Wedding & Event Set Up

You've planned every detail. Let our events set up team bring it all to life.
Brisbane, Sunshine Coast, Gold Coast, Byron Bay, Toowoomba, Sydney & Melbourne

Wedding & Event Setup Service

Includes 2 Event Assistants | From $1,090

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 a dedicated setup service for couples who have their own décor, items and vision ready to go — and simply need a professional team to set everything up beautifully on the day.

Available across Brisbane & Surrounds, Gold Coast, Sunshine Coast, Byron Bay, Toowoomba , Sydney and Melbourne from $1,090

What's included in your setup:

Reception setup:

  • Table centrepieces, table runners, bonbonniere placement

  • Bridal table set up

  • Candles, flowers, cutlery, glassware, plates

  • Table runners, seating chart and place card setup

  • Gift table — wishing well, candles, guest book and polaroid

  • Cake table — knife, champagne glasses and plates

  • Reception entrance styling

Ceremony setup (optional add-on)

Ceremony pack down available (additional add-on)

The Wedding Project

Your Wedding Setup Timeline

Once your booking is confirmed and your deposit is paid, here's what to expect in the lead up to your wedding day.

1
3 Weeks Before
Submit Your Wedding Setup List
Send through your full wedding setup list — 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 give us, the better. This gives our team plenty of time to review everything thoroughly before your planning session.
2
2 Weeks Before
Your Virtual Planning Session
We'll hold a 60-minute virtual planning session to go through your setup list together, confirm your bump in time, and talk through any specific placement instructions — making sure our team has everything they need to execute your setup perfectly. Any final questions or adjustments are sorted here.
✓
Your Wedding Day
We Bring It All to Life
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 exactly as discussed, working efficiently to ensure your venue looks just as you envisioned before your guests arrive.

How to Book

Get Your Custom Quote
Fill out our pricing calculator below to generate your personalised quote — it takes less than two minutes.

STEP 1

STEP 2

We'll Confirm Your Date
Once you submit your enquiry, our team will review your details and get back to you within 24 hours to confirm whether your date is available.

Secure Your Booking
Once your date and details are confirmed, we'll send you a direct link to make your 50% deposit payment and lock in your booking.

STEP 3

The Wedding Project

Wedding & Event Setup — Pricing Calculator

Build your custom quote below — we'll confirm your date within 24 hours.

1.
Where is your wedding taking place?
2.
How many guests are attending?

Let us know roughly how many guests you're expecting and we'll prepare a custom quote.

3.
Do you need reception setup?

What's Included

  • Gift table — wishing well, candles, guest book, polaroid
  • Cake table — knife, champagne glasses, plates
  • Table centrepieces & bonbonniere placement
  • Table runners, seating chart & place cards
  • Reception entrance styling

Not Included

  • Guest chair setup
  • Trestle table arrangement
  • Table cloths
  • Backdrop or ceiling decorations

Need something extra included in your reception setup? Pop it in the box below and we'll see what we can do.

3a.
How long do you have for reception setup?
Check with your venue how much bump in time you have before selecting above.

Tell us about your timing or setup complexity and we'll prepare a custom quote.

No worries — let us know what you need in the comments section at the bottom and we'll prepare a custom quote.
4.
Would you like to add ceremony setup? (optional add-on)
Complete your reception setup selection above to unlock this step.

What's Included

  • Simple arch setup
  • Chair placement & aisle runner
  • Flower & candle arrangements
  • Pillars & registry table
  • Microphone & speaker placement

Not Included

  • Backdrop setup
  • Ceiling decorations

Need something extra included in your ceremony setup? Pop it in the box below and we'll see what we can do.

4a.
How long do you have for ceremony setup?
Check with your venue how much ceremony bump in time you have before selecting above.

Tell us about your timing or setup complexity and we'll prepare a custom quote.

4b.
Is the ceremony at a different location?

Please share both addresses and we'll prepare a custom travel quote.

4c.
Would you like ceremony pack down?

What's Included

  • Removal of arch, chairs & aisle runner
  • Pack down of ceremony décor & florals
  • Clearing and leaving the ceremony space tidy
Reception only — your quote below reflects this.
Your Quote

Here's What You're Looking At

Almost Done

Fill in your details and we'll get back to you within 24 hours to confirm your date and finalise your booking.

Something went wrong. Please try again or email hello@theweddingproject.au directly.

Enquiry Received!

Thank you — we'll be in touch within 24 hours to confirm your date and finalise your booking. In the meantime, feel free to email us at hello@theweddingproject.au

Start a new quote

Frequently Asked Questions
Wedding & Event Set Up Package

  • Our setup service covers everything you need to have your venue looking beautiful before your guests arrive. Reception setup includes your gift table, wishing well, candles, guest book, polaroid, cake table, centrepieces, bonbonniere placement, table runners, seating chart, place cards and reception entrance styling. Ceremony setup is available as an add-on (+$250) and includes arch setup, chair placement, aisle runner, flower and candle arrangements, pillars, registry table, microphone and speaker placement.

    Use the wedding & event set up calculator to build a custom quote for any additional requirements!

  • No — the Wedding & Event Setup Service is a dedicated setup role, not a coordination service. Our event assistants are there to set up your venue before your guests arrive. They work alongside your existing vendors — florist, catering team, venue staff — but are not the lead on the day, do not manage your run sheet and are not the main point of contact for your suppliers. If you need someone to lead and coordinate the entire day, our On The Day Wedding Coordination package is the right fit.

