Understanding the Differences Between a Venue Coordinator and a “Day of Wedding” Coordinator
October 26, 2010
One of the most frequently asked questions wedding coordinators receive is: “Why do I need to hire a wedding coordinator when my venue comes with a coordinator - won't they take care of everything?” The short answer to that question is oftentimes “no”, but many couples don’t find that out until the day of their wedding. We have prepared this cheat sheet to help you understand the many differences between the two. We want to clear up any misconceptions so you are not disappointed (and frantic) on your wedding day!
Very simply put a wedding coordinator’s client is you, the bride and groom; a venue coordinator’s client is their manager (the venue). A venue coordinator is there to coordinate anything that relates to the venue; where as a wedding coordinator is there to coordinate anything that relates to your wedding.
Both a wedding coordinator and venue coordinator are very important, but they play very different roles. The roles may overlap slightly depending on the venue and the wedding coordinator but this list of responsibilities is a good place to start understanding the differences. Most importantly, a Day of Wedding Coordinator represents you and all of your wishes on the day of your big event. Our biggest tip is to make sure you discuss specifics with your venue coordinator to ensure everyone is on the same page and to avoid any surprises the day of your wedding.
A venue coordinator will:
• Give you a tour of the space • Book your date • Answer questions/explain rules of the space such as “no candles”, or “music off by 11” • Create a floor plan • Set up table and chairs • Organize a tasting, if there is an on-site catering company • Provide you a list of vendor partners • Tour the space with you • Unlock the doors • Be present during set up, ceremony and or reception to ensure that all venue regulations are followed • Take care of any emergency issues such as overflowing toilets or blown fuses • Ensure that the event ends at the time indicated on the contract • Lock up the venue at the end of the evening
A day of wedding coordinator will:
• Assemble a master timeline and ensure it is understood and followed by all vendors • Review contracts and identify any potential issues. Ensure vendors follow through with contractual obligations • Direct and assist guests through ceremony and reception • Organize and run your dress rehearsal • Decorate your ceremony and reception to your specifications • Line up and cue the bridal party and musicians/DJ for your processional • Attend to the needs of the bride and bridal party • Distribute bouquets and boutonnieres • Distribute final payments and tips to vendors • Set out personal items (guestbook, escort cards etc) • Coordinate your grand entrance and exit • Ensure your photographer knows when all of your special moments will take place • Adjust the timeline as necessary and communicate with all of the vendors • Coordinate all of the special announcements with the DJ • Create a seamless wedding by being your liaison between your family, friends and vendor • And most importantly, a day of wedding coordinator will take care of any last minute changes and emergencies that come up on your wedding day (i.e., vendors not showing up, transportation issues between ceremony site and reception site, wedding crashers – they do exist and we have dealt with them, late starts, missing bridal party members, etc…)
We hope that this break down of responsibilities helps you understand the differences between a venue coordinator and a wedding coordinator and most importantly we hope it helps you prepare for a smooth and picture perfect wedding. And of course, if you find that you would like the benefits and peace of mind that comes with knowing you have a team of professionals there to ensure your plans are executed perfectly, be sure to contact us for a custom day of coordination quote. You can read about our services and see our rates on our website; www.yourperfectbridesmaid.com. We would love to be Your Perfect Bridesmaid!