When planning your wedding, it’s easy to get confused by all the different roles involved. Two titles that often create confusion are “venue coordinator” and “day-of wedding coordinator.” Though they may sound similar, these professionals have distinct responsibilities, and understanding the difference between them can make all the difference in how smoothly your big day runs. Let’s talk about both roles and how they play a part in your wedding day!
Venue Coordinator
A venue coordinator works for the venue and is there to ensure that everything related to the location itself is running according to plan. Their primary focus is on managing the logistics of the venue. Here’s what you can expect from a venue coordinator, keeping in mind all venues differ in what they offer:
Venue Logistics: They are responsible for everything related to the physical space. This includes ensuring that tables, chairs, and any venue-provided decor are set up and available, as per your finalized floor plans. They’ll also handle lighting, heating, and general maintenance (re-filling toilet paper, cleaning etc)
Food and Beverage: If your venue offers catering and bar services, the coordinator will oversee this, unless the venue has a separate food and beverage manager for events.
Venue Policies: The venue coordinator is there to enforce the venue’s rules and policies, like what time the event must end and how cleanup needs to be handled. They will also lock and unlock the venue for access to vendors and guests alike.
In regards to your wedding, a venue coordinator does not create your timeline or manage the flow of your day. Their responsibility is to ensure the venue’s responsibilities are fulfilled, not to oversee your entire wedding. That is where a wedding coordinator comes in!
Day-of Wedding Coordinator
A wedding coordinator, or day-of wedding coordinator, is your personal advocate throughout the planning process and on your wedding day. We oversee the entire event to ensure it aligns with your vision. Here’s what a wedding coordinator typically handles:
Timeline and Schedule Creation: Your wedding coordinator will build a detailed production schedule and timeline, outlining the order of events for your wedding day, including when to get dressed, when the ceremony starts, when dinner is served, and all the tiny details in between.
Vendor Management: A wedding coordinator communicates with all your vendors, ensuring that they know where to be and when. From your photographer to your DJ, we’ll coordinate all the moving pieces so you don’t have to worry about a thing.
Day-of Logistics: On the big day, your coordinator manages every aspect of the event. We ensure the ceremony starts on time, the reception flows smoothly, and that any issues are addressed without bothering you. We are your go-to problem solver!
Personal Advocate: A wedding coordinator is focused on your personal experience. We’ll help you finalize decor, handle any last-minute changes, and ensure that your vision is executed flawlessly.
While a wedding coordinator works closely with the venue, we don’t manage the venue’s staff or enforce venue policies—that’s the job of the venue coordinator.
Bottom Line
In an ideal world, you’ll have both a venue coordinator and a wedding coordinator. The venue coordinator ensures the venue itself is running smoothly, while your wedding coordinator handles all the details that make your wedding uniquely yours. When they work together, your day will unfold seamlessly, allowing you to enjoy every moment!
Hiring a wedding coordinator (or wedding planner!) ensures you have an expert overseeing the day’s flow, leaving you to focus on what truly matters—celebrating your love!
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