style you need before signing anything.
Frequently Asked Questions
Q: What's the difference between a day-of coordinator and a wedding planner? A day-of coordinator only handles the execution on your wedding day, while a full-service planner manages vendor selection, design, budgeting, and logistics months in advance. Day-of coordination is typically 25–40% of full-service planning costs.
Q: Can a day-of coordinator handle vendor payments on the day of my wedding? Most coordinators do not handle payments—you should settle balances with vendors before the day or designate a trusted family member as the payment point-person. Confirm this in your contract to avoid confusion.
Q: What happens if my wedding runs late and the coordinator's time expires? Your contract should specify an overtime rate (usually $75–$150/hour). Build a 1–2 hour buffer into your expected contract end time to avoid surprise charges.
Ready to find a day-of coordinator who fits your vision? Start comparing verified coordinators in your area today.