If you’re knee-deep in wedding planning, you’ve probably heard it before: “Don’t worry, our venue comes with a coordinator!” Cue the sigh of relief… until you realize you’re not entirely sure what that actually means. Does that mean you can skip hiring a wedding coordinator? Or do you still need one? Let’s break it down so you can decide what’s best for your big day.
What is a Venue Coordinator?
A venue coordinator is just that: a coordinator who works on behalf of the venue. Their main priority is to ensure that everything within the venue’s scope runs smoothly. Think of them as the “host” of the venue—they know it inside and out and are focused on making sure it’s ready to shine for your big day.
Here’s brief idea of what a venue coordinator typically handles:
Ensuring the venue is properly set up according to your contract.
Managing technical details like lighting, power access, or temperature control.
Overseeing parking, crowd control, maintenance of washroom and cleanliness of property.
Handling venue-specific emergencies (e.g., a power outage or a spill during dinner).
Ensures vendors follow venues policies, safety procedures and legal requirements.
While they’re an invaluable part of your wedding day team, their focus is venue-specific. Their role doesn’t usually extend to the more personal or overarching aspects of your wedding.
What is a Wedding Coordinator?
A wedding coordinator, on the other hand, works for you. Their main focus is to ensure your entire day runs smoothly, from start to finish, so you can relax and actually enjoy yourself. Wedding coordinators are your go-to person for everything, acting as your advocate and point of contact for all vendors, guests, and the venue staff.
Here’s a short description of what a wedding coordinator typically handles:
Managing the full timeline for your day (and adjusting on the fly if needed).
Checking in with you throughout the day to make sure you’re happy, comfortable, and stress-free.
Coordinating all your vendors and loved ones, like ensuring the DJ is ready for speeches or the photographer is in place for your first dance or your bridal party is ready for the grand entrance.
Overseeing personal touches, like placing decor items, ensuring the right song plays at the right time, making sure you have a snack wait for you after ceremony and keeping your bouquet handy for photos.
Troubleshooting anything that comes up; whether it’s a missing boutonnière, a late vendor, or calming down a nervous ring bearer.
Key Differences Between the Two Roles
To make it clearer, let’s compare a few common scenarios where these roles differ:
During Dinner Service:
The venue coordinator ensures the catering team has everything they need to serve meals efficiently and on time.
The wedding coordinator checks in with the couple to see if they need a drink refill, makes sure the MC knows when to start speeches, and confirms the DJ has the right playlist ready for the next transition.
Managing Vendors:
The venue coordinator communicates with staff employed by the venue, and only oversees communication with vendors which directly correlates to the venue (ie. delivery loading areas, decor restrictions).
The wedding coordinator manages all vendors; from the florist to the photographer to the officiant, ensuring they all know where to be, when and if any changes have been made on the go.
Focus Areas:
A venue coordinator’s focus is the venue’s success (making sure their part of your event is flawless).
A wedding coordinator’s focus is your experience and making sure every detail of your vision comes to life.
Why Both Roles Matter
While it may seem like their responsibilities overlap, venue coordinators and wedding coordinators actually complement each other. The venue coordinator ensures the venue operates like a well-oiled machine, while the wedding coordinator ensures you and your guests have a seamless and unforgettable experience.
If you only have a venue coordinator, you’re leaving a lot of the “personal” details and cross-vendor coordination to chance. For example, a venue coordinator might not know you wanted to switch up the timing of speeches or that your uncle (who’s the MC) gets nervous and needs a little extra guidance. A wedding coordinator, however, is there to bridge those gaps and make sure every part of the day aligns with your vision.
Final Thoughts:
Do You Need a Wedding Coordinator When You Have a Venue Coordinator?
If your goal is to enjoy your wedding day without worrying about logistics, timelines, or troubleshooting, then yes - you absolutely need a wedding coordinator. Think of them as your wedding day MVP, ensuring everything goes off without a hitch (and without you even noticing if something does go wrong).
And the best part? A wedding coordinator works for you. They take the time to get to know you, understand your priorities, and make sure your day is as stress-free and magical as possible.
Need help navigating the details? We’re here to make your wedding planning experience as smooth and stress-free as possible. Let’s chat about how we can support you on your wedding day!
Opmerkingen