I often see couples ask “Do we need a wedding day coordinator if our venue has a coordinator? Is there even a difference?”.
The answer to both questions is, “Yes. Absolutely.”
There are several key differences between the two, but sometimes it’s not immediately clear from the start of your wedding planning experience. The simplest distinction boils down to this:
A venue coordinator works for the venue, and their primary goal is serving and protecting the venue’s interests. As wedding coordinator, I work for YOU. My primary goal is t0 protect you and your wedding day vision.
A venue coordinator can’t fully act as a wedding coordinator because they have different roles and key responsibilities leading up to the wedding day and during the wedding day.
Photo by Steven Dray Photography
While exact responsibilities will differ depending on the service provider and package chosen, here’s an overview of the main differences between a wedding day coordinator and a venue coordinator.
During The Wedding Planning Process
Wedding coordinators work hand in hand with couples to ensure months or weeks leading up to the big day, as well as the wedding day itself, run smoothly. This may differ depending on where in the planning process your coordinator begins assisting you, but coordination typically includes:
helping create a comprehensive wedding day timeline for the marriers, the wedding party, families, and guests, as well as for all vendors
vendor communication relating all the final details of wedding planning
reviewing space usage plans and conducting a final venue walk-through
any necessary meetings related to these items.
Coordinators may also offer customized vendor referrals and partnerships, design and styling advice, contract review, or other additional items. If you want to know how we go above and beyond what a venue coordinator offers, I’d love share the add-ons we offer to our coordination packages in a free consult.
On the other hand, a venue coordinator offers generic guidance and support as it relates to the venue itself, but will be mostly hands off during the planning portion of the wedding process. They may give you a list of approved or recommended vendors to research on your own, and they will be involved in any venue walk through to discuss possible floor plans, but venue coordinators will not be involved in the lead up to the wedding day other than answering any venue-related questions.
The Wedding Day
On the wedding day, wedding coordinators represent the wants and needs of the couple. Venue coordinators represent the property and focus their time on the property itself. It’s important to remember that your contract is with the venue, so the venue’s coordinator’s main focus is the venue and its operations, rather than on you. The venue coordinator is responsible for ensuring that all services and set-ups the venue is contracted to provide are executed. Your wedding coordinator is responsible ensuring that your wedding day vision is executed.
The Wedding Ceremony
Photo by Steven Dray Photography
A venue coordinator will ensure that your on-site ceremony area is set-up and ready as the event floor plan indicates, and most venue coordinators will help move the wedding party from their waiting area to the ceremony location when it is time to begin the wedding as a courtesy, but they have no further responsibility.
A wedding coordinator will attend and direct your wedding ceremony, even if it is not at the same venue as your reception. (This typically includes attending and directing your wedding rehearsal as well!) Coordinators advise marriers and officiants on the proper order of ceremony events, manage the set up of ceremony site by florist, decorators, and any other vendors involved, line up and cuing the family and wedding party for the processional, cue the performers or the DJ and officiant for music timing, and ensure that the ceremony goes smoothly.
The Wedding Reception
The wedding coordinator ensures that the couple is happy and kept in the loop throughout the day’s events, including the wedding reception. Additionally, coordinators set out decor and personal items for the couple such as the guest book, special toasting flutes, etc. Plus, they pack it all up at the end of the night with all of the gifts and cards for safekeeping. Throughout the reception, the coordinator ensures things such as wedding party introductions, toasts, cake cutting, special dances, etc. stay on track. Having a wedding coordinator ensures the venue coordinator can focus on the logistical things related to the venue such as parking, restrooms, power, set up of tables and chairs, in-house catering and bar, and staff. Venue coordinators will likely stay until dinner is underway, while a wedding coordinator stays the entirety of the event and through clean up.
Photo by Steven Dray Photography
A venue coordinator’s role is limited to what happens within the venue, whereas a true wedding coordinator is deeply involved in all the personal details of the wedding, from the planning stages to the execution on the day. And the key difference between a wedding coordinator and a venue coordinator is their relationship with you, the couple getting married! A wedding coordinator’s focus is on making sure your wants and needs are met, whereas a venue coordinator is focused on ensuring the venue is well-maintained and well-represented.
Don’t get me wrong - venue coordinators play an important role in the wedding team because they know the venue’s capabilities intimately. A great venue coordinator is worth their weight in gold, and many of the best ones go over and above what is expected of a venue coordinator, but the bottom line is that a venue coordinator cannot truly be your wedding coordinator.
If you’re ready to focus on celebrating your love on your wedding day and leave the details to us, I’d love to chat more with you!
XOXO,
Ready to relax and enjoy your wedding day? Contact us to learn more about our personalized coordination services!
Photo by Steven Dray Photography