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Wedding Planning and on-the-day Coordination

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If you’re unsure about where to start, Ethereal Events Co. can expertly come on board and help you bring your wedding dreams to life! Your wedding day is one of the most important days of your life and it deserves nothing less than perfection. Ethereal Events Co. organizes every aspect of the event and takes the worry, confusion, and stress out of the wedding planning. Whether you’re just starting out or you’ve already done some legwork, we can guide you and help manage the planning aspects of your wedding day. From vendors to decorations and seating arrangements, we’ve got you covered so that you can have the wedding of your dreams.

We offer our Wedding Planning packages in Pretoria, Johannesburg & Cape Town
Gauteng, North West Province, Mpumalanga, Limpopo, and the Western Cape.


Wedding planning and on-the-day coordination

2024 Weddings starting from R45 000
2025 Weddings starting from R50 000 

(12 hours on the day coordination: 8 am – 8 pm)

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  • Planning Progress Meeting

  • Discussing all the details for the big day

  • Moodboard consultation

  • Questionnaire

  • advice tips and planning "game plan"

  • Budget discussions



  • Wedding planning checklist

  • Calendar

  • Online Guestlist

  • RSVP tracking

  • Contact list

  • Notes

  • Timeline & Schedules

  • Budget management

  • Invoice Tracking

  • Payment schedules & Tracking

  • Layout & Seating

  • Creation of a Floor Plan for the Wedding Reception

  • Seating Chart Setup

  • Menu options & dietary requirements



Budget set-up & allocation

Cost calculations & financial spreadsheets

Monthly payment schedule management & reminders

Ensuring that the client is constantly updated with the budget changes and expenditures as and when suppliers are confirmed and payments are made. Keeping track of all payments made to suppliers and reminding clients of all payments that need to be made. Negotiating payment terms with all suppliers, perhaps you cannot pay the 50% deposit at the moment, but we can negotiate a smaller deposit and payment plan on your behalf.



Designing a planning schedule that has all meetings, tastings, fittings, deadlines, payments for all suppliers, and bridal parties, and keeping clients up to date until the wedding date. This schedule is constantly updated and changes according to the client's diary. Your wedding planner will send constant reminders and updates of the schedule to ensure all planning activities are done timeously before the big day.

  • Confirm details the venue needs

  • Confirming staff requirements

  • Confirming bar requirements (if applicable)

  • Arranging all meetings with the venue coordinator​

  • Assisting with the designing of the menu

  • Arranging food tastings

  • Confirm the final menu

  • Confirm on the day logistics

  • Venue Search and Evaluation: Top 3 recommendations based on comparisons done

  • Supplier Procurement and Management:

  • Venue: Venue viewings for up to 3 venues

  • General logistics relating to the design




Décor styling is the service of taking a couple's personality and translating it into a cohesive concept that incorporates stationery, décor hire, draping, lighting, dance floor furniture, and flowers for their wedding.

  • Developing your mood board - PDF Format

  • Colour scheme

  • Venue layout

  • Suggesting specific areas for each of the proceedings Floorplan layouts

  • Supplier recommendation, matching suppliers that are best suited to the client’s needs

  • Flower selections recommendations

  • Lighting Design

  • Cake design

  • Floral Design: Ceremony, Reception & Cocktail hour

  • Stationery Design Concept: Table numbers, Menu, Seating chart, welcome boards, programs, signage

  • Decor Selections

  • Candle Selections

  • Furniture Selection



  • Florist

  • Decor Companies

  • Lighting Suppliers

  • Wedding Cake bakers

  • Stationery Designers

  • Candle manufacturers

  • Furniture Rental Companies

  • Quotation Request

  • Leasing with vendors

  • Managing admin; related to vendors: emails, phone calls, etc.

  • Vendor contracts and understanding

  • Securement & confirmation of booking

  • Mock-up

  • Arranging cake tasting

  • Confirm service and/or products

  • Confirm on the day logistics

  • Confirm Arrival time/delivery


Vendor selection proposal

Evaluation & comparison of different vendors with details and specifications, prices, and exact numbers


  • Leasing with vendors

  • Managing admin; related to vendors: emails, phone calls, etc.

  • Vendor contracts and understanding

  • Securement  and confirmation of booking

  • Confirm service and/or products

  • Confirm on the day logistics

  • Confirm Arrival time/delivery


As wedding planners, we become the experts who can evaluate and compare venues and vendors for you to ensure you make an informed decision about which venue or vendor to choose, also ensuring you have chosen the best possible suppliers for your wedding.

  • Vendor/Venue selection proposal

  • Package & date request

  • Evaluation and comparison of different vendors/venues, with details and specifications, prices, pros and cons, etc.

Venues, Caterers, Photographer, Videographer, DJ, Live musicians, Cartoon artists, Live entertainment, Make-up  artists, Hairstylists, Thank you gifts, officiant



Creation of Event Timeline & all schedules required

Setup management and Logistics

Creating/ proposing logistics schedules for all suppliers to ensure all suppliers who are independent are arranged to arrive at apt times to deliver their services
Ensuring all suppliers receive setup schedule and confirm their times and services/products
Taking into consideration the amount of time each task will take and ensuring that there is enough staff to complete the task on time.
Ensuring that all suppliers deliver exactly what service/ product that was contracted by the client
Ensuring setup for ceremony, cocktail, and reception is completed
 on time

  • Mc schedule

  • Bride & Groom schedule

  • Bridal party schedules

  • Make-up & Hair schedule

  • Decor & Florist schedule

  • DJ Schedule with the song list for wedding proceedings

  • Foodservice schedule

  • Speeches & Toasts schedules

  • Officiant/Priest/Pastor Schedule

  • Venue schedules

  • Running of the day schedule

  • Including Ceremony, Pre-Drinks & Reception

  • Photo and Video Shot list



  • Review Signed Contracts and Confirm Vendor Logistics

  • Confirm all products and services

  • Confirm & Send the timeline to Venue Coordinator & all other Vendors

  • Confirm arrival/ Delivery time

  •  On-site Wedding Coordinator 

  • Coordination of Rehearsal, Ceremony & Reception

  • Management of Wedding Day Schedule

  • On the day event Management and Oversight

  • Manage Delivery, Setup, and logistics of all Wedding Day Vendors

  • Delivery & Setup of all Personal Items*

  • Stationery set-up

  • On the day Mc management

  • Food service management

  • Bridal Party Management

  • Photography Coordination of family photos & Group photos




Includes set up management, drafting, communicating, and confirming set up a schedule
Managing all suppliers including venue, photo, video, hair and makeup, DJ, and entertainment throughout the day, regarding timing schedules and any changes. For example, if the ceremony starts an hour late, the kitchen needs to be informed, as does the MC, DJ, and photo and video, perhaps we can discuss how we can catch up on the schedule, or in some instances, overtime rates will have to be approved and signed off on




Hand-over of all the final details

Draft schedules finalization

Liaising with all suppliers, sending all schedules, and making changes where requested


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