In almost every consultation my potential clients always ask how a wedding coordinator is different from the coordinator their venue provides. I want to clear up any misconceptions so that brides won't be disappointed or stressed as their day approaches.
Very simply put a wedding coordinator's client is you and your fiance; 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.
I am trying not to sound bias but as a planner myself I know how important it is to have someone by your side from day one. Getting to know my couples on a personal level helps me incorporate their personalities and style into the design and feel of their wedding.
Speaking from experience. Venues tend to have a high turnover rate. My 2010 July bride had her venue coordinator change 3 times during the process. Since we had made changes to the menu and contract this made things a little hectic. I do not want to discount what a venue coordinator does because their job is very important, I am just here to tell you that we have two different roles.
Here is a very limited list to just show you a glimpse of what each will do
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 tables and chairs
- Organize a tasting, if there is an on-site catering company
- Provide you a list of vendors they have partnerships with
- Present during set up to ensure that all venue regulations are followed
- Take care of any emergencies that are associated with the venue such as overflowing toilets
- Assemble a master timeline and ensure it is understood and followed by all vendors
- Review contracts and identify any potential issues. Ensure vendors follow through with contractual obligations
- Direct and assist guests through ceremony and reception
- Organize and run your dress rehearsal
- Create and Design your ceremony and reception
- Line up and cue the bridal party and musicians/DJ for your processional
- Attend to the needs of the bride and bridal party
- Distribute bouquets and boutonnieres
- Distribute final payments and tips to vendors
- Set out personal items (guest book, escort cards etc)
- Coordinate your grand entrance and exit
- Ensure your photographer knows when all of your special moments will take place
- Create a seamless wedding by being your liaison between your family, friends, and vendor
- And most importantly, a day of wedding coordinator will take care of any last minute changes and emergencies that come up on a wedding day (ex., vendors not showing up, transportation issues between ceremony site and reception site, wedding crashers, late starts, missing bridal party members etc.)