Plan My Event

On-The-Day Wedding Coordinator

Want to relax and enjoy your day? A Wedding 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.

Ideal for: Couples who have planned their entire wedding and would like someone else to take care of the day’s operation. Giving the couple peace-of-mind that all is running smoothly and set up as per their wishes. One centralised point of contact for all suppliers. 

Our Wedding Day Coordinator Packages include:

  • 1x face-to-face meeting, in addition to initial consult, to ensure an extensive handover of your wedding details
  • Unlimited contact (phone, text, email) with your Wedding Consultant
  • 1x meeting with our Stylist to help you with a wedding decor quote (if required)
  • We start working for you 3-4 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
  • 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
  • Assistance with the reception floor plan (if required)
  • Pack of 50 Thank You Cards (min 8hr booking)
  • 10% discount on Pack Down Service (min 8hr booking)
  • Events in Sydney CBD will incur a parking charge (unless provided by the client)

Additional hours and/or staff available on request. Travel fees and minimum hire hours apply to destination weddings and/or locations outside of Sydney metro. Destination weddings (Hunter Valley/Newcastle, South Coast, Blue Mountains etc) travel fee is on application. Attendance to rehearsal subject to availability and at additional cost.

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!

Add-On Services

  • Bridal Champagne Breakfast Hamper: 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 access to this convenient add-on service.
  • Pack Down Service: Enjoy a 10% discount (minimum 8hr coordinator booking required) to assist with packing up at the end of your event. Our staff will collect your personal items and any gifts on your behalf and can either transport to a local address or help pack into a friend or relative’s car. Should you need additional assistance with packing away of hall furniture, cleaning and locking up, please advise your consultant.
  • Drink Stations and Snack Bar: Great additions for an outdoor wedding ceremony or any other event. Our staff can set up and serve champagne, water/ infused water to refresh your guests.

“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”

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 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. Your coordinator 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 on time to ensure all is running smoothly and can assist with placing items. For example, menus, place cards, favors and sign for deliveries (i.e. cake, flowers, props, furniture etc.). We will be the contact for all suppliers on your day, so they are not constantly ringing you or your bridal party 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) and help to light candles. 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 and venue manager 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!


I was very happy with them. One of the main reasons I chose them was because of affordability but their quality was good. She was really helpful and I would definitely use her again!

Sherelle H

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

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

Great service and suggestions. The best thing was-on the day it was all just done-seamless!

Kathleen A

Hired them to style my wedding theme. I met with them and gave them all the info and they set everything up for us. They took photos for us perfect. She met with some other suppliers to coordinate with them for the day.

Sophie N