If you’ve just started your wedding planning journey, you may have encountered the terms “venue coordinator” and “wedding coordinator” and questioned what responsibilities they play. Let me distinguish the differences between the two roles and how it’s ideal to have both on your wedding team to create a carefree and memorable day.
Let’s start by breaking down the duties of a venue coordinator. It is important to know that each host site may use a different label to describe this role. Among the most used titles are “Event Director”, “Catering Manager” and “Wedding Specialist”. I have also encountered some fancier descriptions like “Wedding Curator” or “Concierge”. Regardless of the name given, they primarily perform the same key functions. They are there to guide you through the rules and regulations of hosting a wedding at their venue. Most have years of experience in the event industry, so their advice is crucial in aiding you to make sound decisions on the logistics of the day. Here is a synopsis of their job responsibilities.
5 KEY DUTIES OF A VENUE COORDINATOR
- Review and apply the rules and regulations of the venue rental agreement.
- Share best practices of previous weddings held at their venue (for ideas to implement at yours).
- Book all venue walk through appointments such as the layout meeting and rehearsal day/time.
- Respond to protocol questions that vendors, who have not worked at the venue before, may have.
- Staff accordingly to ensure the set-up and execution of your wedding is successful.
Wedding coordinators also have many aliases. If you have ever been confused by the terms “Day-of Coordinator”, “Month-of Coordinator” or “Event Management” just know they are the same thing. These terms essentially concentrate on the coordination and execution of the day itself, not the planning. Wedding coordinators are there through the development and design decision making and can answer questions and suggest ideas, but they do not take on the roles of wedding planner or venue coordinator. Here is a summary of the wedding coordinator role.
5 KEY DUTIES OF A WEDDING COORDINATOR
- Act as a guide in providing etiquette and advice to the couple.
- Confirm arrival/departure times and other vital details directly with the wedding professionals selected.
- Formulate the wedding day timeline and distribute to the vendor team.
- Conduct the ceremony rehearsal in the days leading up to the wedding.
- Coordinate all day-of activities; setting décor, greeting, and directing vendors, troubleshoot issues with discretion, packing gifts and personal items at the end of the night and check-out with the venue coordinator.
BOTTOM LINE
Both these highly experienced professionals will complement each other. They will work together and be essential in creating a stress-free wedding day so you can soak in the love. Look at them as a “package deal” where both are needed so a memorable wedding is the fruit of your wedding planning labor!
Happy Planning,
Janet Marhover
Owner of Hitch Without A Glitch
