When talking to couples, one of the most common things we hear is, “our venue has a coordinator, so we don’t need a wedding coordinator.” While a venue coordinator is important on your wedding day (some are our good friends!!), their job is vastly different from a wedding coordinator. They sound pretty familiar, but they are totally different. Many brides think they perform the same tasks, since most venues offer a coordinator. Many brides think they don’t need a wedding planner or least a wedding coordinator. Well I’m here to tell you that a venue coordinator and wedding planner have two different jobs.
1. Take Care of the Venue
Venue coordinators are an amazing asset on wedding day. Venue coordinators serves as your point of contact, know the venue inside and out, help with the flow of traffic, making sure the venue is in tip top shape among many other things.
I personally don’t have anything against venue coordinators; they have actually helped me on wedding days. If a venue coordinator tells you that they can handle things on the day of your wedding, they can but only within a certain scope. When a vendor gets lost or the linens are the incorrect color, it is my job to make sure those hiccups don’t become large issues.
If the venue you choose has a venue coordinator, you need one and a wedding planner to be sure that you wedding day goes smoothly. In order to afford any extra stress during your wedding, it’s important to understand what each one does. A venue coordinator’s responsibilities are limited to the venue, but a planner’s job can be endless
2. Take Care of You
While the venue coordinator’s main focus is on the venue, a wedding coordinator focus is on you. Wedding coordinators will know the flow for the entire day from breakfast, hair & makeup, to the last dance and clean up. Wedding coordinators are the go-to for all the wedding vendors and bridal party.
True story… A bridesmaid’s dress was entirely too big for her. She said she tried it on and the seamstress took her measurements. Apparently, she didn’t get them right. Well guess what? The bride called me, not the venue coordinator. I went to go to their suite to hem and take in one side of her dress. I always come with a fully stocked emergency kit for any emergencies that pop up. If Grandma’s dress lost a button or Uncle Joe’s glasses need a screw or the bottom of the groom’s shoe is coming apart are just a few examples of things that pop up that I would take care of.
The venue coordinator main concern is the venue, they are paid employees of the venue . Their main job is to focus on managing their staff, highlighting the venue and giving you a preferred vendor list*, handle your catering needs They are there to make sure that the venue facilities as agreed upon are available to you and your guest.. Venue coordinators will also work with you on the room layout and final invoice. The venue coordinator is only the point of contact between you and the venue staff. Many times the venue coordinator will leave the venue once you cake is cut and served.
3. What Happens During The Ceremony
There are some times when the ceremony and the reception are at two different locations. The venue coordinator will stay on site at the reception location, while your wedding coordinator will be with you every step of the way. If your wedding and reception is at the same location the wedding coordinator will be there to help you.
On your wedding day your wedding coordinator will make sure your officiant is on time, your bridal party knows what to do and where to be and make sure everyone looks good.
4. The Consistency of Personnel
As you start your wedding planning journey, and book your venue the person that you will meet may not be the same person that will be there on your wedding day. It is a common practice among venues.
Also, sometimes venues have frequent turnover among the sales and venue coordinator positions. Weddings are planned and booked way in advance of the event date. So, the person that you build a relationship with might not be with venue when your wedding day comes around.
I have worked with some different venues and many times the person that I meet in the beginning is not the person who I deal with on the day of.
A wedding coordinator/planner is hand selected by you and with I am with you from booking to wedding day. Simply put, the venue coordinator’s client is their manager (the venue) where as a wedding coordinator’s clients is YOU.”
5. What Does the Venue Coordinator Do
Here’s a few things that a venue coordinator will do for you:
- Give you a venue tour
- Book your event date
- Create a floor plan
- Set up tables, chairs, and linens if they are included in the rental
- Give a list of their preferred vendors
- Handle emergencies that may arise with the venue like the AC going out, overflowing toilets, blown breakers, ect
- Organize menu tasting if on-site catering is offered
6.What Wedding Coordinator Will Do
Here’s a list of all the things a Palm Beach wedding coordinator will do for you:
- Assist with décor, vision, and budget that aligns with your venue
- Keep you on track with your to-do list
- Recommend trusted vendors that match your style and budget
- Answer any etiquette questions
- Assist with keeping you on budget
- Review vendor contracts
- Assist with booking any rentals
- Create a master timeline for your wedding party and vendors
- Communicate with your vendors during the planning process
- Coordinate, manage, and run your rehearsal
- Create a backup plan/emergency plan
- Manage vendor load in/out and set ups
- Attend to the wedding party throughout the day
- Set up personal items (guestbook, escort cards, etc)
- Serve as a liaison between you, your family, and your vendors
- Coordinate the processional and recessional for ceremony
- Cue and ensure your DJ, photographer, and videographer are ready for those special moments
- Adjust timeline on the fly if needed
- Come prepared with an emergency kit
- Manage and coordinate the entire day
- Take care of any last-minute changes or emergencies that may happen on your wedding day
We hope that this break down will help you to understand the differences between a venue coordinator and a Palm Beach wedding coordinator.
Don’t Let This Happen to You
True story , I had venue coordinator tell a bride that she didn’t need a wedding planner. Well a week before the wedding the bride and groom had to fire the DJ and I had to help them book another one that same day. The person whom the bride and groom were working with was not the coordinator on the day of their wedding. Last but not least the wedding was running behind and I had to figure out how to shorten the ceremony so we could be on time for the reception. Last but not least, I had to fix the bride’s strap on her dress. If this bride hadn’t hired me, her wedding would have a disaster.
Elegant Events by Michalea only takes on a certain amount of weddings. We want to be sure that we give your wedding our undivided attention. Please don’t hesitate to call, text or shoot us an email today. We would love to help you tell your unique love story.
