I often hear from Bride’s who are confused by the term Venue Coordinator which are even sometimes advertised as a “Wedding Planner” They assume that this means that they have a “Wedding Planner” and do not need to hire any additional planning assistance. They then find out how much their “Wedding Planner” actually does and end up disappointed in the misunderstanding. There are many similarities in the roles of both the “Venue Coordinator” and a “Wedding Planner”, but there are also many differences I like to explain to couples so that they understand exactly what they are getting in the package. This way you are so much more informed about what to expect from a “Venue Coordinator” and what to expect from hiring the services of a “Wedding Planner”.
The Venue Coordinator
Many venues include a Venue Coordinator to assist you with planning your wedding day. They are employed by the venue and are designated to you to look after the details that the venue provides such as dealing with the catering menu, the layout of the room, ensuring that the decor provided by your venue is in place. Their main focus is on ensuring that all aspects that have been contracted through the venue are carried out exactly as per the agreement. They deal with and manage their staff ensuring that they all know what is expected of them on day of. They will work with you to assist you in creating your day and that is not to say that they will not do anything that doesn’t have to do with the venue, but you should always inquire what additional tasks they will take on such as whether or not they will facilitate your Wedding Rehearsal? A venue coordinator generally does not stay until the very end of the event and would typically leave after the meal has been served and the party and dancing is underway. It is not required of them to be there as there is nothing else that needs to be coordinated to ensure it goes smoothly, You can definitely go to your Venue Coordinator to inquire what the rules and regulation are if you wanted to bring in an Aerial Act as entertainment during your dinner service and would be able to happily answer questions as such. A venue coordinator will generally not take on the task of ensuring that all your additional vendors are showing up on time. This is not to say that all Venue Coordinators are exactly the same and will take on any additional tasks just as a general rule of thumb it is important to know that your Venue Coordinator’s responsibilities tend to be somewhat limited in terms of the entire picture.
The Wedding Planner
The role of the wedding planner is to take care of all aspects of the wedding from decor and design, to budget tracking and everything else in between. Your wedding planner is the one who can meet with wedding vendors and assist you with deciding whether or not to invite Uncle Arthur who tends to be a heavy drinker and not exactly the most friendly to your Aunt Marge when he’s had a few too many. Your Wedding Planner is who you can come to with any question you may have, from the best colour palette to suit your personality to the best place to purchase wedding favours. Wedding Planner’s are wedding experts in many aspects of the entire wedding, They will deal with any problem that may arise on wedding day, facilitate your Ceremony, seat your guests, tidy up venue bathrooms (I don’t know how many times I have cleaned up a venue’s bathroom during a wedding) and so much more! Your wedding planner deals with ALL of your vendors and makes sure that they all know exactly what is expected of them on Day Of. Your wedding planner will typically be there for the entire day of the wedding from morning to the late hours of the night. They will be there to oversee that everyone sets up as well as tears down according to schedule. A wedding planner offers you peace of mind throughout the entire process of the wedding. Your wedding planner will act as a point of contact and will typically work side by side with the venue coordinator to create the wedding day of your dreams.
In summary a venue coordinator and a Wedding planner have very similar roles with the same end desire, a beautiful wedding to go off without any hiccups along the way. Do you need to choose one or the other? In short, No, they can work hand in hand with each other, The Venue Coordinator looking after their staff takes a great big weight off of your wedding planner, allowing them to focus on the finer details of all the other aspects that have been planned during the previous months. The Venue Coordinator can often offer ideas and words of advice to your planner should something go awry, two heads are always better than one! So, should your scratch the wedding planner off the list because you have a venue coordinator? Absolutely not! Unless you are fully prepared to take on the tasks of looking after all of your vendors and delegating one of your faithful wedding party to oversee that everything goes as planned. If this does not sound like a task that you want to take on while you have a million other things on the go on day of, then you should definitely consider the option of having a Wedding Planner to work with your Venue Coordinator.