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On-The-Day Wedding Coordinator

For those who want to relax and enjoy their day, a Wedding Coordinator / On-the-Day Coordinator is a must!

Your Wedding Day is one of the biggest days of your life. You want to enjoy it and feel relaxed that someone is taking care of you, your guests and all other elements. Some call them an on-the-day coordinator, but we are sometimes called, Wedding Day Angels, “Bride Slave” or even Wedding Minions. Essentially we act as your personal assistants on your wedding day. We will do the legwork so you can relax with your family and friends.

Our Wedding Day Coordinator Packages include:

  • Initial meet an greet consultation  (can be face-to-face, over the phone or via Skype)
  • An additional face-to-face meeting to ensure an extensive handover of your wedding details
  • Unlimited contact (phone, text, email) with your Wedding Consultant
  • We start working for you 2-3 weeks before your wedding day
  • Creation of a wedding day run sheet (for our internal use)
  • Presence and assistance on your wedding day from 1x of our experienced wedding day coordinators (half day up to 4hrs, 3/4 day up to 8hrs, full day up to 12hrs)
  • Re-confirmation of your wedding day suppliers and confirming us as the contact on the day
  • Coordination and supervision of supplier setups on the day
  • Meeting with one of our Stylists to help you with your wedding decor
  • Discount voucher for Bridal Breakfast Hamper (10% off for 4hr and 8hr and 15% off for 12hr bookings)
  • Pack of 50 Thank You Cards (min 8hr booking)
  • Assistance with the reception floor plan (min 8hr booking)
  • Discount on Pack Up Service (10% off for 8hr and 15% off for 12hr bookings)
  • Access to online page for your guests to access wedding information (min 12hr booking)
  • Events within 10km of Sydney CBD will incur a parking charge
  • Events more than 20km from Sydney CBD will incur a travel fee. Destination weddings (Hunter Valley/Newcastle, South Coast, Blue Mountains etc) travel fee is on application.

Christening Event Coordinator Set Up Crystal Goblets
One of our event coordinators setting up a christening

We find with most brides that the people they would call on to assist (i.e. best friends, sisters, mum) are helping them get ready and cannot be in two places at the same time. Our team will be at your beck and call!

Need to feed the team as they are all getting ready with you? We have that covered too! When you book a wedding day coordinator service you can get a special discount on our  Bridal Champagne Breakfast Hamper and/or Pack Up Service Enjoy this bonus when you book with us and ensure everyone is happy and fuelled for the day.

“The biggest benefit of an on-the-day coordinator is having the peace of mind that all the details will come together as you envisioned”

To simplify our Wedding Day Coordinator inclusions, please see below:

Service Inclusions 4hr Coordinator 8hr Coordinator 12hr Coordinator
Complimentary Initial Meet & Greet Consultation
An additional face-to-face meeting to ensure an extensive handover of your wedding details  

Meeting with our Stylist to assist with your décor and styling needs
Re-confirmation of your wedding day suppliers and confirming us as the contact on the day


Creation of a wedding day run sheet (internal purposes)
Presence and assistance on your wedding day from one of our experienced wedding day coordinators 4 hours 8 hours 12 hours
Coordination and supervision of supplier setups on the day
Unlimited contact (phone, text, email) with your Wedding Consultant
Assistance with reception floor plan  
Pack of 50 Thank You Cards  
Access to online page for your guests to access wedding information    
Voucher for Bridal Breakfast Hamper 10% off 10% off 15% off
Discount on Pack Up Service   10% off 15% off

Note: Our on the day wedding coordinator service is charged by the hour (min 4hrs) so you can have the assistannce for as long as you like

Coordinator Lighting Candles Table Centrepiece

Day in the Life of an On-The-Day Coordinator

When you consider the cost of an on-the-day coordinator, for a small fee, you will be able to relax knowing your day is in good hands. Here is a sample of what we can do for you:

Pre-Wedding (15-30 days prior)

We will organise a time to go through your wedding requirements with you so that our team and commence working on an event run-sheet. We will check on timings and supplier details with you to ensure all is correct. We work with you to finalise plans, payments and ask any questions to ensure a smooth handover. Our consultants are more than happy to help with any last-minute issues you may be experiencing.

Pre-Wedding (3-7 days prior)

Our wedding day coordinators will make contact with all the suppliers to ensure everyone is on the same page and understands what needs to be done for your big day. Your coordinator will also provide you and all suppliers with a contact number. We will confirm deliveries and arrive at the venue to supervise setups. If needed our consultant can either attend a wedding rehearsal or a site visit to go through any last-minute details.

On the Big Day

We arrive at the venue early to ensure all is running smoothly and can assist with placing items. For example, menus, place cards, favours and sign for deliveries (i.e. cake, flowers etc.). We are the contact for all suppliers, so they are not constantly ringing you or your bridesmaids asking questions and causing stress. Our team will be on hand to see, assist and take care of minor hiccups. We can also send you a photo of the set up once completed (if required). You will have peace of mind that it is all done!

Our team will wait for you and your entourage to arrive at the Reception to ensure a smooth transition. We can assist with unloading luggage and help to bring items to the bridal rooms.

At Your Reception

If you would like us to stay for the duration of your event, we will help with the bridal party entrance (putting you all in order and getting ready), ensure children and guests with special diets have the correct meals, assist the MC with announcements and timings, ensure songs are ready with the DJ and more. At the end of the evening, our team can assist with collecting gifts, packing up any personal items and assisting with any lost property.


What Else Can An On-The-Day Coordinator Do?

You can opt for your wedding day coordinator to remain on-site throughout your Reception to ensure special meals are bought out correctly and the entertainment flows. We will work with your MC to ensure all elements of your wedding are on time and if needed, can tweak items with ease.

At the end of the night, we can also assist with packing up and ensuring items go to the people they should go to. For example, gifts, wishing wells, any special photographs/decor. We can also coordinate with your get-away driver and pack any luggage away, so you don’t have to worry. If you need us to, we will call taxis for guests and assist with any lost items.

Wedding Couple Bride Groom Getaway Car Exit Kiss

Contact Us today to secure your On-The-Day Wedding Coordinator “Bride Slave.”

Some couples choose to forgo an on-the-day coordinator because their reception venue includes a coordinator. Although this may sound similar, beware: It is not the same. It’s important that you identify what your needs will be on your wedding day. You also need to know what your venue coordinator is able and willing to do. Keep in mind that they may not be able to call the limo driver who is running late, or assist the florist who wants to know where to place decorations. Most venue coordinators are there to look after the venue; our Wedding Day Coordinators are there to look after you!


Thank you Stephanie for taking good care of us yesterday! For making sure everything was in place and for taking care of every detail.

Rachel F

Stephanie was amazing, she was so accommodating and helpful from the start! She was very friendly as well! We met her only twice and she was able to understand our requests. She help made our dream wedding possible! 🙂

Joanne L

Thank you for delivering your service professionally on my wedding day. I am really glad to have you though out the planning stage and on the day.

Stephanie M

I had my wedding earlier this year and the Staff at Pink Caviar were amazing. They took the stress out and made everything soo easy. It was nice to see my now wife not getting stressed out as usual and letting the team take care of all the small details.

Terry D

The team at Pink Caviar was great and responsive. They really helped out with a lot of the negotiations and managing all the suppliers.

Louise C