Luxury Wedding & Event Coordination · Southern Ontario

Your Day,Perfected.

Hillcrest & Co. is a boutique wedding and event coordination house serving Southern Ontario. From grand ballroom celebrations and vineyard estates to intimate garden vows, we direct every detail with production-grade precision, so you are free to live the day you dreamed up.

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Rudy and Whitney
Whitney & Rudy · Co-Founders
Our Story

Built on a Lifetime of Events

Hillcrest & Co. is a boutique day-of wedding coordination company based in Southern Ontario, Canada. Co-founded by Whitney and Rudy, we bring over 35 years of combined event experience to every celebration, from intimate garden ceremonies to grand ballroom affairs of 250+ guests across the GTA, Hamilton, Niagara, Muskoka, and beyond.

We are Rudy and Whitney, a husband and wife team who have spent our entire lives immersed in the world of events. From corporate stages to intimate celebrations, production rooms to dance floors, this is not just what we do. It is who we are.

Every couple deserves to be fully present on the day of their event, not managing logistics. That is our job. And we are very good at it.

With backgrounds spanning corporate AV production, nonprofit event management, and live entertainment, we bring a rare combination of technical precision, creative vision, and genuine care to every event we touch.

We specialize in weddings of 50–250+ guests across Southern Ontario, from elegant ballroom affairs and vineyard celebrations to rustic barn gatherings and intimate garden ceremonies. Whether your style is classic, modern, cultural, or somewhere in between, our approach adapts to your vision. As a husband-and-wife team, we bring both the technical precision of corporate production and the personal warmth of coordinators who truly care about your day.

35+Years Combined
250+Events Serviced
100%Heart & Soul
What We Offer

Coordination That Feels Like Peace of Mind

Two signature coordination experiences, with a full planning atelier on the horizon. Whether your celebration fills a ballroom of 300 or a garden of 40, the standard is the same: flawless.

Most Popular

Day-Of Essential

From $1,500 CAD
  • Detailed planning consultation
  • Custom event day timeline
  • Vendor confirmations & communication
  • Up to 10 hours on-site coordination
  • Dedicated lead coordinator
  • Emergency kit on hand
Now Booking
Enhanced

Day-Of Premium

From $2,000 CAD
  • Everything in Essential, plus:
  • Ceremony rehearsal coordination
  • Extended on-site hours (12+)
  • Second coordinator included
  • Vendor walkthrough at venue
  • Post-event wrap & item collection
Now Booking
Coming Soon

Full Planning

Custom Quote
  • Week-of coordination
  • Month-of management
  • Full event planning
  • Vendor sourcing & booking
  • Budget management
  • Design & styling guidance
Join Waitlist

Hillcrest & Co. offers day-of wedding coordination services in Southern Ontario starting at $1,500 CAD. Our Essential package includes a dedicated lead coordinator for up to 10 hours on your wedding day, a detailed planning consultation, custom timeline creation, full vendor confirmations and communication, and an emergency kit. Our Premium package adds ceremony rehearsal coordination, a second coordinator, 12+ hours on-site, a venue walkthrough, and post-event wrap-up. We serve the Greater Toronto Area, Hamilton, Burlington, Oakville, Niagara-on-the-Lake, Muskoka, Kitchener-Waterloo, and London, Ontario. Book a complimentary discovery call to discuss your wedding.

Find Your Fit

Tell Us About Your Day. We Will Point You Right.

Four honest questions. Toggle what sounds like your wedding and watch the recommendation take shape. No email required, no obligation.

Every Hillcrest & Co. package includes a detailed consultation, a full wedding day timeline, vendor confirmation in the final weeks, and up to ten hours of on-site coordination.

Our Recommendation

Day-Of Essential

From $1,500 CAD
  • Planning consultation and detailed day-of timeline
  • Vendor confirmation in the final four to six weeks
  • Up to ten hours of on-site coordination
  • Lead coordinator plus assistant, emergency kit in hand

Inquire For Your Date
How It Works

From Inquiry to I Do

Our day-of coordination process follows four steps: an initial discovery call, 4–6 weeks of pre-wedding preparation including vendor reviews and timeline creation, a full ceremony rehearsal, and hands-on coordination throughout your entire wedding day. Here is how it works.

Inquiry & Discovery

Share your wedding details through our inquiry form. We schedule a complimentary discovery call to learn about your vision, venue, and how we can help.

Planning & Preparation

4–6 weeks before your wedding, we review all vendor contracts, create your master timeline, confirm every detail, and conduct a venue walkthrough.

Rehearsal & Final Details

We coordinate your ceremony rehearsal, distribute the final timeline to all vendors and your wedding party, and confirm every last detail.

Your Perfect Day

On your wedding day, we manage everything, from vendor arrivals and timeline execution to problem-solving and every transition, so you can be fully present.

One Day, Held

You Live It. We Run It.

Scroll through a real wedding day, hour by hour. The left side is your day. The fine print underneath is ours.

12:30 PM · Arrival

The Quiet Before

Champagne with your people. Robe photos. A slow morning that stays slow.

Hillcrest, quietlyWe arrive ahead of the first vendor, walk the space end to end, and check every delivery against the timeline and the contracts.

1:00 PM · Vendors

The Build

Hair, makeup, music in the suite. Someone cries a little. Good tears.

Hillcrest, quietlyFlorist, rentals, DJ, photographer: greeted, directed, and cross-checked. Every table measured against the floor plan.

2:30 PM · Details

The Details

Buttons and cufflinks. Private vows read twice. Deep breaths.

Hillcrest, quietlyEscort cards straightened, candles lit, signage set, corsages delivered to the right lapels. The emergency kit stands by.

4:00 PM · Ceremony

The Aisle

Lining up, holding hands, hearing the first notes begin.

