What does a wedding planner and coordinator actually do?

We bring clarity, organisation and support to your wedding journey. Whether we are planning your wedding from the very beginning or stepping in for coordination in the final stages, our role is to guide you, take pressure off and make the experience enjoyable from start to finish.

As your wedding best friend, we’re there for the ideas, the logistics, the problem solving and the emotional support along the way. No question is ever a silly one. We work closely with you so you feel confident, organised and relaxed heading into your day.

Here is what we do depending on your package:

• Recommend, source and liaise with trusted suppliers

• Manage communication and confirmations with your wedding team

• Create and manage your detailed master run sheet

• Design floor plans and logistics layouts

• Provide planning structure, checklists and guidance

• Attend site visits and supplier meetings (as required)

• Communicate with venues and manage logistics

• Handle all final confirmations and questions from suppliers

On your wedding day, here’s what we do behind the scenes:

• Act as the main contact for all suppliers so no one needs to contact you

• Set up and style spaces including furniture placement, tablecloths, candles, name cards, signage and personalised décor

• Repurpose flowers from ceremony to reception to maximise your styling investment

• Coordinate timing and flow so every moment happens seamlessly

• Support and guide your MC and wedding party

• Manage deliveries, set up logistics and supplier arrivals

• Look after VIP family members and guests

• Make sure you’re relaxed, happy and never without a drink in hand

• Discreetly solve any last-minute changes or challenges

• Assist with any personal requests you may have throughout the day

• Stay until everything is exactly as planned

We create a calm, stress-free experience by ensuring every supplier has the master run sheet, logistics notes and floor plan in advance so everyone works from the same plan. We don’t just show up — we are there with purpose, structure and genuine care to make sure your day is unforgettable for all the right reasons.

Think of us as the calm behind the scenes — your support team from start to finish.

If you want to enjoy your wedding day without being asked 47 questions before midday, then yeah you probably do.

A coordinator is for couples who want to actually be present on their wedding day, not run it.
Someone has to manage suppliers, cue your entrance song, set table settings, move flowers, track the timeline, make sure all the vegans and gluten-free guests are sorted, make sure you have a cake knife, light the candles, find the missing groomsmen, calm the nerves and make sure everything happens when it should.
If that person isn’t us, it usually ends up being… you, your mum or your maid of honour (and they deserve to enjoy the day too).

And it’s not just the wedding day -the lead-up can be overwhelming. Final confirmations, supplier emails, logistics, timings and all the tiny decisions all start piling up.
That’s where we step in as your calm pre-wedding support so you actually feel excited, not stressed, walking into your day.

So much is invested into your wedding - emotionally, financially and with your time - so having a professional to protect that investment just makes sense.

A coordinator gives you:

• A stress-free wedding day

• A calm, organised lead-up

• One main point of contact for suppliers (not you!)

• Someone to manage setup, styling and logistics

• A professional problem-solver in your corner

• The ability to relax, eat, laugh, dance and enjoy every moment

Even if you’ve done most of the planning but want someone to bring it all together and run the day flawlessly - coordination is exactly what you need.

Still unsure? Send me an email and let’s book in a coffee date!
No pressure to lock anything in. Our goal is just to provide you clarity and ease!

We recommend booking as soon as you know you’d like a coordinator to secure your date and get the most out of our guidance and support.
The sooner we’re on board, the more value we can provide through advice, planning structure and communication leading up to your day.

Planning Packages
This is our full support option. We manage communication directly with your suppliers on your behalf — enquiries, bookings, logistics, updates, timelines and more. We work closely with you through regular planning meetings and open communication to ensure every decision reflects your vision and priorities. We act as the middle woman, removing inbox overload and keeping planning organised, structured and stress-free.

Coordination Packages
Ideal if you have already planned most of your wedding but want a professional to bring everything together. You will manage initial supplier bookings and early communication, but we still provide supplier recommendations and can source quotes for anything you are missing. Throughout your planning, you have unlimited access to us for advice, guidance and support, and we can attend supplier meetings if required.
Communication increases 8 weeks out, and at 4 weeks before your wedding we take over direct communication with your suppliers, confirming all logistics and final details on your behalf so you can relax knowing everything is under control. We then coordinate your wedding day based on your selected package!

Please note: We are incredibly flexible and aim to feel like your wedding best friend throughout the journey. We are here to help as much as we can, and we genuinely encourage our couples to keep us in the loop at every stage so we can provide the best support possible!

If you would like further clarification on which package is right for you, we recommend reaching out via our contact form and booking a consultation. This is always completely complimentary and there is absolutely no obligation to go ahead.
Our aim is always to provide guidance and point you in the right direction so wedding planning feels easy and actually fun!

Gathered Events is a team of experienced coordinators who work closely together. While Bonnie does a majority of weddings, we are proud to have a trusted team that allows us to support multiple couples on the same day without sacrificing quality, care or attention.

If Bonnie is not your lead coordinator on the day, you will be introduced to your dedicated coordinator well in advance so you feel completely comfortable and supported.
You absolutely will not be handed over to a stranger - you’ll be looked after by your other wedding bestie who knows your plans inside and out.
Bonnie remains involved behind the scenes, and together you’ll have double the support and double the attention to detail.

You are always in safe hands with the Gathered Events team — your wedding is treated with the same care, passion and commitment no matter which coordinator is leading on the day!

One hundred percent, yes! Why wouldn’t we?!
We proudly work with all couples and celebrate love in every form. We also of course welcome all cultural and religious traditions.

Whatever is important to you becomes important to us. Your wedding is your story, and we’re here to honour it with heart!

Trust is everything when it comes to choosing your wedding team, and we genuinely care about the couples we work with.
We’re proud of the experience we deliver, but don’t just take our word for it — you can read honest reviews from our couples on our website and on our Google Business profile.
Their words say it best.

Yes! Even in our coorination packages, we offer recommendations and sourcing quotes for you.
We work with an incredible network of trusted, professional suppliers across Victoria or specific wedding location. From florists and photographers to marquee companies and catering, we connect you with the best in the industry. We source suppliers based on your budget, style and priorities, but quality is never sacrificed.

Absolutely!
We are based in Victoria but definitely not limited to it.
We service weddings and events across all of Victoria and are able to travel interstate and internationally.
Wherever you’re celebrating, we’ll be right there with you!

Travel fees may apply depending on location, but we are always transparent and outline these clearly upfront.