On The Day Wedding Coordinators &
Wedding Set Up Services
Brisbane. Byron Bay. Sunshine Coast. Gold Coast. Toowoomba. Melbourne. Sydney.
Don’t work on your wedding day.
You plan, we coordinate. Once you've planned your wedding, trust us to coordinate your day. Bringing you elegant wedding coordination at an affordable price. Packages start from $450.
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Your wedding day, your way. Let us handle the small details so you can focus on what matters most to you.
Wedding Day Personal Assistant
Already have your wedding day covered with a coordinator or setup team? Our Wedding Day Personal Assistant is the finishing touch — a dedicated personal support person who works exclusively alongside you, your partner and your bridal party on the day itself.
This is not a coordination service. It is not a setup or styling service. It is a personal, task-based support role for couples who already have their day professionally covered and simply want someone focused entirely on them — not on vendors, timelines or setup.
Who is this for?
The Wedding Day Personal Assistant is designed for couples who:
Already have a professional coordinator or venue coordinator confirmed
Already have their styling, setup and vendor team in place
Simply want a dedicated personal support person for the bridal party and personal errands on the day
Need someone focused entirely on them — not on vendors, timelines or venue logistics
What your Wedding Day Personal Assistant can help with:
Bridal Party Support — Dedicated personal support for you and your bridal party throughout the day, including serving drinks, refreshments and helping with morning preparations
Personal Errands — Picking up and delivering personal items, flowers or wedding day essentials to your venue or bridal suite
Music Assistance — Managing music requests or personal playlists throughout the day as directed by you
Personal Touches — Assisting with placing bonbonniere, place cards and small personal items as directed — not as a setup lead, but as support for the finishing touches you want personally overseen
Task Management — Whatever is on your personal to-do list that falls outside the scope of your coordinator or setup team — we'll take care of it
What this service does not include:
Managing your wedding run sheet or timeline — that's your coordinator's role
Leading or managing any aspect of venue setup, styling or decoration — that's your setup team's role
Directing, communicating with or briefing vendors or suppliers independently
Acting as the main point of contact for your venue, guests or wedding party
Anything outside of the agreed task list confirmed prior to the wedding day
Booking Requirements
1. You must already have a coordinator and/or setup team confirmed
This service works alongside your existing professional team — not in place of one. Before booking, please ensure your coordination and setup needs are already covered.2. You must provide a detailed task list before booking is confirmed
Before we confirm your booking, you must provide us with a clear and specific to-do list outlining exactly what you need your assistant to help with on the day. Our team will review your list to confirm it falls within the scope of this service. If your list indicates tasks that fall outside a personal assistant role — such as coordination or setup — we'll discuss the best solution with you before confirming.To submit your task list and check availability, email hello@theweddingproject.au before making any payment.
Available across: Brisbane & Surrounds, Gold Coast, Sunshine Coast, Byron Bay and Toowoomba
Package Options
Half Day — 5 hours · $450
Full Day — 8 hours · $650
Payment:
50% deposit due upon booking (Use code: MYWEDDINGDEPOSIT at checkout)
Remaining 50% invoiced 30 days from your wedding
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We're here to ensure your big day runs smoothly starting 4 weeks out, so you can be completely present and carefree on your big day!
Our Wedding Coordinator - On The Day Coordination is a low-cost, affordable option for couple who would prefer to plan their own celebration but need a qualified Wedding Coordinator in the lead up and on the day to coordinate, manage & troubleshoot.
This is a great budget-friendly option for the DIY host, who’s already done the heavy lifting and just needs an expert to bring it across the finish line.The Wedding Timeline
4 Weeks Before Wedding
First Virtual Session (60 Minutes): We’ll review and refine your wedding runsheet, fine-tuning the timeline and addressing any last-minute questions or concerns.
Communication: Unlimited email support to answer any queries and assist with adjustments
3 Weeks Before Wedding
Second Virtual Session (60 Minutes): A final check of the timeline, vendor coordination, and ensuring every detail is set for the big day.
Communication: Continued unlimited email support for any remaining queries or adjustments.
2 Weeks Before Wedding
Vendor & Venue Confirmation: We’ll reach out to all your vendors and venue to confirm bump in times, contact details, and setup requirements. Any last-minute changes or updates will be handled.
