Venue Coordinator vs. Wedding Planner

Often, we are asked, “What’s the Difference between a Venue Coordinator and a Wedding Planner” or even “Do I need a Venue Coordinator and a Wedding Planner”? Both questions, honest and real, depend on the level of assistance you’ll need on your wedding day as well as the level of detail required to bring your ideas to life. So, let’s dive into the role of each, shall we?

 

WHAT IS A VENUE COORDINATOR:

Venue coordinators are employed by the venue and act as a liaison between the bride and groom and the venue’s operations team (the servers, the maintenance team, etc). Their responsibilities are those pertaining to your experience with the venue. In detail, they manage showcasing the venue, ensuring equipment functions properly (air conditioning, the fire place, etc.) consulting your food and beverage choices, formalizing your catering needs, arranging menu tastings and processing the final invoice.

On wedding day, their focus is delivering their contracted services, exclusively: ensuring the venue set up is accurate [tables, chairs and place setting (plates, not place cards or decor) only], the food is out on time and that break down happens seamlessly. In addition, a Venue Coordinator’s job is complete once the meal is served. This may be an important consideration if you are looking for support for the remainder of the evening or need any assistance with the tear down of items that the venue is not responsible for. Let’s put it simply, your day started in the wee hours of the morning for hair and make-up do you want to then clean confetti bits until 2am? Or would you rather enjoy that time with your Husband at let’s say, your wedding after party?

Remember: while you may have worked with one individual throughout the planning process, there is no guarantee that you will be provided with that same individual on your big day!

 

WEDDING PLANNER:

A professional Wedding Planner is your personal concierge, with a laser focus on every detail - bringing your dream wedding to life.

From the initial planning stages [providing venue options, reviewing contracts, researching and recommending suppliers as well as negotiating pricing] to wedding day preparation, [creating an itinerary/timeline, organizing your ceremony rehearsal, confirming details with all contracted vendors and packing all items at the end of the event] your wedding planner is present for every decision.

Come wedding day, they over-see time management [ceremony, processional, recessional, cocktail hour transition, grand entrance, speeches, dancing etc.], prompt the MC and vendors, troubleshoot and ensure quality control of set up, including personalized details and decor. In addition, a wedding planner will prepare valuable tools for you, such as vendor contact forms, floor plans, set up outlines and MC scripts. Many will take over the reins up to one month out, allowing you to be fully focused on being a bride, enjoying a the last few weeks as an engaged couple with out any stress.

This also goes for “Day of Wedding Coordinators” personally hired by you. While they may come in closer to event day, they work exclusively for you!

 

FINAL THOUGHT:

The main difference lies in this: A venue coordinator works for the needs of the venue, acting out the requirements of your contract in a smooth and timely manner. A wedding planner works for you, ensuring every detail of your day is flawless and orchestrated exactly as you’ve planned.

Listen, this is not meant to demean the role of on-site venue coordinators. They are a VERY IMPORTANT piece to the wedding planning process and I love collaborating with them! But it’s important that couples understand what they are getting in to; avoiding hardship, frustration and disappointment on their big day! Take time to consider your needs and concerns and weigh your options accordingly.

Still have questions about the difference between a wedding planner and a venue coordinator?  Take a look at our packages for a full breakdown on the services we offer! Feel free to compare that list to your venue contract!

Lots of Love,

Ty