You've chosen the venue. Hired the vendors. Made the decisions. Selected the details. Sent the invitations. Checked the lists—and probably made a few more lists along the way.
Now it's time to stop being the planner and become the person celebrating.
At EsteMarie Event Planning, our Coordination services are designed for clients who have planned their own celebration but want experienced professionals to step in before the event, organize the final details, communicate with vendors, and manage the celebration when it arrives.
You created the plan. We'll help bring it to life.
Coordination is where your planning becomes our responsibility to execute.
Coordination isn't simply showing up on event day with a clipboard.
Before your celebration, we'll learn what you've planned, review the details, gather vendor information, understand your priorities, develop or refine the event timeline, confirm logistics, identify potential gaps, and prepare to become the primary point of contact.
Then, when the celebration arrives, we're behind the scenes keeping everything moving.
We're watching the clock, communicating with vendors, directing arrivals, managing transitions, answering questions, adjusting when necessary, and making sure you aren't the person everyone comes looking for.
The goal is simple: you shouldn't have to manage the event you're supposed to be enjoying.
Coordination may be exactly what you need if you're...
Comfortable planning your own event but don't want to manage it on the day.
Already well into the planning process with most major decisions made.
Hiring your own vendors and managing those relationships leading up to the final coordination period.
Looking for someone to take over the logistics as the celebration approaches.
Trying to protect your family and friends from becoming event staff.
Wanting a professional point person for your venue, vendors, wedding party, family, and guests.
If you're still making significant planning decisions, sourcing vendors, developing your budget, or figuring out what your celebration will look like, our Planning services may be a better fit.
Because we can't successfully execute a plan we haven't had time to learn.
While people often call this service “day-of coordination,” our work begins before the day itself.
Your coordination start date depends on the level of service selected, but we'll always allow time to understand your celebration before we're expected to manage it.
During this transition, we'll gather your vendor contracts and contact information, review what's been planned, discuss your priorities, confirm important logistics, develop or refine the timeline, and identify anything that still needs clarification.
This is when your plan becomes our working plan.
The final details. The finishing support. Or comprehensive event management.
Event-Day Coordination
You've handled the planning. You need someone to run the day.
Our most streamlined coordination option is designed for straightforward celebrations where planning is complete, vendors are confirmed, and the client primarily needs professional event-day management.
Before your celebration, we'll gather the essential details, review your timeline and vendor information, conduct a final coordination meeting, and prepare for the event.
On event day, EsteMarie becomes your primary coordination team.
May include:
Final coordination meeting • Vendor contact collection • Timeline review • Essential vendor confirmations • Event-day vendor direction • Timeline management • Key moment cues • Guest direction • Basic troubleshooting • Primary point-of-contact services
Best for:
Smaller or straightforward celebrations with limited vendors and uncomplicated logistics.
Starting at $1,250
More preparation. More communication. More support.
This is designed for clients who have planned their celebration themselves but want EsteMarie involved earlier in the final stages.
We'll take a deeper look at what you've created, develop or refine your master timeline, communicate with vendors, conduct a venue walkthrough when appropriate, identify logistical gaps, and create the coordination plan we'll use to manage your celebration.
Then we're there to execute it.
May include:
Coordination kickoff • Planning handoff • Contract and vendor-detail review • Master timeline development • Vendor confirmations • Venue walkthrough • Floor-plan review • Logistics review • Ceremony/reception coordination • Vendor management • Guest-flow management • Key moment cues • Event-day troubleshooting
Starting at $2,250
Most Signature Coordination clients invest approximately $2,250–$3,500+, depending on guest count, venue, event length, number of vendors, staffing, and complexity.
For celebrations with more moving pieces.
Some clients don't need a planner—but their celebration requires more than basic coordination.
Comprehensive Coordination is designed for larger, longer, multi-location, highly detailed, or logistically complex celebrations where more preparation and event-day management are required.
This level gives EsteMarie additional time to become familiar with your plans, coordinate logistics, communicate with vendors, prepare the event team, and manage the moving pieces.
May include:
Everything within Signature Coordination plus expanded vendor management • Additional coordination meetings • Complex timeline development • Multiple event spaces • Transportation logistics • Larger wedding parties • Detailed guest logistics • Rehearsal coordination • Additional staffing • Extended event-day coverage • Complex setup oversight
Starting at $3,500
Complex weddings, cultural celebrations, multi-location events, multi-day celebrations, and events requiring substantial staffing receive custom proposals.
Here's where you get to hand us the clipboard.
