Wedding Coordinator vs Venue Coordinator
The number one question we hear often is, “My venue has a coordinator, do I need another coordinator?” The short and honest answer, “probably”. The reason I say probably is because some couples really don’t have a necessary need for a coordinator, and that’s OKAY. Yes, as a wedding planner and coordinator, I’m saying it’s okay to not hire another coordinator. If you don’t have a bridal party, or a super late reception, or a small guest count you may not need one. BUT, do we highly highly recommend it, YES YES YES (you’ll see why). However, we understand not everyone has that immediate need (which is why we have our Wedding Management and Timeline Curation Packages)!
Now! Back to the big topic, Wedding Coordinator vs Venue Coordinator, and what do they do?
Let’s start with Wedding Coordinators. For us, as coordinators we start planning and organizing with the couple 2 months out (sometimes more) from the big day. We really take the time to hear their vision, and all of their details, so that everything runs according to plan. Once we have all of the vendor details we will reach out to each of them to introduce ourselves, or say Hi! if we’ve worked with them before. We gather all of their needs for the day like load in time, departure time, what they need at the venue to efficiently work for the day, and if they play a big role in the timeline (like the photographer, videographer and DJ) we make sure that it’s a timeline everyone can agree on. We work closely with the vendors to ensure we can assist them as needed as well!
When it comes time for the big day, we’ll attend rehearsal and typically run it. If it’s in a church, we don’t like to step on toes, but we will introduce ourselves to their contact and see what role they would like us to play. If they have a certain way of doing things we are happy to step back and assist in calling names and directing your party on where to go, but we usually let them take the reins but still attend so we can introduce ourselves to your friends and family! If your ceremony isn’t in a church, we will take the lead, introduce ourselves, direct people where to stand and sit, how to walk down the aisle, and then we’ll turn it over to your officiant to run through the order of the ceremony so your party holding the rings knows when it’s their time to hand them over.
On the big day, we will plan our time for arrival based on the venue’s opening time, and what time works best for your vendor's arrival. We’ll begin by counting tables and chairs, making sure the floorplans align properly. We can set up your personal decor like table numbers, signs, memorial tables, any DIY decor, menus, escort cards or seating chart! We’ll check in with all the vendors when they arrive to see if they need anything, or if they want to cover any additional details with us. When it’s time for photos we can assist in getting personal floral out to who needs them, and pin on the boutonnieres.
When your guests begin to arrive we’ll welcome them and direct them where to go for the ceremony. When the ceremony is ready to begin, we’ll line up the processional line, and connect with the DJ or musician for the music cues and send everyone down the aisle as we planned. If you’re a bride, and it’s your turn to walk down the aisle we will hand you your bouquet, fluff your dress, adjust your veil, and let you know when it’s your turn!
When it’s time for cocktail hour and the reception to begin, we’re making sure everyone is all good, we’ll get the couple their favorite drinks, make sure some apps are set aside and about 15 minutes before introductions we pull you two so you can sit down together and relax in a private space before dinner! When it’s time for introductions we’ll assist the DJ in getting the wedding party where they need to be and organized, we’ll start intros, cake cutting, speeches and a prayer before dinner (if that’s your thing!) and give the cue to the venue coordinator or kitchen staff when we’re ready for dinner!
After dinner we’ll get our couple ready for the first dance and any other special dances! If you’re doing anything else special during the reception we make sure that happens and then once the dancing begins the floor is for the DJ and all important pieces are done, so we depart and let you dance the night away!
WHEW… that sounds like a lot, because it is a lot! As wedding coordinators we want to make sure you two, your family and friends get to enjoy themselves.
Now let’s get to Venue Coordinators. Your venue coordinator is usually the person you meet when you first tour your venue, or when you book the venue! They are usually in charge of all things venue related. They will show you options for your floor plan, and layout, they will work with you on your BEO sheet for all food and beverages you’ll be serving and finalize your catering invoice. They will manage the venue staff to set up your tables and chairs per your floor plan the chef to produce your meals, and the bartenders to serve the proper drinks, their staff will ensure the table is set properly for dinner, and of course will assist with any venue related questions comments or concerns!
Usually they will not manage your timeline outside of their responsibilities of the venue like lining your people up for the ceremony, or telling the DJ it’s time for introductions and dances. These more specific details aren’t typically in their duty of work.
Something also to note, is that your venue coordinator may say that they will call your vendors, and make a timeline for you - and what they actually mean, is that they will confirm with your vendors of what time they will arrive, and confirm that they know when dinner is starting and when the reception ends.
Now some venue coordinators will assist in SOME set up of your personal decor, we’ve seen a few times that venue coordinators have set up escort cards and table numbers, but usually that’s about it, and sometimes they even have a FEE to pay in order for them to do “day of coordinating” and while we love our venue coordinators we have worked with so much, they are usually not the same thing.
The most important thing to note here is that WE LOVE OUR VENUE COORDINATORS, they do the work that we aren’t trained for with their venue. But we work hand in hand, all of your vendors, to create a beautiful and stress free day for you.
