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Wedding Coordinator Pretoria, Johannesburg & Cape Town

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.

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Let us transform your wedding into a magical experience!

INVESTMENT

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.

40 - 50 HOURS OF PLANNING
+
(12 hours on the day coordination: 8 am – 8 pm)

2025/26 Weddings starting from R22 000

#1  WEDDING PLANNING CONSULTATION & MEETING 

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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

#2 WEDDING PLANNING SOFTWARE 

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  • 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 WEDDING DAY 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  ON THE DAY WEDDING MANAGEMENT & 12 HOURS COORDINATION 

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

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  • 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

 

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#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

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

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