Final Adjustments: Make any final tweaks to your wedding runsheet, ensuring everything is in order.
Communication: Continued unlimited email support.
1 Week Leading Up to the Wedding
Vendor Coordination: Continued communication with vendors, as needed.
Communication: Ensure all final adjustments are addressed via email. Continued unlimited email support.
Your Wedding Day
Arrival (8 hours of in-person support): We’ll be on-site for 8 hours to coordinate and manage your wedding day. The timeline and tasks below are a guide only and can be tailored to suit your specific needs.
11:00am - 2:00pm | Vendor Bump-In for Ceremony & Reception:
We’ll manage all aspects of vendor and venue setup to ensure every detail aligns perfectly with your vision.Liaise with vendors as they arrive and supervise venue set-up including DJ booth, photobooth, decor set up for gift table, guest tables, bridal table, catering, and more.
Ensure guest tables and bridal table decor are set up according to your vision.
Ensure seating chart / seating arrangements / place cards / bonbonniere are correctly placed.
Ensure cake delivery and any other deliveries arrive and are set up correctly.
Ensure cake knife and microphone are ready to use.
If required, ensure open communication via SMS with your Maid of Honour (or equivalent) to provide an update on ceremony / reception set up.
2.00pm - 3.00pm | Ceremony Oversight:
Manage the ceremony timeline, liaise with the celebrant, musicians, and vendors, and ensure everything runs smoothly.
Coordinate the ceremony entrance for a seamless flow.
3.00pm - 4.00pm | Ceremony Pack Up (if applicable):
Assist with transferring flowers and décor from the ceremony to the reception, if held on-site.
4.00pm - 5.00pm | Continue Vendor Bump-In for Reception:
Oversee any remaining vendor setup for the reception and check final touches.
Liaise with MC, DJ, photographer and videographer in the lead up to reception start time.
5.30pm- 6.30pm | Bridal Party Entrance:
Coordinate with the bridal party, MC, DJ, photographer and videographer for a seamless entrance.
6.30pm - 7.00pm | Final Touches:
Check in with the wedding couple to ensure they’re happy and ready for the rest of the evening.
Address any last-minute needs and have a final conversation with the caterers, DJ, MC, and photographers/videographers.
Resolve any unexpected issues to keep the night running seamlessly.
Wrap up coordination duties for the evening.
Pricing:
Base Package ($1,090): Includes up to 150 guests.
For 150+ Guests: An additional $300 for every 50 guests over 150.
Overtime: Services exceeding 8 hours on the wedding day incur an overtime fee of $85 per hour.
Payment Schedule:
Before booking, please email hello@theweddingproject.au or book a free consultation to confirm your date availability.
50% Deposit: Due upon booking (Use code: MYWEDDINGDEPOSIT at checkout).
50% Final Payment: Invoiced 30 days before the wedding.
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You've planned every detail — now let us bring it all to life. Our professional Wedding & Event Setup Service sends a dedicated team to your venue before your guests arrive, setting up your reception décor, ceremony space and all the finishing touches so everything is perfectly in place when it matters most.
This is not a coordination service and it is not a styling service. It is a dedicated setup service for couples who have their own décor, items and vision ready to go — and simply need a professional team to execute it beautifully on the day.
What's included in your setup:
Reception setup:
Gift table — wishing well, candles, guest book and polaroid
Cake table — knife, champagne glasses and plates
Table centrepieces and bonbonniere placement
Table runners, seating chart and place card setup
Reception entrance styling
Ceremony setup (optional add-on +$250):
Simple arch setup
Chair placement and aisle runner
Flower and candle arrangements and pillars
Registry table, microphone and speaker placement
Ceremony pack down available (+$150)
What Happens After You Book
Once your booking is confirmed and your deposit is paid, here's what to expect in the lead up to your wedding day:
3 Weeks Before Your Wedding — Submit your full wedding setup list to us — this should include every item that needs to be set up, where you'd like it placed, any specific instructions from your florist or stylist, and a clear outline of your venue layout. The more detail you can provide, the better. This gives our team time to review everything thoroughly before your planning session.
2 Weeks Before Your Wedding — We'll hold a 60-minute virtual planning session to go through your setup list together, confirm your bump in time, discuss any specific placement instructions and make sure our team has everything they need to execute your setup perfectly on the day. Any final questions or adjustments can be addressed here.
