It’s time to get the show on the road and start the wedding planning. As your 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 thing as as Wedding Coordinator? Where is J-Lo in all of this? If you’re not in the industry or 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. a wedding coordinator.
- 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.
Wedding Coordinator- A Wedding Coordinator becomes responsible for everything the venue has to offer. They become the lead contact for the venue coordinator, operations team, and you. Wedding Coordinator’s make sure the vendors arrive on time with the correct items to the right place! The Wedding Coordinator will set up and take down of any decorations. They will follow a diagram and make sure everything is in the right place.
- 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!
Wedding Coordinator- A wedding coordinator will help you pick your vendors based on your budget, personality, and vision. They will most likely attend 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 Wedding Coordinator. They will also distribute final payments and tips to the vendors day of your wedding.
- Timeline!
Venue Coordinator- Our Event Managers will create an operational timeline for our team and vendors. 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, 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 never-on-time 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.
- 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 some of the appetizers!
- Reception!
Venue Coordinator- We will be making sure all food is out according to your timeline and contract. Our venue coordinator’s 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 candles lit, the linen color is correct, and the decor is in the right place. The wedding coordinator will set out and check all escort cards and seating charts are out and correct. They spend their reception time making sure the newlyweds, parents, and bridal party are all happy with their food and service. 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, in short, A Venue Coordinator is focused on ensuring the venue is giving you exactly what you contracted. We are making sure our food and service quality is above standards and exceeding your 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 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!
