On-the-day wedding coordinator, Sydney and NSW. You planned it, and we run the day.
On-the-day wedding coordination in Sydney with Managing Matrimony is $1,800 for six hours, $2,200 for eight, $2,640 for ten and $3,080 for twelve, GST included. Every length covers a consultation, building your run sheet with you, briefing your vendors four to six weeks out, and up to two of us on site from the moment we arrive to set up.
What on-the-day coordination costs
Your hours start when we arrive to set up and finish when we leave. If set-up starts at 12 pm, this is how far each length of day reaches.
Six hours
$1,800 inc. GST
12 pm to 6 pm. Set-up, your ceremony, and the photos and drinks after it.
Eight hours
$2,200 inc. GST
12 pm to 8 pm. Set-up through to your reception and the speeches.
Ten hours
$2,640 inc. GST
12 pm to 10 pm. Set-up through to your first dance and the dancing after it.
Twelve hours
$3,080 inc. GST
12 pm to midnight. Set-up through to the end of the night and the pack-down.
The times are typical of the weddings we coordinate: the ceremony is over by about 4 pm, the reception starts about 6.45 pm and the night ends about 11 pm.
Most couples book eight or ten hours. Every length includes the same things, and Manage ($149) comes with each one.
Each price is the whole price for our team in the Sydney metro area, GST included, and travel between your ceremony and reception comes out of your hours. Outside the Sydney metro area we quote travel for your venue, and if your set-up needs a third person we quote that too, both before you book.
If your day runs late and you would like us to stay, it is $220 inc. GST an hour, and we always check with you first.
What couples say
“Even if you’ve DIY’d most of your wedding, you absolutely need an on the day coordinator…”
Shadi’s review, in full
Jordan and Michael were the glue that held our special day (and the weeks leading up to it) together, we absolutely could not have done it without them. Jordan is incredibly lovely to work with, she brings your vision to life and helps you navigate all the little hurdles in the lead up and on the day. She brings structure, calm and joy into the planning process. On the day, you can relax and enjoy every moment knowing that her and the team have got it all handled. What an absolute joy to work with, could not recommend them enough! Even if you’ve DIY’d most of your wedding, you absolutely need an on the day coordinator…thank you so much Managing Matrimony ❤️
“Any issues that happened on the day were handled swiftly and with us completely unaware, allowing us to enjoy our day totally stress free.”
TrishThe Cove, Jervis BaySeptember 2025. On-the-day coordination.
Trish’s review, in full
I can not recommend Jordan and Managing Matrimony enough! From the moment we booked until the end of our wedding the team was incredible. Jordan’s meticulous planning between ourselves and our vendors made the day run so smooth and pain free. Any issues that happened on the day were handled swiftly and with us completely unaware, allowing us to enjoy our day totally stress free. Jordan was incredibly organised on the day, handing us things that we didn’t even think of (the cotton buds in the flowers were the best for the teary eyes!) as well as troubleshoot things like the makeup stain on a bridesmaids dress. She also had a margarita on standby whenever I started looking a little overwhelmed, which was a godsend. We received the most perfect pictures with their help, directing the photographers to what we wanted, organised family photos (and hunted down family who had wandered to the cocktails early) and told everyone how to use their sparklers for the perfect sparkler exit shot. Jordan and Michael went above and beyond to make our day truely special, and brought the absolute vibes along with it! Thank you, you absolute legends ❤️
“From the help with the run sheet to the coordination on the day – everything was seamless and Jordan’s communication was top notch.”
RebeccaTerara Riverside GardensMay 2025. On-the-day coordination.
Rebecca’s review, in full
Beyond grateful for the team at Managing Matrimony for all their efforts helping with wedding planning. From the help with the run sheet to the coordination on the day – everything was seamless and Jordan’s communication was top notch. Thanks again to the amazing team!!
Everything we do, from the day you book
Every length of day includes all of it. Only the hours on the day change.
When you book
- A consultation to talk through your day: what you have planned so far, what still needs doing and how we can help.
- A written brief of your venues, your vendors, the people involved and all your details.
- Manage ($149), our planning platform, yours from the day you book.
- Unlimited communication with us in the lead-up.
Four to six weeks out
- We speak to each of your vendors and settle everyone's timings.
- We build your run sheet with you, and every vendor works from it.
- A site visit with you before the day, where it's needed and possible.
The final handover
- We go through the final details with you: access, contacts, cues and who decides what.
- Anything still open is settled and written down before the day, so nothing is left to work out on it.
On the day
- Up to two of us on site, from the moment we arrive to set up.
- Your ceremony and reception decor set up: place cards, menus, centrepieces, candles, signage and the guestbook station, as time and your venues allow.
- One point of contact for your vendors, your family and the wedding party, so nobody brings you a question.
- Your ceremony cued: guests seated, the music timed and the walk down the aisle.
- Confetti handed out, family photos gathered, first drinks for you and the wedding party, and your belongings taken to the bridal suite.
- The day kept to time, and the calls made when something needs to change.
- Decor moved between the ceremony and the reception, such as your welcome sign.
- Our emergency kit, packed from what we have needed before: thread, blister plasters, stain remover.
- We run the errands, solve the problems and cheer you on.
- Your own decor packed down before we leave, if you need it.
On-the-day coordination runs the plan you have made. Planning the wedding, full styling and the venue's own operations are separate jobs, and here is where each one sits.
Not included, or quoted separately
- Planning, managing your budget and finding your vendors are part of Wedding Planning. Wedding planner, Sydney
- Styling, decor hire and flowers are part of Styled & Sorted or Wedding Planning. Styled & Sorted
- Your venue looks after what it is contracted for: its staff, its food and drink and its own equipment.
