Wedding Coordinator VS. Venue Coordinator

It’s time to get the show on the road and start the wedding planning. As you’re scouting out venues and touring our property, the word “venue coordinator” or “in-house coordination” is bound to pop up. What does this mean? Is it the same as as wedding planner? Where is J-Lo in all of this? If you’re not in the industry or have helped plan your sister’s wedding, this can be a bit confusing.  Here are a few key differences in what a venue coordinator does for you vs. what an actual wedding coordinator is hired to do.

In Short: A wedding coordinator, whether you hire a planner for the duration of your planning or just for day of,  will be by your side all day and night to answer any last minute questions, to make sure you are never without a fresh drink, and to help with any unforeseen issues that may arise. A venue coordinator will be focused on the logistical and operational side to your wedding while checking in with you to follow the timeline. The venue coordinators biggest task is to facilitate the VENUE side of your big day.

In Detail:

1.Venue! 

Venue Coordinator- We are responsible for delivering your contracted items. We are here to make sure your tables, chairs, and linens are set up accurately in our facility. We work directly with our operations team in banquets and the kitchen to ensure that we are delivering the proper quality and numbers in regards to food and bar.

Wedding Coordinator- A Wedding Coordinator becomes responsible for everything the venue has to offer PLUS all vendors you have hired and logistics you have planned for. They become the lead contact for the venue coordinator, operations team, all vendors, YOU AND YOUR FAMILY. Wedding Coordinator’s make sure your hired vendors arrive on time with the correct items to the right place! The Wedding Coordinator will set up and take down any decorations. They will follow a diagram and make sure everything is in the right place. They will even gather your gifts at the end of the night and be sure they arrive to your room safely….they will even order you late night pizza!

2.Vendors!

Venue Coordinator- We provide you a list of our preferred vendors. These are some of our favorite people and companies to work with that give our clients quality & amazing results! The venue coordinator will not negotiate contracts with vendors and they will not handle the vendors the day of.

Wedding Coordinator- A wedding coordinator will help you pick your vendors based on your budget, personality, and vision. They will meetings with vendors  and help make decor and design decisions with you.  A Wedding Coordinator is the main point of contact for the vendors. If a vendor is lost or forgot a bouquet, they will be in contact with the coordinator. They will also distribute final payments and tips to the vendors day of your wedding. There is no way you want to be getting your hair done and enjoying your time with your bridesmaids and having a florist call you to tell you that she forgot half your flowers. Leave that frantic call to your coordinator.

3. Timeline!

Venue Coordinator- Our Event Managers will create an operational timeline for you are  and also our teams. The timeline includes: ceremony start time, meal times, bar times, cake cutting, toasts, first dance, and tear down.

Wedding Coordinator- You can expect a Wedding Coordinator to create a detailed timeline involving EVERYTHING for your wedding day. It includes but not limited to: your arrival time, hair & make up schedule, all vendor arrival times, meals, photo times, first look, when important family needs to arrive, ceremony start time, cocktail hour,  DJ start time, all dances, all toasts, cake cutting, bouquet toss, grand exit, etc. A wedding coordinator will also send out the timeline to your family and bridal party to ensure everyone, including your always late brother, actually shows up on time for your wedding! The goal of the wedding coordinator is to always know every single thing happening to every single person involved in your wedding.

4.Ceremony!

Venue Coordinator-  It’s time! Our Venue Coordinator’s will line up your bridal party as practiced in the rehearsal. We are cuing the DJ or band for any song changes and will let you know when it’s time to start walking down the aisle.

Wedding Coordinator- Before the start time they will set out any decor at the ceremony site. They will check with the vendors and confirm that they are ready to start on time and have everything they need. The Wedding Coordinator will also line up your bridal party and communicate with the music for perfect timing. After the ceremony the Wedding Coordinator will assist with getting you to your sunset photos, bringing you and your husband your favorite cocktails and appetizers!

5.Reception!

Venue Coordinator- We will be making sure all food is out according to your timeline and contract. Our venue coordinators make sure you get a plate of your delicious meal. We also communicate with the DJ/MC about any announcements, toasts, and music cues. During the reception we are focusing on our operations to ensure an amazing quality of service. We also will be reminding you and your groom when to cut the cut, champagne toasts, dances etc.

Wedding Coordinator- The reception is the wedding coordinators time to shine. Before the reception they will have made sure all the are candles lit, the linen color is correct, and the decor is set in the right place. The wedding coordinator will set out and check all escort cards and seating charts. They spend their reception time making sure the newlyweds, parents, and bridal party are all happy with their food and service and will report back to the venue coordinator or banquet manager if any changes need to be made. They also cue anyone involved in a toast or dance when to get ready, where to stand, and when it’s time to start. The wedding coordinator is communicating with the DJ/MC about the timeline and will make any time changes necessary. The wedding coordinator will collect all the gifts & envelopes and place them in a pre-determined safe place.

