Wedding Coordinator

Tips and Advice

Venue Coordinator vs Wedding Coordinator

With wedding season arriving, we want to do our part to make sure all couples have a fun and relaxed wedding day. One of the best ways a couple can ensure this is by hiring a wedding coordinator. Day-of coordinators work hard to make certain couples and their friends and families are able to enjoy everything the wedding day has to offer by taking care of set up and clean up and by managing all the details of the day.

With there being so many  “coordinator” titles in this industry,  many couples end up confused about who does what! We wanted to take a few minutes and explain the differences between a venue coordinator ( or a “venue host” as we like to call them ) and a wedding coordinator to help avoid any confusion or misunderstanding.

Very simply put, a wedding coordinator’s client is you, the couple. A venue coordinator’s client is their manager (the venue). A venue coordinator is there to coordinate anything that relates to the venue; where as a wedding coordinator is there to coordinate anything that relates to your wedding. Most importantly, a wedding coordinator represents you and all of your wishes on the day of your big event.

Both the wedding coordinator and the venue coordinator are very important, but they play very different roles. The roles may overlap slightly, depending on the venue and the wedding coordinator. Our biggest tip is to make sure you discuss specifics with your venue coordinator to guarantee that  everyone is on the same page and to avoid any surprises the day of your wedding.

A venue coordinator will:

  • Give you a tour of the space
  • Book your date
  • Answer questions/explain rules of the space such as “no candles”, or “music off by 11”
  • Create a floor plan
  • Set up table and chairs (this varies greatly depending on the venue and what is included)
  • Organize a tasting, if there is an on-site catering company
  • Provide you a list of vendor partners the venue prefers
  • Unlock the doors
  • Be present during set up, ceremony and/or reception to make sure that all venue regulations are followed
  • Take care of any emergency issues with the venue such as overflowing toilets or blown fuses
  • Ensure that the event ends at the time indicated on the contract
  • Lock up the venue at the end of the evening

A wedding coordinator will:

  • Provide trusted vendor recommendations tailored to your style and budget
  • Partner with you to make sure you stay within your budget
  • Assist with your décor vision, tailoring it to your venue and your budget.
  • Assemble a master timeline and make certain that it is understood and followed by all vendors
  • Review contracts, identify any potential, and ensure all vendors follow through with contractual obligations
  • Answer etiquette questions
  • Keep you on track with your to-do list throughout the planning process
  • Order your rentals
  • Organize and run your dress rehearsal
  • Decorate your ceremony and reception area to your specifications
  • Line up and cue the bridal party and musicians/DJ for your processional
  • Direct and assist guests through ceremony and reception
  • Attend to the needs of the bride and bridal party
  • Distribute final payments and tips to vendors
  • Set out personal items (guestbook, escort cards etc)
  • Coordinate your grand entrance and exit
  • Ensure your photographer knows when all of your special moments will take place
  • Adjust the timeline as necessary and communicate with all of the vendors
  • Coordinate all of the special announcements with the DJ
  • Create a seamless wedding by being your liaison between your family, friends and vendor
  • Clean up your décor and pack up your personal items
  • And most importantly, a day of wedding coordinator will take care of any last minute changes and emergencies that come up on your wedding day

We hope that this break down of responsibilities helps you understand the differences between a venue coordinator and a wedding coordinator and most importantly we hope it helps you prepare for a smooth and picture perfect wedding. And of course, if you find that you would like the benefits and peace of mind that comes with knowing you have a team of professionals there to ensure your plans are executed perfectly, reach out to a local wedding coordinator. Some of our favorites are: Your Perfect Bridesmaid who was featured recently in a Vendor Shout-out  as well as Blush Bridal Events and Soeil Bliss Event Productions