Event Coordinator in Houston
You want one person holding the day together so you can actually be at it. Our day of event coordinator starts at $1,500 and full event coordination at $3,500, from the same insured company that brings the decor and the crew.
What Does an Event Coordinator Do?
You have booked a venue, a caterer, a DJ and a photographer. Each one has a different arrival time and a different phone number. On the day, somebody has to answer all of them, and right now that somebody is you.
An event coordinator is that somebody. In general, the role is to turn a pile of vendor bookings into one schedule, then stand in the room and keep it running. When a delivery is late or the room is not ready, the coordinator deals with it and you never hear about it.
Most people searching for an event planner in Houston actually need one of two things. Some want help with the whole plan, from budget to design. Others have the plan done and need someone to run the day. Copacabana Event Rentals offers both, and the next two sections explain which one fits you.
What Does a Day of Coordinator Do?
You planned every detail yourself, and you do not want to spend the event checking on them. That is the job a day of coordinator is built for.
Despite the name, the work usually starts before the day. A typical day of coordinator learns your plan in the weeks ahead, confirms what each vendor is bringing and when, and builds the order of events. On the day, they run that order so the family can be guests.
A day of wedding coordinator in Houston does the same work with more moving parts, since a ceremony and a reception run on one clock. Ours starts at $1,500 and is priced on what your day needs.
Ask About Your DateDay of Coordination vs Full Event Planning
If you are months out with only a date and a guest count, a day of coordinator arrives too late to help with the hard choices. That is where full event coordination comes in.
The difference is when the work begins. A full planner generally joins early and helps with the budget, the vendor choices and the look of the room. A day of coordinator joins near the end and takes over a plan you already made.
Full event coordination with us starts at $3,500 and goes up from there based on the event. If you are not sure which one you need, tell us what is already booked. That answer usually settles it.
How Much Does an Event Coordinator Cost?
You want the number before you make the call. Our day of event coordinator starts at $1,500. Full event coordination starts at $3,500. Both are priced on what your event needs, so a small dinner and a 300 guest wedding will not land on the same figure.
Wedding coordinator cost in Houston works the same way here. The starting price is the floor, and the size of the day decides the rest. Tell us the guest count, the venue and how many vendors you have, and we will price it for you.
The decor and the crew are priced separately, and every rate is published. Rental orders start at $1,500, chosen a la carte from the Houston event rental price list. A two person labor only crew is $125 an hour and a three person crew is $175 an hour, with a 4 hour minimum. That puts the smallest crew booking at $500.
A trip fee based on destination and fuel, and a setup fee, are added to deliveries and crews. We quote both once we know the venue.
Get Your PriceIs a Day of Coordinator Worth It?
It is worth it when the alternative is your sister running the timeline instead of enjoying the night. The more vendors and rules a day has, the more one person in charge is worth.
The math is simple. A venue with a loading dock, set arrival windows and insurance rules creates a lot of small decisions on the day. Each one that lands on a guest pulls that guest out of the event. A coordinator absorbs them.
It is often not worth it for a backyard party with one caterer and no rentals. If that is your event, save the money. For a wedding, a quinceanera or anything in a hotel, it usually pays for itself in calm.
One Insured Company for Decor, Crew and Coordination
Many Houston hotels and high rise buildings only let insured vendors through the door. When the decor, the crew and the coordinator come from three companies, you end up chasing three certificates.
Here they come from one. We rent the decor from a 70 item event rental catalog with a published rate on every piece, send the crew that sets it up, and provide the coordinator. Your venue deals with one vendor and one set of paperwork.
We carry commercial liability insurance with a $2,000,000 aggregate limit. On request, we issue a certificate of insurance naming your venue operator or property manager as additional insured, before load in. Planning a wedding? The wedding rentals in Houston page shows what we bring.
Send Your Venue Requirements
Tell Us What Your Event Needs
You do not need a finished plan to call. A date, a venue and a rough guest count are enough to start.
Tell us what is already booked and what is not. From that we can say whether you need a day of coordinator or full coordination, and what it will cost. If the building needs a certificate of insurance, send its requirements and we will match them.
Call Copacabana Event Rentals at (713) 653-3135, or send your event details and we will reply with your price.
Event Coordinator FAQ, Houston
Our day of event coordinator starts at $1,500, and the final price depends on what your event needs. A small dinner with two vendors costs less to run than a wedding with ten. Tell us the date, the venue, the guest count and what is already booked, and we will give you a price.
Hire one once the venue and the date are locked, while there is still time for them to learn your plan. A day of coordinator usually starts working with you in the weeks before the event, so calling in the final week leaves little room. Busy Saturdays get booked first, so call early if your date is one.
The two titles overlap, and the difference is mostly scale. A party planner usually handles a birthday, a shower or a small celebration, often styling and supplies. An event planner or coordinator runs larger days with several vendors, a venue with rules, and a timeline that has to hold. If your event has a loading dock and a building manager, you want the second.
Yes. We carry commercial liability insurance with a $2,000,000 aggregate limit. On request, we issue a certificate of insurance naming your venue operator or property manager as additional insured, and we send it before load in. Send the building's insurance requirements with your quote request so the certificate matches what they ask for.
The role is the same, and the wedding version usually has more moving parts. A wedding has a ceremony, a room change and a reception, often with family who want to help. A birthday or corporate dinner may only have one room and one schedule. Either way, ours is priced on what your day needs, starting at $1,500.
Book your event coordinator
Send the date, the venue and roughly how many guests. We will tell you which kind of coordination fits and give you the price before you commit.