Let’s talk venue coordinators and wedding coordinators.
Venue coordinators are employed by the venue. They are responsible for the property and bound by venue rules and policies. The wedding coordinator works exclusively for the couple. They represent the couple and their wishes.
Let’s break it down. What is the difference between an on-site venue coordinator and an independent wedding coordinator?
VENUE COORDINATOR RESPONSIBILITIES
Highlight the venue
Provide a preferred list of vendors
Work with the couple on the layout
Address catering needs
Coordinate plans with set up team, chef, and clean up crew
Process the final invoice
The venue coordinator helps plan the big picture, as it relates to the building and property. They work with the wedding day timeline to help create a layout, but they typically do not design or decorate the space, arrange centerpieces, or put out place cards.
A venue coordinator intimately knows the space and might have useful suggestions for flow during the rehearsal. However, they usually do not direct the wedding party or manage the details.
Venue coordinators can recommend vendors, but sometimes the preferred vendor list is outdated. It is important to ask whether the vendors have paid a fee to be on the list, or if they are personally recommended. The venue coordinator does not work with or manage the vendors. They often leave when the meal is served or the cake is cut.
Keep in mind that many venues hold multiple weddings and events simultaneously. There is no guarantee that the same venue coordinator who helped you during the planning process will be the person to support you on the actual wedding day.
Venue coordinators are incredibly helpful with venue related information, such as tables, chairs, catering, technology, layout design, and more. They are the expert on how to best use the space and all the tools available.
Watch for our upcoming post about how to interview a venue coordinator!
WEDDING PLANNER RESPONSIBILITIES
Plan and design the wedding
Create a timeline
Visit venue options and review contracts
Help find, hire, and manage vendors
Prepare for the wedding day
Assist with personal needs, decor, and details
Conduct the rehearsal
Set up the wedding
Organize the grand exit
Take down the wedding decor
The wedding coordinator is there for every single step, from start to finish. They help throughout all phases of planning, selecting a venue, and designing the day. They serve as the main contact to ensure the wedding festivities run smoothly. They conduct the rehearsal, set up, receive, and organize the vendors. The wedding coordinator is usually the last person to leave after the wedding, overseeing proper clean up.
Depending on the planning package, the wedding coordinator is there for the couple’s personal needs. They are accessible and communicative throughout every detail.
It takes a team to plan a wedding! The wedding business is a service industry. Everyone involved should prioritize the couple’s goals, wishes, and needs. Both the venue coordinator and the wedding coordinator should work together to create a beautiful experience.
Planning a wedding is a collaborative process. We need everyone’s knowledge, perspective, and strengths. When we work together as a team, we have everything to execute the perfect event!
Check out our newest podcast episode Wedding Coordinators and Venue Coordinators can be friends!
Check out our next blog post to download our Wedding Venue Interview checklist!