Wedding Coordinator Package
You've planned every detail. Let our team bring it all to life.
Brisbane, Sunshine Coast, Gold Coast, Byron Bay, Toowoomba, Sydney & Melbourne
Wedding Coordinator (One Month Out) Package
From $1,290 | Brisbane & Surrounds, Gold Coast, Sunshine Coast, Byron Bay, Toowoomba, Sydney & Melbourne
Our On-the-Day Wedding Coordinator (One Month Out) package is perfect for couples who want to plan their own wedding but have a professional Wedding Coordinator step in one month before the big day to finalise the details, coordinate suppliers and ensure everything runs seamlessly on the day.
From four weeks out, we become your main point of contact, giving you peace of mind so you can relax and enjoy the lead-up to and on the day of your wedding.
What to Expect
4 Weeks Before Wedding
First Virtual Session (60 Minutes): We'll review your completed TWP Wedding Checklist, which forms the foundation of your wedding runsheet and allows us to take over the coordination from one month out. We'll then refine your timeline, confirm logistics and answer any remaining questions.
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
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 Package 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 ($1,290): 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.
Package Options
Base Package ($1,290): 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.
Booking Requirements
To check availability and confirm suitability, please email hello@theweddingproject.au before booking.
Payment
50% deposit due upon booking (use code: MYWEDDINGDEPOSIT at checkout)
Remaining 50% invoiced 30 days prior to your wedding
Available Across
Brisbane & Surrounds, Gold Coast, Sunshine Coast, Byron Bay, Toowoomba, Sydney & Melbourne
Frequently Asked Questions
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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.
Testimonials
Signature
Packages
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From $450 | Includes 1 Wedding Day Personal Assistant
Your wedding day, your way. Let us handle the small details so you can focus on what matters most to you.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.
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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From $1,290 | Includes 1 Wedding Coordinator (From One Month Out)
You've planned your wedding—now let us take it from here.
Our On-the-Day Wedding Coordination package is perfect for couples who want to plan their own wedding but have a professional Wedding Coordinator step in one month before the big day to finalise the details, coordinate suppliers and ensure everything runs seamlessly.
From four weeks out, we become your main point of contact, giving you peace of mind so you can relax and enjoy the lead-up to your wedding.
The Wedding Timeline
4 Weeks Before Wedding
First Virtual Session (60 Minutes): We'll review your completed TWP Wedding Checklist, which forms the foundation of your wedding runsheet and allows us to take over the coordination from one month out. We'll then refine your timeline, confirm logistics and answer any remaining questions.
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
From $1,290 (up to 150 guests).
150+ guests: $300 per additional 50 guests.
Overtime: $85 per hour after the included 8 hours.
Payment Schedule
Before booking, please email hello@theweddingproject.au or book a complimentary consultation to confirm your wedding date is available.
50% deposit due upon booking (use code MYWEDDINGDEPOSIT at checkout).
Final 50% payment due 30 days before your wedding.
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From $1,090 | Includes 2 Event Set Up Assistants
You've planned every detail—now let us bring it all together.Our Wedding & Event Setup Service provides a dedicated team to professionally set up your ceremony and/or reception before your guests arrive, ensuring every item is in place exactly as you've planned.
This is not a coordination service or 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 bring your wedding styling and décor together on the day.
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
Any other custom requests
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)
Any other custom requests
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.
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!