6, 8 or 10 Hours: How Much Wedding Day Coordination Do You Need?

    Example timelines for each package, so you can see exactly where the hours go before you book.

    Sara WardWritten bySara WardBMEdited byBen Myatt-BocarroHLReviewed byHello Love Team
    4 min readFact checked

    Published: 21 Aug 2026

    Updated 2 Oct 2026

    Couple sharing a kiss on a Sydney beach at sunset

    The short answer

    Most weddings with the ceremony and reception at one venue suit 8 hours of coordination. Choose 6 hours for a shorter or simpler day, and 10 hours if you have a separate ceremony location, a long reception, lots of setup or a regional wedding. Your hours start when your coordinator arrives, usually 2 to 3 hours before the ceremony.

    At a glance

    • Hours are counted from when your coordinator arrives on site to when they leave.
    • Arrival is usually 2 to 3 hours before the ceremony, to meet suppliers and oversee setup.
    • 6 hours typically covers setup, ceremony, photos and the reception up to speeches.
    • 8 hours typically covers setup through to the first dance and the main formalities.
    • 10 hours typically covers setup to the farewell, or a day split across two locations.
    • At Hello Love: 6 hours $1,800, 8 hours $2,000, 10 hours $2,200, each with three planning meetings and a full run sheet.

    What counts towards your coordination hours?

    Your hours run from when your coordinator arrives on the day until they leave. Planning meetings and the run sheet are included separately and don't use your hours.

    On the day, I arrive two to three hours before the ceremony. That time goes on meeting suppliers as they arrive, checking the ceremony and reception setup against the run sheet, placing your styling and personal items, and answering everyone's questions before you get there. Travel between locations during the day counts, because I'm still working.

    • Included separately: three planning meetings, supplier confirmations and your run sheet
    • Counted in your hours: setup, ceremony, photos, the reception and pack-down
    • Worth knowing: if your day runs longer than planned, I can stay on, and we'll agree any extra time before the day

    What does 6 hours of wedding coordination cover?

    Six hours suits a shorter wedding: it typically covers setup, the ceremony, photos, and the reception through to entrances, dinner and speeches.

    Example: 6 hours, 3:00pm ceremony, same venue
    TimeWhat's happening
    12:30pmCoordinator arrives; suppliers start setting up
    1:00–2:30pmCeremony and reception setup, styling and signage placed
    2:30pmGuests arrive; bridal party lined up
    3:00pmCeremony
    3:30–5:00pmCanapés, group photos and couple portraits
    5:15pmGuests seated; entrances
    5:30–6:30pmDinner and speeches
    6:30pmCoordinator hands over to the venue team and MC

    Times are illustrative. Your actual run sheet is built around your venue, suppliers and sunset.

    Good for: micro weddings, lunch receptions, all-inclusive venues where the venue team runs the evening, and couples with a confident MC.

    What does 8 hours of wedding coordination cover?

    Eight hours is the most popular choice: it typically covers setup through the ceremony, photos, dinner, speeches, the cake and the first dance.

    Example: 8 hours, 3:30pm ceremony, same venue
    TimeWhat's happening
    1:00pmCoordinator arrives; supplier setup begins
    1:00–3:00pmCeremony and reception setup, styling, final checks with the venue team
    3:00pmGuests arrive; bridal party and family lined up
    3:30pmCeremony
    4:00–5:30pmCanapés, group photos and couple portraits
    5:45pmGuests seated; bridal party entrance
    6:00–8:00pmDinner, speeches and cake cutting
    8:00pmFirst dance; dance floor opens
    9:00pmCoordinator checks pack-down plans and hands over to the venue team

    Times are illustrative and depend on your venue and suppliers.

    Good for: most weddings where the ceremony and reception are at the same venue, including Sydney garden, harbour and estate venues.

    "I always build the run sheet first and choose the hours second. Once you can see where the day actually goes, the right package is usually obvious."
    Sara WardSara WardFounder & Lead Wedding Day Coordinator, Hello Love

    What does 10 hours of wedding coordination cover?

    Ten hours covers a full wedding day: setup through to the farewell, or a day with the ceremony and reception in different places.

    Example: 10 hours, 3:00pm ceremony at a separate location
    TimeWhat's happening
    12:30pmCoordinator arrives at the reception venue; setup and styling begin
    2:00pmCoordinator moves to the ceremony location; ceremony setup checked
    2:30pmGuests arrive; bridal party lined up
    3:00pmCeremony
    3:30–4:30pmGroup photos; guests transferred to the reception
    4:30–5:30pmCanapés and couple portraits
    5:45pmGuests seated; entrances
    6:00–8:15pmDinner, speeches and cake cutting
    8:15pmFirst dance
    10:00pmFarewell; personal items and gifts packed; coordinator finishes at 10:30pm

    Times are illustrative. Separate locations add setup and travel time, which is why they usually need 10 hours.

    Good for: separate ceremony and reception venues, DIY venues with lots of setup and pack-down, long receptions, and regional weddings in places like the Hunter Valley or the Southern Highlands.

    How do you choose the right number of hours?

    Work back from your ceremony time: add 2 to 3 hours for setup, then decide which reception moments you want your coordinator there for.

    Quick guide
    Your weddingSuggested package
    Micro wedding or lunch reception, one venue6 hours
    Ceremony and reception at one venue, evening reception8 hours
    Ceremony and reception in different places10 hours
    DIY venue (farm, marquee, hall) with setup and pack-down10 hours
    Regional wedding with guest shuttles8 or 10 hours
    Cultural or multi-part ceremony8 or 10 hours

    Frequently asked questions

    Usually 2 to 3 hours before the ceremony, so suppliers can be met and setup checked before guests arrive. For DIY venues or separate locations it can be earlier.

    No. At Hello Love, the three planning meetings, supplier confirmations and your run sheet are included on top of your on-the-day hours.

    We plan the hours around your run sheet so it rarely happens. If you think your day might run long, we can agree extra time in advance.

    Six hours is enough for shorter weddings, such as micro weddings or lunch receptions at one venue. For a full evening reception, 8 hours usually works better.

    At Hello Love, 6 hours is $1,800, 8 hours is $2,000 and 10 hours is $2,200. A travel fee applies outside the Sydney metro area and is confirmed before you book.

    How we researched this

    Written by Sara Ward from her experience building run sheets for weddings across Sydney and regional NSW. The timelines are illustrative examples, not fixed schedules. Prices are Hello Love's published packages as of October 2026.

    Sara Ward

    About the author

    Sara Ward

    Founder & Lead Wedding Day Coordinator, Hello Love

    Sara Ward is the founder and lead coordinator at Hello Love, a Sydney-based wedding day coordination service. She has spent years running weddings across the Sydney CBD, Inner West, Northern Beaches, Southern Highlands and South Coast - from intimate harbourside ceremonies to 200+ guest receptions.

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