What is the difference between a Venue Coordinator and Wedding Planner?

Updated: Feb 18

Planning to have a wedding can be fun and exciting! It can also be an experience that will leave you feeling overwhelmed. With a to-do list that’s a mile long, there’s nothing more reassuring than having someone with experience around to ensure your special day runs smoothly. Two popular choices for wedding assistance include venue coordinators and wedding coordinators. You may be thinking, Well, aren’t they the same thing? While there are some similarities in the roles, when choosing which to hire, there are many things to consider to choose that will best fit your needs.

The venue coordinator and wedding coordinator may have similar responsibilities. However, the capacities of each role can be quite different. The venue coordinator is just that – a coordinator who works for the venue and manages the staff and details specifically associated with that venue. The wedding coordinator, on the other hand, works for you. They work behind the scenes on your wedding day and essentially run the show. Regardless of whether you choose to hire, it is important to understand your specific coordinator's role and responsibilities, which will vary from one coordinator to another.

The venue coordinator's general role is to serve as the point of contact between you and the rest of the venue staff and to take on the responsibility of handling any venue-related services. They will typically begin by offering you a venue tour and will assist you in making selections from the venue's services. If the venue offers catering, the venue coordinator will arrange for tastings and ensure food and drinks are properly served on the wedding day. If tables and chairs are included in your venue contract, the venue coordinator is responsible for a basic setup. While the venue coordinator will most likely offer a list of preferred vendors and make sure vendors and guests follow contract rules and regulations, they are typically not held responsible for making arrangements for any third-party services. Something else to consider when thinking about hiring a venue coordinator is their wedding day availability. The venue coordinator may be available throughout the entire wedding, and it is also possible they will leave the party after the last piece of cake is served. Ask questions to understand better what role your venue coordinator will play. If you are looking for someone to coordinate your wedding's general, venue-related details, you should look into hiring a venue coordinator. If you are looking for someone to handle the finer details of your wedding day, a venue coordinator may fall short of your expectations. In this case, a wedding coordinator may be a better choice for you.

A wedding coordinator will ensure the bride’s only job on her wedding day is to tie the knot. Wedding coordinators are responsible for handling the wedding logistics and work with all involved parties, from bridesmaids to vendors, to make sure the wedding runs smoothly. You will go over your wedding plans and details months or even weeks before the wedding with a wedding coordinator. If you need recommendations for things such as linen rentals, your wedding coordinator may be able to help! The wedding coordinator will work with you to plan those grueling wedding day details, such as the seating chart and wedding events timeline. Wedding coordinators can provide you with wedding day advice on how long the ceremony should last or when the DJ should open the dance floor. Once your wedding day arrives, the wedding coordinator will put all of your planning into action. They will make sure everything is in its place, from the centerpieces on the tables to the best man giving the toast. Details, such as guest seating, will be out of your hands and left to the wedding coordinator. They will keep the day moving along, ensuring all parts of the wedding start and end on time. The wedding coordinator will coordinate with vendors to arrange for proper drop-off and pickup and will stay around until the very last detail has been finalized so that you can relax and enjoy your special day.

Making the choice of which type of assistance you will need on your wedding day can be a difficult decision to make. When doing so, decide what tasks you can take care of on your own and with which tasks you will need assistance. Be sure to do your research and ask questions as you decide which choice is best for you. Whether you choose to hire a venue coordinator or a wedding coordinator, keep in mind that the planning is for your wedding. You are ultimately the most important decision-maker in this process. Consider your wedding needs, review and understand any contracts, and hire a professional who will ease the burden so that you can let go of the details and cherish every moment of your special day.

Entyse Lyfe is here to guide you in deciding what ceremony is right for you as a couple during these funky times. There are so many options and so many details to sort out. Our goal is to help you achieve the wedding of your dreams. Please register for an online Wedding Workshop with us to learn more.

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