On Your Wedding Day — Our team arrives at your venue at the agreed bump in time — ready to go with your full setup plan in hand. We execute everything as discussed, working efficiently to ensure your venue looks exactly as you envisioned before your guests arrive.
Please note: Your setup list must be submitted at least three weeks before your wedding date. Late submissions may affect our ability to prepare adequately for your day.
Pricing:
Available across Brisbane & Surrounds, Gold Coast, Sunshine Coast, Byron Bay, Toowoomba , Sydney and Melbourne from $1,090
Ready to get your custom quote?
Fill out our pricing calculator below and get your personalised wedding setup quote in under two minutes — no back and forth, no waiting. Just a clear, transparent price based on your guest count, location and setup requirements.
Testimonials
Frequently Asked Questions
Wedding Coordinator -
On The Day
Coordination Package
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If you've done all the planning but don't have someone to bring it all together on the day — then yes, absolutely!
It's hard to truly appreciate just how many moving parts there are until you're standing in the middle of it all. You've spent months planning every detail, and you absolutely deserve to enjoy every single moment of it.
But here's the thing — someone still needs to be across everything on the day. Without a coordinator, that job quietly lands on you, a family member, a bridesmaid or a friend. And suddenly the people who are supposed to be celebrating with you are working your wedding instead.
That's where we come in. From four weeks out we step in, review everything you've put together, chat with your vendors, build your personalised run sheet and tie up every last detail. Then on the day we become the go-to person for everyone — your venue, celebrant, florist, photographer, DJ, MC and catering team — so you don’t have to be.
Here's just some of what we take care of on your behalf:
Venue setup and oversee styling
Supplier bump-in and logistics
Ceremony timing and flow
Bridal party coordination
Reception timeline management (MC, DJ, catering and timing)
Guest guidance and direction
Problem-solving and last-minute changes
So, if you want to spend your wedding laughing, crying happy tears and dancing the night away rather than answering questions and watching the clock — then yes, an on the day coordinator is absolutely worth it.
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No — you don't need to have everything locked in before you book. We take bookings from up to a year out right through to two months before your wedding date, so you can secure your coordinator early. The key is that all your planning is wrapped up at least six weeks before your wedding so we have time to work through the final details together. We'll provide you with a wedding checklist to guide you through all the questions you need to answer for your on the day coordination, so nothing gets missed. From there we'll review your run sheet, identify any gaps, and confirm final bump-in and bump-out times with all your vendors and suppliers in a planning session together. Then on the day we execute everything so you can be completely stress-free from six weeks out right through to the last dance. This is the perfect package for couples who have planned their wedding but want a professional to pull it all together at the end and run the day seamlessly.
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From four weeks out, we become the main point of contact for all your vendors on the day — so your florist, photographer, caterer and celebrant call us, not you. You get to focus on enjoying every moment in the lead up and on the day of your wedding.
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All of our pricing is listed clearly on our website — what you see is exactly what you pay. No hidden costs, no surprise fees, no awkward conversations. Just straightforward, transparent pricing so you know exactly what you're getting from the start.
Simply choose the package that suits you, check that your date is available by emailing us at hello@theweddingproject.au or submitting an enquiry using the form below, and then head to our website to secure your date with a deposit.
Each package includes everything listed in the inclusions — and if you'd like to add extra hours or additional consultations, those are available as add-ons at checkout too.
If you have any questions about what's included or want to chat through which package is right for you, we're always happy to help — just reach out!
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Yes we do! We understand that sometimes plans change or you realise closer to the date that you'd love a little extra support — and we're here for it.
While we recommend booking as early as possible to secure your coordinator (our dates do fill up quickly, especially during peak season from October to March), we do our best to accommodate last minute bookings where we can.
The best thing to do is reach out to us directly at hello@theweddingproject.au and we'll let you know availability in your area as soon as possible. The sooner you get in touch, the better — but don't be afraid to ask even if your date is just around the corner!
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Payments can be made directly through our website — simply choose the package that suits you and follow the prompts to book!
Before making a payment, please check that your date is available with us first. You can do this by emailing us at hello@theweddingproject.au or submitting an enquiry using the form below.
