Let’s Talk Venue Coordinators and Wedding Coordinators
What’s the difference between venue coordinators and wedding coordinators? Let’s explore the two unique roles and learn how they work together to create a beautiful wedding experience.
Photographer: Megan Rae Photography https://www.meganraephotography.com/
Venue: Blackstone Country Club https://blackstonecountryclub.com/events/
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Venue coordinators can recommend vendors, but sometimes the preferred vendor list is outdated.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
- And more!
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. Taking the pressure off the couple, wedding coordinators 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 my newest podcast episode Wedding Coordinators and Venue Coordinators can be friends!
