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!