One of the most important parts of Coordination is the transition from you managing everything to us managing it.
We'll ask you to provide the information we've outlined for your service, which may include vendor contracts, contact information, floor plans, rental orders, ceremony details, schedules, transportation information, special traditions, important family information, and anything else affecting event execution.
We'll review everything and ask questions.
Then we'll build or refine the coordination documents our team will use.
By event week, the goal is for vendors to bring their logistical questions to EsteMarie—not you.
Depending on your selected level of service:
Timeline Management
Creating or refining the master timeline and keeping the celebration moving without making it feel rushed.
Vendor Management
Confirming final details, directing vendor arrivals, answering logistical questions, and serving as the event-day point of contact.
Venue Logistics
Understanding access times, deliveries, layouts, transitions, restrictions, and how the space needs to function.
Ceremony & Key Moments
Managing lineups, processional cues, entrances, speeches, dances, cake cutting, special traditions, and other scheduled moments.
Guest Experience
Helping guests know where to go, what's happening next, and who to ask when they need assistance.
Behind-the-Scenes Problem Solving
Responding when real life doesn't follow the timeline exactly.
Some of our best coordination work may be the work you never even know we had to do.
Coordination manages your plan—it doesn't replace unfinished planning.
This distinction is important.
Coordination assumes that you have already completed the majority of the planning before EsteMarie takes over.
If major vendors still need to be sourced, significant decisions remain unfinished, your budget still needs to be developed, or substantial portions of the celebration need to be planned, you may need Partial Planning rather than Coordination.
Coordination also does not automatically include extensive Design & Styling, décor sourcing, invitation management, RSVP management, purchasing, extensive setup and takedown, or unlimited event staffing unless specifically listed in your proposal.
If we discover during the coordination handoff that substantial planning remains, we'll talk with you about your options.
We won't quietly add services—and we won't leave you without a solution.
Our communication increases as your celebration gets closer.
Event-Day Coordination
A streamlined handoff, final coordination meeting, essential vendor communication, and event-day management.
Signature Coordination
Earlier handoff, structured coordination meetings, venue/logistics review, and more comprehensive vendor communication.
Comprehensive Coordination
Our highest level of pre-event coordination access, expanded logistical preparation, and communication appropriate to complex celebrations.
We'll establish your communication timeline at the beginning so you'll know exactly when EsteMarie officially takes over.
No mystery pricing.
We believe you should have an idea of your investment before you inquire.
Event-Day Coordination
Starting at $1,250
Best suited for straightforward celebrations where the planning is complete and the primary need is professional event-day management.
Signature Coordination
Starting at $2,250
Most clients invest approximately $2,250–$3,500+ depending on the size and complexity of the celebration.
Comprehensive Coordination
Starting at $3,500
Designed for celebrations requiring additional preparation, vendor management, staffing, extended coverage, multiple spaces, or more complex logistics.
Your final proposal is based on your actual celebration—not simply the event type.
Guest count, event duration, number of vendors, venue logistics, number of locations, ceremony requirements, setup needs, staffing, travel, and overall complexity may affect your final investment.
Simple. Clear. Planned.
Your date is officially reserved once your agreement is signed and your non-refundable retainer is received.
Coordination services may be divided into scheduled payments depending on your package, investment, and how far in advance you book.
A typical structure may include:
Retainer at Booking
Reserves your date.
Interim Payment
Due according to your agreement when applicable.
Final Balance
Due before EsteMarie enters the final coordination period.
Your exact payment amounts and dates will always be provided before you sign your agreement.
No surprise services. No surprise invoices.
Add the support your celebration needs.
Coordination can be paired with additional EsteMarie services such as:
Setup & Takedown
Professional setup before the celebration and/or packing and breakdown afterward.
Design & Styling
For clients who planned the logistics themselves but want professional help creating the visual experience.
Rehearsal Coordination
Professional direction of your ceremony rehearsal when not already included.
Guest Check-In & Welcome Services
Greeting guests, managing check-in, distributing materials, and assisting with arrivals.
Guest Services & Concierge
Dedicated team members focused specifically on your guests.
Additional Coordination Staff
Extra team members for larger guest counts, multiple spaces, complicated logistics, or simultaneous activities.
Extended Coordination Hours
Additional coverage before or after the hours included in your service.
Multi-Day Support
Coordination for welcome events, rehearsal dinners, farewell brunches, or additional celebrations.
Personal Item & Décor Management
Additional assistance managing client-provided signage, décor, favors, personal items, or other event materials.
And more. If your celebration needs something we haven't listed, tell us.
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