  • Every package includes 2 event assistants as standard. This is why our setup service is structured the way it is — a 3-4 hour setup for a standard wedding requires two people to complete everything properly. Additional hours beyond the package are charged at $85 per person per hour.

  • Bump in time is determined entirely by your venue's schedule and logistics — not by us. Before selecting your bump in time in the calculator, please check with your venue how much time they allow for setup. This directly affects the pricing and the number of assistants we assign.

  • Yes — ceremony setup is available as an add-on for +$250. It includes simple arch setup, chair placement, aisle runner, flower and candle arrangements, pillars, registry table and microphone/speaker placement. Ceremony pack down is also available for an additional +$150. Please note: ceremony setup is only available as an add-on to our reception setup package and cannot be booked as a standalone service.

  • Payments can be made directly through our website. Before making payment, please check your date is available by emailing hello@theweddingproject.au or submitting an enquiry using the calculator form above. Once confirmed, a 50% deposit secures your date — use code MYWEDDINGDEPOSIT at checkout. The remaining 50% is invoiced 30 days before your wedding.

  • Absolutely. If you need something outside our standard inclusions — such as a backdrop setup, ceiling decorations, trestle table arrangement or anything else — please use the wedding and event set up calculator form and we'll send through a custom quote based on your specific requirements.

Testimonials

  • Emma & Vasko (60 guests)

    Kasey is an amazing wedding coordinator, she listened to us and showed that she cared about our wedding. She was also punctual and managed all of our needs. All of our guests raved about how amazing the food was and how wonderfully decorated the venue was (thanks to Helen at Events and Settings). We cannot thank you all enough for making our day so special. We wouldn’t change a thing. Our day was perfect thanks to the team.

  • Tom & Nams (100 guests)

    Above all thank you for your sincere help and efforts to make our big day so special, honestly Kasey you are amazing. You are so patient, kind, caring, sincere and easy to deal with. You cared about our big day as much as we did and we could tell you wanted it to be a success. Even when there were a couple of hiccups you worked with us to make sure we were as happy as possible. We are lucky to have had you as our event planner, and you made a stressful process more fun and easy to deal with. We will definitely recommend you to everyone we know.

  • Evanthea & Anthony (100 guests)

    I have been wanting to email and say thank you so so much for all your help in the lead up to our wedding, the day ran so smoothly and we were really happy. Thanks so much again for all your help in making our day so memorable! Kasey was incredibly helpful, I had many, many questions in the lead up to our day and she would always come back to us with an answer and in a timely manner. I think the attentiveness from Kasey leading up to our day ultimately made everything run smoothly on the day.

  • Alen & Sadifa (200 guests)

    Thank you so much! Our Wedding night was the most special time of our lives and the team did such an amazing job! It was literally the most perfect celebration and everything we have ever dreamt for and more. People were talking about it for days which makes us really happy so thank you a million once again!

  • Nicholas & Stephanie (200 guests)

    Thank you again for all your hard work and expertise to make the day run so smoothly! You definitely made it a day Nicholas and I will never forget!

  • Makaylah & VJ (150 guests)

    Thank you so so much for all your help Kasey! The night was amazing because of you & your team! Both of our families loved it so much and still talk about how good the night was!

  • Tala & Eve (90 guests)

    Loved every step of the way working with the team and Kasey. You were flawless!

  • Athulya & David (150 guests)

    Thank you so much for all your help this past year. Everyone said they really enjoyed the day! Couldn’t have done it without you and the wonderful staff!

  • Siobhan & Maurice (150 guests)

    Kasey and the team went above and beyond to ensure we had the most perfect day, and it showed. The day went so smooth, without a hitch, and ended up being just the most perfect day we could have asked for. Even if we worked hard to find something to critique, we couldn’t, it was flawless.

  • Esh & Zara (350 guests)

    We were very happy and extremely satisfied with the way the everything went on the day. It all ran to schedule as we wanted, and you looked after us exceptionally well. On the day, we could not have asked for more helpful staff led by you. We had many compliments from our guests about the venue, the decorations/styling, the floor/table arrangements, and the food. Not a single negative feedback was received. Your staff were very accomodating and pleasant, and overall, it was a very satisfying experience for us. Thank you both and Les very much for helping us navigate this major undertaking smoothly and to our complete satisfaction.

  • Steph & Khaleel (150 guests)

    Highly recommend Kasey! We had an amazing wedding and reception! Kasey was fantastic to deal with and responded to me so quickly with any query. Kasey is an asset to the team and she fulfilled all our requirements and needs. I cannot thank you enough! You were amazing to deal with and we had an amazing wedding! So much positive feedback from our guests also.

  • Vicki & Gary (100 guests)

    Words just don’t come remotely close enough to thank you for all you have done for us. You enabled us to celebrate our marriage with our friends and family in a manner well beyond anything we had hoped for. Your professionalism, guidance and demeanour are nothing short of exceptional.

  • AJ & Manpreet (200 guests)

    Everything went well, appreciate all your hard work & assistance and the staff that night. Thank you for all the set and organising everything. All the set up was amazing, everyone loved it.
On The Day Wedding Coordination
Free Consultation