WEDDING COORDINATOR

On the Day Wedding Management

On the day Wedding Coordination in Pretoria, Johannesburg & Cape Town

Some couples have the planning process under control but don’t want the stress of having to manage suppliers and the schedule on their big day.
They would much rather have a glass of champagne and enjoy their wedding day with friends and family. At Ethereal Events, we couldn’t agree more!

Just like your fairy godmother, we will swoop in with a personalized timeline for your Wedding day, take over the management of supplier set up and coordinate your wedding day, ensuring that everything runs as smoothly as possible

We offer our Coordinating packages in Pretoria, Johannesburg & Cape Town

Gauteng, North West Province, Mpumalanga, and Limpopo.

Let us transform your wedding into a magical experience!

This is our on-the-day wedding Coordinating Package for those planning their own wedding but needs someone on the day to ensure all runs smoothly.

Includes

COORDINATION PACKAGE

Consultation & Meeting

Access to wedding planning software

Budget

Budget set-up & allocation

financial spreadsheets

Monthly payment schedule management & Reminders

Supplier procurement and management

Design Concept

Decor Supplier procurement and management

Timeline

Coordination 12 Hours

2024 Weddings: R14 000

2025 Weddings: R16 000

50 - 60 HOURS OF PLANNING
+
(12 hours on the day coordination: 8 am – 8 pm)

#1 Consultation & Meeting

Planning Progress Meeting
Discussing all the details for the big day
Moodboard consultation
Questionnaire
advice tips and planning "game plan"
Budget discussions

#2 Wedding Planning Software

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

#3 Timeline

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

#4 Coordination 12 Hours & On the day Wedding Management

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

Review Signed Contracts and Confirm Vendor Logistics
Confirm all products and services
Confirm and send the timeline to the Venue Coordinator & and 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 and setup of all Personal Items*
Stationery set-up
On the day Mc management
Food service management
Bridal Party Management
Photography Coordination of family photos and group photos

#5 A final consultation

Hand-over of all the final details

Draft schedules finalization

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

Destination Weddings:

Can be any of the planning packages

Accommodation for the planner and assistant needs to be provided by the Bride

Travelling Fee will be added to all packages

Why you should hire a wedding Coordinator?

You might be thinking that your venue already has a coordinator?
However, there is a difference between a wedding coordinator and a venue coordinator...
A venue coordinator coordinates the venue; ensuring the venue is clean, staff knows what to do, food preparations, and everything that has to do with the VENUE.

What does the Wedding Coordinator do?

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 arrival and set-up times for their 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
On the day management for the wedding
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