SO, A Venue Coordinator is focused on ensuring everyone from the venue is giving you exactly what you contracted. We are making sure our food and quality of service is above our standards and exceeding you and your Mother-in-laws expectations. A Wedding Coordinator is going to be helping you with all aspects of the wedding including decor, bridal party, and any situations that may occur. Any issues with your dress, bridal party or even guests switching tables, will fall on the wedding coordinator. J.Lo may not be on our preferred wedding coordinator list but reach out to your sales manager for our recommendations!

 

How to include your Mother & Mother-in-law in your Wedding!

When you marry someone you marry their entire family, so making sure you’re not leaving anyone out is very important for your wedding! Even if you have an amazing mother & mother-in-law it can be hard to keep them feeling included throughout the wedding process.  Don’t let them get lost in the shuffle while you’re picking out bridesmaids dresses & tuxes. Here are a few tips to include your mother’s in your big day!

1.  Acknowledge their traditions

Find out what’s important to them in order to incorporate it throughout your wedding. It may be adding a unity candle ceremony or something small like playing their wedding song. One of our brides even wore her grandmother’s wedding gown for a special addition to her wedding day!

2.  Take her dress shopping

Take a day and go dress shopping for HER. When you’re picking out your bridesmaids’ gown colors – think about what your mother & mother-in-law want to wear. What would they not want to wear? Don’t forget they are in just as many pictures as the rest of the bridal party. Make a day of it; take them dress shopping!

3. Make them feel like “one of the girls”

It’s your Wedding Day!! All your best friend, siblings & favorite cousins are excited to see you!  Don’t forget to include your mothers in hair, make-up, and of course…..popping the champagne!! Invite them to get ready with you and your bridesmaids!

4.  Have her son walk her down the aisle 

Grooms, it’s time to walk your mom down the aisle. Show off her beautiful gown and escort her to her seat. It’ll take the stress off of walking down the aisle alone and give her an entrance to the ceremony! She’s important, too!

5. Dance with her

Make sure she gets on the dance floor! Whether you have a planned mother and son dance or, you request her favorite song, make sure she is out there dancing.  Brides, you can even include your mom too and surprise your guests with a choreographed mother-daughter dance!

6. Thank her! 

Giving her a gift is one thing but take it a step further and publicly thank her at your reception! Your mother & mother-in-law have helped you so much to get you to this day….. make sure it gets noticed.

 

Hello, Wedding & Event Center!

Hello, from  our beautifully renovated Wedding & Event Center! This past weekend we hosted an Open House to showcase the updated space. Cheryl, from Yellow Umbrella Events coordinated and executed a brilliant event featuring 14 Austin vendors who transformed our Wedding & Event Center into a house of radiant designs and local talent.

Let’s start with dessert first!  Simon Lee Bakery designed magnificent and tasty cakes for our Brides & Groom’s to try! Not only did the cakes, chocolate covered strawberries and chocolate pretzels taste amazing, but they looked it!

We love giving our Brides & Grooms options for their Wedding Day. One option we wanted to help visualize is an indoor ceremony location. The ivory stone gives a great backdrop that any draping, and of course florals, can enhance for a gorgeous ceremony spot. Unique Design and Events  chose coral draping to pop in the tans and browns in the room.  The Flower Studio  complimented the coral draping with assorted white florals and blush aisle decor.

For our Brides, Signature Bridal Salon created a pop-up shop with beautiful bridal gowns and bridesmaids dresses.  There were gowns for every type of Bride from ball gown to fit and flare and even a knee length wedding dress!

Decor, decor, decor! Loot Vintage Rentals created a centerpiece farm table filled with copper flatware & wine cups,  ivory lace chargers, and a frayed napkin for a rustic chic look. The Flower Studio mixed short simple vases and tall full bouquets to add contemporary elegance to the table.

Loot Vintage Rentals brought another piece of elegance to our Open House. They recreated their Tarrytown Lounge in our Wedding & Event Center to create a stylish and comfortable area to enjoy the food & drinks!

Throughout the space, Premiere Events  added glitz with their gold, navy, and blush sequined linen!

By His Grace Hand Lettering provided all the signage, flyers, and invitations for the event!

All in all, it was such an amazing event! We could not have done it without all of the vendors that participated!


Yellow Umbrella Events

Jerry Hayes Photography 

Simon Lee Bakery

Loot Vintage Rentals

Unique Design & Events

The Flower Studio

Premiere Events

By His Grace Hand Lettering

Texas DJ Pro

Signature Bridal Salon 

Nicole Shultz Hair & Makeup 

Jennifer Weems Photography

Forever Photography Studio

Cigars & Rollers 


 

Blush & Sequined Wedding!

