What’s the difference between a wedding venue coordinator and a wedding planner?
Do I need a wedding planner to coordinate my day if I already have a wedding venue coordinator included?
My biased answer would be hell yes if you want a stress free, relaxed wedding day where you and your guests can be full present soaking everything in with radiant smiles and uplifting laughter. Ultimately the decision is up to you so here is what each roles entails. Having worked as a wedding venue manager at multiple wedding venues over the last 10 years, I know exactly what goes into coordinating a wedding from a venue perspective.
It is common for venues to include their own in-house wedding venue coordinator who are there to manage the venue on your wedding day. A wedding venue coordinator has many hats to wear on a wedding day. They are most likely the lead manager on shift responsible for all the other team members. Having held this role, I understand the complexities and how hard wedding venue managers work. Sometimes you may have a few managers working on your wedding day with an overlap for the busiest parts of the day. Overall the main role of a wedding venue coordinator is to manage everything from the venue side.
Wedding planners who offer on the day coordination services are different as we are there for you as the couple and only you. You have employed them directly to have your back and that’s exactly what they will do. Having a wedding venue coordinator does not mean you should immediately discount a wedding coordinator on the day, they have different roles and different priorities.
Wedding Venue Coordinator Role:
Here are some of the specific roles a wedding venue coordinator will perform on your wedding day. Some of these relate to venues managing their own catering.
Completing open checklists for the wedding venue, all lights and heating & air con on as required. Ensuring they are health & safety compliant and fire checks have been completed.
When all team members have arrived, the wedding venue coordinator will be brief the team, assigning team members role, giving an overview of timings, communication any specific venue requirements such as any pre-ordered drinks.
Overseeing the bar set up, liaising with bar manager/supervisor to ensure all drinks are cold if applicable, counted and ready for drinks reception.
Fruit garnish is ready, glasses are polished. Napkins folded; cutlery polished. Most of these things are done the day before at wedding venues depending on whether they had another wedding. It could be a tight turnaround so there will be certain aspects completed on the morning of the wedding, which you may not see until after your ceremony.
Checking all spaces are clean, tidy and presentable.
When your ceremony is approaching the venue will be preparing for the drinks reception to ensure drinks are served on time. The bar may already be open for guests so an eye on this is required.
Just before you are seated for the meal, they will be ensuring water and wines are ready on the tables and topped up as required.
Checking in with chefs that they are ready for service.
Once guests are seated the wedding venue coordinator will be ensuring staff are in position to serve the meal.
During the food service, the venue will be working hard to deliver the style of food you have pre planned for. Its all-hands-on deck for the meal. This time is usually when evening reception suppliers are arriving and setting up so having your own wedding planner booked ensures these suppliers are taken care of and the next part of the your wedding day is under control.
Other Venue Specific Tasks:
If you have accommodation on site, the venue will be ensuring these are cleaned and ready for your guests.
All furniture that’s been requested is set up.
Escalating any power & electrical problems.
Other problems that wedding venue coordinators may be dealing with include – staff sickness, equipment failure, venue maintenance issues.
Venue signage is out.
I have given very specific examples here, but it goes to show how much venues do behind the scenes.
On The Day Wedding Coordination Services Role - What I do for you:
Our sole responsibility as your wedding coordinator is to look after you with your best interests at the heart of every decision we make. We won’t have a bar, catering team and venue team to manage.
We will liaise between the venue, all the suppliers, your bridal party and most importantly you, ensuring that your vision & feel for the day is always the priority.
If you are having a ceremony at a different location to the reception, then we will be at both venues. The wedding venue coordinator will only be at the reception venue.
We are the main communications between all parties involved in your ceremony. Liaising with the ushers, registrars/celebrants/vicar, guests who may be doing a reading, your bridal party & groomsmen. Most importantly you as a couple are guided through the process.
Oversee the styling & design set up of all your wedding décor, table design, signage and movement of this throughout the day.
Control of overall timeline and the main contact for all wedding suppliers whilst communicating with your Master of Ceremonies for the important announcements and the venue regarding food timings. Or I can make all of these announcements for you.
We reach out to all your wedding suppliers before the day to introduce ourselves and confirm final logistics such as arrival times & power requirements.
Liaising with photographer/videographer for the best shots, making sure they are kept up to date with any time delays & ready for the important parts.
We can meet us as many times as you want away from your venue to chat about your day, brainstorm, build a relationship and enjoy the planning process together!!
We take on all the wedding supplier liaison on the day leaving the venue to ensure spaces are set as requested.
Movement of gifts, your belongings, flowers.
We are the ones to liaise with your wedding venue coordinator and your caterers on the day.
Overall, a wedding venue manager is coordinating your wedding from a venue perspective meaning venue issues could override their ability to stay present for you.
Both roles have the same goal, but possibly wedding planners are more invested in you the couple!!
TOP TIP
Always read your venue contracts, there can be some aspects of the set up that a venue does not do. Especially when it comes to décor and movement of belongings. If you want that extra support on the day then booking a wedding planner will provide complete peace of mind allowing you and your guests to be fully present on your wedding day.
Always here to help
Naomi
xx