Once your date is confirmed, a deposit is required to secure it, with the remaining balance due 30 days before your wedding. Use code MYWEDDINGDEPOSIT at checkout for your deposit payment.
Wedding Day
Personal Assistant Package
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Who is the Wedding Day Personal Assistant for?
A Wedding Day Personal Assistant may be perfect for you if you've already planned your wedding, organised your suppliers and have your coordination and setup covered — but know there are still a few practical, personal tasks that need to be taken care of on the day.
Many couples spend months planning every detail themselves, only to realise that someone still needs to set out signage, light candles, deliver items to the venue, look after personal belongings or run small errands throughout the day. Without dedicated support, these jobs often end up falling to a family member, bridesmaid, groomsman or even the couple themselves — meaning the people who should be celebrating are instead worrying about logistics.
Your Wedding Day Personal Assistant is there to take care of a small number of pre-planned personal tasks, giving you a dedicated extra pair of hands exactly where you need them most.
For example, your assistant may help with:
Setting out minor personal décor items and signage as directed
Lighting candles and completing final personal styling touches
Delivering items to your venue or bridal suite
Serving drinks and refreshments to the bridal party
Assisting guests, family members or the bridal party throughout the day
Looking after pets involved in the wedding
Running personal errands throughout the day
Managing music requests or playlists as directed by you
Gathering items or personal belongings for photographs
Assisting with pack down and collecting personal items at the end of the night
What a Wedding Day Personal Assistant is NOT:
It's important to understand that this is a personal support role — not a coordination, setup or styling service. Your assistant does not manage suppliers, oversee timelines, coordinate your ceremony or reception, lead any aspect of venue setup or decoration, or act as the main point of contact for your wedding.
This service is specifically designed for couples who already have their coordination and setup professionally covered. If you don't yet have a coordinator in place, please take a look at our On The Day Coordination package. If you need someone to set up your venue, our Wedding & Event Setup package is the right fit.
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No — while both roles provide support on your wedding day, they are designed for very different purposes.
A Wedding Day Assistant is there to assist with specific tasks you've already identified and planned. Think of them as an extra pair of hands helping you with a handful of practical jobs throughout the day.
An On The Day Wedding Coordinator, on the other hand, takes responsibility for managing the overall flow of the wedding, coordinating suppliers, overseeing timelines and acting as the main point of contact for everyone involved.
What can a Wedding Day Assistant help with?
Your Wedding Day Assistant can assist with a small number of pre-planned tasks on your wedding day. Depending on the complexity and timing of each task, most couples will typically choose 2–3 key priorities for their assistant to focus on.
Examples may include:
Setting up personal décor items such as place cards, menus, candles, signage and table runners
Delivering wedding items to your venue
Assisting with simple styling tasks based on your instructions
Helping gather and transport items for photos
Supporting your bridal party with refreshments, drinks and small tasks
Assisting guests when needed
Looking after pets involved in your wedding
Running errands throughout the day
Assisting with pack down and collecting personal items at the end of the night
It's important to remember that a Wedding Day Assistant is one person, and their role is to focus on a select number of tasks that will have the biggest impact on your day. They are not intended to complete every item on a large wedding to-do list or be responsible for multiple areas of the wedding at the same time.
What doesn't a Wedding Day Assistant do?
A Wedding Day Assistant does not:
Create or manage your wedding timeline
Coordinate suppliers or vendors
Direct your ceremony or reception
Liaise with vendors on your behalf throughout the day
Manage unforeseen issues or logistical changes
Act as the lead point of contact for your wedding
Oversee the overall running of the event
So, which option is right for me?
If you've already planned your wedding, have your timeline under control and simply need assistance with a few specific tasks throughout the day, a Wedding Day Assistant may be exactly what you need.
If you'd prefer a professional to oversee the logistics, coordinate suppliers, manage your timeline and ensure everything runs smoothly from start to finish, our On The Day Coordination package will be the better fit.
Not sure which service is right for you? Simply send us an enquiry and we'll happily help you determine the best option for your wedding day.
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Yes — absolutely.
Before we can confirm whether a Wedding Day Assistant is the right fit for your wedding, we'll need a rough but reasonably detailed to-do list, your guest numbers, and a clear timeframe of when you'd like your assistant on-site.