Aris & Lear said their “I do’s” under our beautiful Arbor overlooking Lake Travis. They chose Terra Vista Strings as their string duo to create a delightful  and personalized ambiance to walk down the aisle to. They had a sweet and intimate service with a special unity candle ceremony.  After the couple became Mr. & Mrs. they took their friends and family to our Travis Room for a lively reception!

 Throughout their wedding they  incorporated soft blushes, ivories, and gold sequins to pop against the shades of blue in the lake. Their bridal party took photos all throughout our Vintage Villas Property.

Aris & Lear had a dazzling reception- literally! They filled our Travis Room with fun sequined linens, chair ties, and photo backdrop!  They had lots of fun additions for their guests such as flip flops for the dancers, Polaroid camera guest book, and take away wedding cake! 

Congratulations Aris & Lear on a beautiful Wedding Day!


Vendor List:

Wedding Planner: Events by Laqua

Officiant: Stephen Simmons

Vintage Villas Sales Manager: Salien Maknojia

Photographer: Jessica Chandler Photography

Florist: HEB 620 Florals

Ceremony Musicians: Terra Vista Strings

Reception Music: R5 Entertainment

You’re Invited to Our Open House!

Join us for Open House showcasing our newly renovated Events Center featuring some of our favorite menu items, refreshing drinks, and a chance to win prizes from local vendors!

Please RSVP or send any questions to Sales@vintagevillas.com or call us at 512.220.0185

We hope to see you there!!

Congratulations Annie & Jonathan!

Annie & Jonathan tied the knot this past March in our beautifully renovated Events Center. The sweet couple said their “I dos” under our vintage Gazebo with an amazing view of Lake Travis!

Annie & Jonathan focused on having an intimate ceremony with a few special guests! Annie’s Father, Mark, officiated the marriage creating a very personal and precious ceremony. The couple decided not to have a bridal party but Jonathan kept his best friend in the Wedding!

The fun never stopped with Annie & Jonathan especially with their first dance! Annie had a  dress change into an adorable short Wedding Dress and the two danced away with their great moves.

The guests enjoyed tasting our delicious Lakeside Brunch Menu with a few custom menu choices courtesy of Chef Steve!

~Crispy Brie Phyllo Tartlets with Pistachio and Rasberry Jam ~

~Lobster Tail Thermadore ~

~Lakeside Brunch Menu ~

The guests danced the afternoon away with the Jazzline Conspiracy Band! We are so happy for our amazing couple! Congratulations again, Annie & Jonathan!

Florals and Centerpieces beautifully designed and created by Jennifer Frost from The Arthouse ~Bloody Mary Bar Options ~ Cake by Blue Note Bakery!

Photography by Matt Montalvo Photgraphy! 

 

Attention to Details

Sometimes it’s the little details and finishing touches that make a wedding memorable and complete! Samantha & Charles created an elegant atmosphere in our Travis Room with a soft white and gold color scheme.  It was truly in their sweet messages and simple shabby chic decor that left us with a charming impression. Their attention to details ultimately resulted in a truly romantic wedding. new-blog-5 new-blog-12 new-blog-1 new-blog-2 new-blog-4 new-blog-3 new-blog-10   new-blog-6 new-blog-9

Blair & Darren’s Wedding

Meet our adorable couple, Blair & Darren!                                                                         These two lovebirds enjoyed a beautiful sunset wedding reception at Vintage Villas and were nothing but love and joy on this very special day! The happy couple were both very  involved in making their day memorable. Blair’s DIY decor was simply charming which really emphasized her personality! Darren contributed as well with a delicious custom bacon wrapped chicken hors d’oeuvre that left guests wanting more.“Blair and Darren’s sincere excitement and attitude towards their wedding was inspiring and made them a pleasure to work with!”  Amy                                                                          

Congratulations to Mr & Mrs. DaGian!

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Vintage Villas goes Bohemian

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Amazing Photo shoot by Photography by Laceymarie. ” I definitely pushed myself out of my comfort zone with this vision, but that is where the magic happens, right… when you step out of your comfort zone! Acting as creative director, coordinator, and photographer it was incredible to work alongside and create together with some incredible talent”

 Lacey Clayton Melguizo

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Photographer:  Photography by Laceymarie// Floral Designer: Anthemum // Calligrapher: August & Ember// Event Designer: Bee Lavish// Jewelry:Elizabeth Crandall Jewelry// Hair Stylist:Hair by Lauren Lee// Dress Store: Serendipity Bridal// Bakery: Simply Delicious Custom Cakes// Reception Venue: Vintage Villas Hotel & Events/

For more pictures and inspiration follow the link below

 www.thetrendnfemale.com