- Travel between your ceremony and reception venues is inside the hours you book.
- Regional travel, a third team member and any other change are quoted before you book.
- Our team needs vendor meals on the day.
Sydney weddings we have coordinated
Lulu and Samuel at Penrith Regional Gallery
28 February 2026. On-the-day coordination.
Rain clouds sat over the day. They held off for the ceremony and for the reception.
Shadi and Duncan at Pier One Sydney Harbour
20 September 2025. On-the-day coordination.
Very strong wind on the harbour, and technology that did not like it one bit. We worked around both.
Independent coordinator vs venue coordinator
Most venues have a coordinator. They look after the venue: its staff, its food and drink, its rooms. We look after everything else you have booked, and the day as a whole.
| Responsibility | Managing Matrimony | Venue / in-house coordinator |
|---|---|---|
| The run sheet and every vendor's timing | Builds the run sheet, keeps every vendor to it and manages changes across the day. | Confirms access, service times and what the venue allows. |
| Reception operations | Keeps the speeches, the formalities, the vendors and the couple to the agreed timeline. | Runs food, beverage, venue staff, safety and site operations under the venue agreement. |
Three more responsibilities
| Responsibility | Managing Matrimony | Venue / in-house coordinator |
|---|---|---|
| Ceremony cues and wedding-party flow | Briefs the wedding party, coordinates music cues and manages the aisle sequence. | Provides the ceremony space and any venue-contracted staff or equipment. |
| Personal styling details | Sets out the place cards, menus, signs and decor you supply, as the time and the venue allow. | Owns venue furniture, house equipment, linen and any set-up promised in its contract. |
| Issues and decisions | Sorts out vendor and timing problems, and keeps them away from the couple. | Resolves matters inside the venue's control and escalates decisions that affect its operations. |
If your venue's coordinator also manages your outside vendors and runs the whole day, you may not need us.
The people who run your day. We're a Sydney family team.
Jordan, Michael and Bella
The team that styles your tables is the team cueing your aisle: run sheet in hand, steamer in the kit, your first drinks poured before you're back from photos.
Up to two of us are on site with every coordination package, and at least two with Wedding Planning.
On the day we work from the run sheet you built with us in the platform, so nothing gets lost copying it from one document to another.
Common questions about Sydney wedding coordination
Is six hours enough?
It is when your venue's team can take over once the reception starts. In six hours we set up, run your ceremony and stay through the photos and drinks after it. If you would like us there for the reception, the speeches or the pack-down, book eight or more.
Do I need to have finished all my planning before booking?
Not at all. You need a clear picture of what you've planned so far, and we take it from there: we send you a briefing template for the details, speak to your vendors in the lead-up and build your run sheet with you.
How far in advance should we book on-the-day coordination?
Most couples write to us six to twelve months before the wedding, and some within two months of it. Send us your date and your venue, and we will tell you the same business day.
More questions
What's included in on-the-day wedding coordination?
A consultation before the wedding, your run sheet built with you, unlimited communication in the lead-up, and every vendor briefed by us. On the day we set up your styling before your guests arrive, are the point of contact for your vendors and family, cue the ceremony, keep the day to time, pack down your decor and bring our emergency kit.
How many hours of on-the-day coverage can I book?
Six, eight, ten or twelve hours: $1,800 for six hours, $2,200 for eight, $2,640 for ten and $3,080 for twelve, GST included. Most couples choose eight or ten. From a 12 pm set-up, eight hours usually takes you through the speeches, ten through the first dance and the dancing after it, and twelve to the end of the night and the pack-down. With every coordination package, please include our team in your vendor meals.
What if our day runs late?
We can stay. Each extra hour is $220 inc. GST, and we check with you before we stay on.
Can you also set up the ceremony and reception?
Yes. On-the-day coordination includes setting up your styling before your guests arrive (place cards, menus, centrepieces, candles, signage, the guestbook station) as time and your venues allow. If you would like the decor sourced for you as well, or the styling is on a large scale, our Styled & Sorted package is a better fit, from $4,840 inc. GST.
Can we hire plinths, easels or a wishing well from you?
Yes. A ribbed plinth is $70 inc. GST, or $130 inc. GST for two, the heart-lock wishing well is $50 inc. GST and the tall easel is $40 inc. GST, and all 70 pieces are on our hire page. When we coordinate your day, we bring them, set them up and take them away.
My venue has a coordinator. Do I still need one?
Your venue's coordinator looks after the venue: its staff, its food and drink, its rooms. If they also manage your outside vendors and run the whole day, you may not need us.
Does eight hours cover a ceremony and a reception in different places?
Yes. Travel between the two comes out of the hours you book, so a church and then a reception across town may need ten.
How much does an on-the-day coordinator cost in Sydney?
Ours is $1,800 for six hours, $2,200 for eight, $2,640 for ten and $3,080 for twelve, GST included.
Would you like us with you from the very start? Wedding planning, with styling and ten hours on the day, is from $9,900 inc. GST. Wedding planner, Sydney
Coordinating weddings across NSW
We coordinate weddings in Sydney, the Southern Highlands, the South Coast, the Hunter Valley, the Blue Mountains and the Central Coast.
Outside Sydney, travel is quoted for your venue before you book. Set It Up is Sydney metro only.
Tell us your date.
Add your venue too, and we will let you know if we are free and what it would cost.
We reply the same business day.
We will let you know if we are free on your date, set up a call, then send you a quote with the whole price.
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