Hillcrest, quietlyMusicians cued, officiant briefed, wedding party ordered, doors timed to the minute. We are the last face you see before you walk.

5:00 PM · Cocktails

Golden Hour

First toasts as newlyweds. Golden light. You never see the room change.

Hillcrest, quietlyThe ceremony space flips to dinner behind closed doors. Florals moved, candles reset, kitchen timing reconfirmed.

6:30 PM · Reception

The Entrance

Doors open to applause. Dinner arrives warm. Speeches land on time.

Hillcrest, quietlyGrand entrance queued, service paced course by course, DJ and kitchen synced so nothing ever lands cold.

9:00 PM · The Party

The Dance Floor

Shoes off. All of your favourite people in one room, all night.

Hillcrest, quietlyVendor meals handled, cake staged, shuttles reconfirmed, your grandmother’s purse found and returned.

11:30 PM · Send-Off

The Send-Off

Sparklers, long hugs, one last look back at the room.

Hillcrest, quietlyGifts and personal items secured, décor packed, final vendor sign-offs done. You leave with nothing to carry but each other.

The Rooms We Know

150 Venues. No Surprises.

Between us, years across Southern Ontario's event industry, in coordination, production, and live events, have put our team behind the scenes at these rooms. We know the loading docks, the power panels, and the exact minute the sun hits the terrace.

The full list, by region

Toronto (60)
Peel Region (40)
York Region (25)
Durham Region (5)
Halton & Hamilton (9)
Niagara Region (3)
Destinations · Simcoe County & Muskoka (8)

Familiarity, not affiliation. These are venues our team has worked in across different roles in the event industry, listed to show the depth of experience we bring to yours.

Kind Words

What Clients Are Saying

Whitney had everything under control and executed our décor vision better than we could have imagined. She even made sure I was fed and brought coffee to our bridal party’s hair appointment. Rudy’s band was incredible. Choosing them as our MC was the best decision we made. The entire experience was seamless, fun, and absolutely unforgettable.

Dominika Calhoun Wedding · Boulevard Club

A dynamic team who put their heart and soul into every project. Whitney has an eye for detail, style and elegance. Rudy is resourceful and well connected, bringing your vision to life. We highly recommend their services for a stress-free event.

Ramona Mathew Spokes Autism

I have worked with Whitney on corporate and private events and am always impressed with her professional demeanour, attention to detail and ability to pivot to any circumstance and last minute surprises, and do it with a smile. She and her team care deeply for the work they do and do so with passion and full dedication. I appreciate the personal touch she puts in all her events to ensure her clients and their guests have a memorable experience.

Jake Dheer Corporate & Private Events

Rudy and his team were amazing in every way. Quick to respond, very accommodating, and really took the time to get to know us. We felt so taken care of.

Francine Wedding

Thank you to Rudy and his amazing team for making our wedding day such a fun and memorable one! They were so easy to communicate with and made our night so personal.

Jessica Prak Wedding
Where Are You In The Journey

Two Minutes, Real Clarity.

The Countdown

When Is The Day?

Choose your date and we will tell you exactly where you should be by now, and how many Saturdays stand between you and the aisle.

The Honest Quiz

Do You Actually Need Us?

Common Questions

Frequently Asked

What does a day-of wedding coordinator do?+
A day-of wedding coordinator manages every logistical detail on your wedding day, from timeline management and vendor communication to ceremony oversight and emergency problem-solving, so you can be fully present. Despite the name, coordination actually begins 4–6 weeks before your wedding. At Hillcrest & Co., this pre-event phase includes reviewing all vendor contracts, creating a minute-by-minute timeline, confirming every vendor arrival time, conducting a venue walkthrough, and distributing the final plan to your entire vendor team and wedding party.
How much does a day-of coordinator cost in Ontario?+
Day-of wedding coordination in Ontario typically ranges from $1,200 to $3,500 depending on the scope of services. Hillcrest & Co. offers Day-Of Essential coordination starting at $1,500 CAD and Day-Of Premium at $2,000 CAD, which includes additional services like décor setup, styling, and rehearsal coordination.
What areas does Hillcrest & Co. serve?+
Hillcrest & Co. serves all of Southern Ontario, Canada. Our primary service areas include the Greater Toronto Area (GTA), Mississauga, Hamilton, Burlington, Oakville, Niagara-on-the-Lake, Kitchener-Waterloo, London, Muskoka, and surrounding regions. We’ve coordinated events at venues ranging from Toronto’s Boulevard Club to Niagara vineyard estates to Muskoka lakeside resorts. Whether your venue is in the heart of the city or a countryside estate, we’ll be there.
When should I book a day-of coordinator?+
We recommend booking at least 6–8 months before your wedding date to ensure availability, especially during peak season (May through October). However, we begin active coordination work 4–6 weeks before your event to review all vendor contracts, finalize the timeline, and ensure every detail is accounted for.
Do I still need a coordinator if my venue has one?+
Yes. A venue coordinator and a day-of wedding coordinator serve very different roles. Your venue coordinator manages the venue’s responsibilities: catering service, room setup, and facility logistics. A day-of coordinator like Hillcrest & Co. manages your entire wedding day across all vendors, handles your personal timeline, coordinates your wedding party, manages last-minute changes, and ensures your vision comes to life exactly as planned. We work for you, not the venue. Having both means nothing falls through the cracks.
View All Questions
Get In Touch

Let’s Plan Something Beautiful

Ready to hand over the clipboard and enjoy your day? We would love to hear about your event and see how Hillcrest & Co. can help bring your vision to life.

Phone
(647) 501-1606
Email
hillcrestandcoevents@gmail.com
Based In
Southern Ontario, Canada
Serving
GTA, Hamilton, Niagara, Muskoka & Beyond
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