This is because every wedding is different, and the tasks involved can vary significantly depending on the size of your wedding, the complexity of your setup and how many hours of support you're looking for.
A Wedding Day Assistant is designed to provide practical, hands-on support with specific tasks throughout the day. Think of them as your extra pair of hands, helping with a select number of jobs so you, your bridal party and your family can focus on enjoying the celebration.
Depending on your needs, a Wedding Day Assistant may assist with tasks such as:
Setting up minor personal décor items, signage, place cards, menus and some candles
Delivering wedding items to your venue
Assisting with simple styling tasks based on your instructions
Helping coordinate personal items for photos
Supporting the bridal party with refreshments and small tasks
Assisting guests where needed
Looking after pets involved in your wedding
Running errands throughout the day
Assisting with pack down and collecting personal items at the end of the event
Providing your to-do list upfront allows us to review your requirements and determine whether the tasks you've outlined are suitable for a Wedding Day Assistant, as well as whether they can realistically be completed within your chosen package timeframe.
It's important to note that the scope of work is agreed upon before booking. Your Wedding Day Assistant is booked based on the tasks, guest numbers and timeframe provided during the enquiry process.
For this reason, additional tasks cannot be continually added after booking, as this can impact the assistant's ability to complete the agreed responsibilities and may exceed the scope of the package.
The more information you can provide upfront, the more accurately we can assess your needs and ensure your assistant arrives with a clear plan for the day.
Our goal is to make sure you have the right support in place from the beginning, so when your wedding day arrives, you can relax knowing exactly what will be taken care of and by whom.
To get started, simply send through your wedding details, estimated guest numbers, preferred hours of support and your rough to-do list via our enquiry form, and we'll review everything before confirming whether a Wedding Day Assistant is the right fit for your day.
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All of our pricing is listed clearly on our website — what you see is exactly what you pay. No hidden costs, no surprise fees, no awkward conversations. Simply choose the package that suits you, check that your date is available and head to our website to secure your date with a deposit. If you'd like to add extra hours, those are available as an add-on at checkout too.
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Yes we do — and please don't hesitate to reach out even if your date is just around the corner!
We accept bookings anywhere from 24 hours before your wedding right through to 12 months in advance, subject to availability.
That said, we always recommend booking as early as possible, particularly for weddings during peak seasons, long weekends and popular dates, as availability can fill quickly.
If your wedding is just around the corner, don't panic! If we have availability, we're more than happy to assist with last-minute bookings and will do our best to get everything organised in time for your special day.
Whether you're planning a year ahead or need support at the last minute, simply reach out and we'll let you know whether your date is available.
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Payments can be made directly through our website — simply choose the package that suits you and follow the prompts to book.
Before making any payment, please check that your wedding date is available with us first. You can do this by emailing us at hello@theweddingproject.au or submitting an enquiry using the form below — we'd hate for you to book only to find your date isn't available.
If you're enquiring about a Wedding Day Assistant, you'll also need to provide your rough to-do list, guest numbers and preferred timeframe of support before booking. This allows our team to review your requirements and confirm that a Wedding Day Assistant is the right fit for your wedding day before any payment is made.
Once your date and package have been confirmed, a deposit is required to secure your booking, with the remaining balance due 30 days before your wedding.
To pay your deposit, simply use the code MYWEDDINGDEPOSIT at checkout. Once your deposit has been received, your date will be officially secured in our calendar.
Ready to enjoy your wedding day?
You've done the planning. Let us take care of the rest.
Book a free consultation to check availability and get started.
What we’re proud of
Qualified
When you choose The Wedding Project, you're choosing professionals dedicated to excellence. Our team brings hundreds of hours of experience and rigorous training to ensure your Wedding is handled with expertise and precision.
Transparency
Our straightforward packages feature transparent pricing, ensuring you know exactly what to expect and what you're investing in from the start. No quotes, no back and forth—just clear, concise options tailored to your needs and budget.
Elevate
We're here to be your trusted partner for life's most significant moments, offering expert advice, services, and products so you can relax and enjoy your special day to the fullest!
Get in touch
Sit back, relax and watch your day unfold. Once you've planned your wedding, trust us to coordinate your day.
Please book a free consultation, or fill out the enquiry form below to get this party started!