Supplier Reconfirmation
Every contract read and every supplier reconfirmed in writing: what they are delivering, when they arrive, what they need from the venue and who they report to on the day.
On the Day Coordination
On the Day Wedding Coordination
You have planned the wedding. What you should not also have to do is run it. On the day coordination hands the timeline, the suppliers and the problems to Shabz from about four to six weeks out, so the day itself belongs to you.
Quoted on the scale of the wedding.
Why the Handover Starts Weeks Early
On the day coordination that starts on the day is not coordination.
The name is slightly misleading and it causes real problems. Coordination that genuinely begins on the morning of the wedding is just a stranger holding a clipboard. Everything that makes the day run has already been decided by then, and if it was decided wrong there is no time left to fix it.
The handover starts four to six weeks out. Shabz takes everything you have organised, reads every supplier contract, and confirms in writing what each one thinks they are delivering and when. This is where most problems surface: a photographer expecting a first look nobody scheduled, a cake delivery booked for a time the venue is not staffed, hire arriving during another event bump out.
From there the run sheet is built. Not a rough order of events, but a document with times against supplier arrivals, install windows, hair and makeup call times, ceremony start, photography windows against last light, speeches, cake, first dance and bump out. Every supplier receives the section relevant to them and confirms it.
On the day itself Shabz is the point of contact for every supplier and for the venue. The florist calls Shabz. The band calls Shabz. When the celebrant is late or the rain arrives, that becomes a decision Shabz makes and communicates, not a phone call to the couple.
Who This Is Right For
And who is better served by something else.
- It suits couples who have genuinely enjoyed the planning
- and want to keep control of the decisions, but understand that running the day yourself means spending it managing rather than attending. It is also the right choice where family would otherwise be handed the job, which reliably means they miss the parts they came for.
- It suits weddings with a lot of moving parts
- , particularly where a ceremony and reception are in different places, where a cultural ceremony has its own sequence and suppliers, or where the venue does not provide a strong operations contact of its own.
- It is not the right choice if you have not started planning
- If you are early and finding it overwhelming, full planning is the honest answer, because coordination assumes the decisions are already made.
- It is also not a substitute for styling
- Coordination runs the day. It does not design or install the look. Many couples book both, in which case the styling install and the run sheet are held by the same person, which is the version that works best. Wedding styling starts from $5,000.
What the Handover Covers
The four weeks that decide whether the day runs.
The Run Sheet
A timed document built backwards from the ceremony, covering bump in, call times, photography against last light, service, speeches and bump out. Circulated to every supplier and the venue.
Venue Liaison
Loading dock access, install windows, power, rigging permissions, noise curfews and pack out times agreed with venue operations rather than assumed.
The Day Itself
Shabz on site from bump in, holding the timeline, briefing suppliers, solving the problems that arise and making the calls so nobody needs to ask the couple.
Common Questions
They take over the wedding you have already planned, usually four to six weeks before the date, reconfirm every supplier, build the timed run sheet, liaise with the venue and then run the day itself as the single point of contact. The work that makes the day succeed happens in those weeks before, not on the morning.
A venue coordinator manages the venue: rooms, catering, staffing and the building. They are not responsible for your florist, photographer, band, cake or hire, and they finish when the venue obligations finish. On the day coordination covers everything outside the venue contract and stays with the whole day.
Book the service well ahead, ideally six to twelve months out for a peak season Saturday, even though the intensive work begins four to six weeks before the date. Booking early secures the date rather than the workload.
Yes, and it is the combination that works best, because the person holding the run sheet is also the person who knows exactly how long the styling install takes and what it needs from the venue. Wedding styling starts from $5,000.
For any wedding with an exposed ceremony or outdoor element, the wet weather plan is built during the handover rather than debated on the morning, including the call time for the decision, who makes it and what physically has to move. That is one of the most useful parts of the service.
Let's Create Something Beautiful
Tell Shabz about your event and a considered response follows within 24 to 48 hours.
Prefer to talk it through?
02 9191 7381