Wedding Planners vs. Venue Coordinators
What is the difference between a wedding planner and a venue coordinator? We’re glad you asked!
Choosing a venue is one of the most important aspects of planning a wedding. The availability of your desired wedding date, Catering options, and the overall aesthetic of the venue will all play an important role in your decision. However, does having an on-site venue coordinator win you over? “Oh the venue coordinator will handle everything, you don’t need a wedding planner/coordinator.” It sounds really good, but most brides are unaware of the fact that the venue coordinator is solely there for the VENUE, and not for them.
There are some venues that offer day of coordination at an additional fee, but there are also some venues that sell their in-house coordinator as an actual planner. Unless you are in the wedding industry it will probably be hard to tell the difference and we are here to help you with that.
Here are our top 5 key differences between a venue coordinator and a wedding planner:
Venue Coordinators- They are responsible for everything that specifically deals with the venue. If the venue provides catering, their focus is to make sure that the kitchen and wait staff are scheduled according to the needs of the day. Your venue coordinator will not be responsible for your personal wedding day preparations.
Wedding Planners- They are responsible for communicating with the venue coordinator to assure that all of the wedding day venue preparations are made prior to the arrival of your vendors. This also includes providing the coordinator with a list of vendors and scheduling their drop-off and pick- up times according to the loading space. Your wedding planner also double checks with the venue coordinator to make sure that the floor plans for your ceremony, cocktail hour, and the reception are correct based upon your personal desires.
Venue Coordinators- The venue coordinator usually provides a list of preferred vendors for you to choose from. They will not reach out to the vendors to introduce you to them or assist with any communication or questions. The venue coordinator works for the venue and will not be able to attend meetings with your vendors.
Wedding Planners– Your wedding planner will schedule and attend meetings with your vendors upon request (additional fees may apply). After booking, the planner becomes the main point of contact between you and your vendors. If a vendor is lost or running late or is having an emergency, they will contact your wedding planner who will then formulate a plan to make things work. Your wedding planner will give you recommendations based on vendors that they have worked with and have a great rapport with. They will also review your contracts and make recommendations for your protection.
Venue Coordinators- Venues that have in-house catering will provide a timeline solely for the catering staff. Their timeline will be centered solely on when the food will be prepared and served.
Wedding Planners- The wedding planner’s timeline details all aspects of the day from the time that the bride wakes up to the moment that the vendors are returning for break down. A wedding planners timeline also known as our “Wedding Day Bible” features scheduled arrival times for all vendors, when the photos will be taken, what songs will be played for each dance, when the cake will be cut, and even when the wedding favors will be made available to guest.
Venue Coordinators- You’re most likely sharing your venue coordinator with at least 50 other brides. This means delayed responses to phone calls, emails, and issues with scheduling face-to-face meetings outside of normal business hours. It is very unlikely that you will receive a personal cell phone number.
Wedding Planners– Wedding planners (Especially B Astonished Events) make themselves available almost 24/7. Of course there are exceptions, but if you’re having an emergency, you can pick up the phone and send a quick text message or email to your planner.
Venue Coordinators– They may provide their opinion if asked about décor outside of the options that they offer, but they will not assist you with designing your wedding.
Wedding Planners– They will collaborate with you from the beginning to the end to help bring your dream vision to life. They will present linen options, flowers, table set-ups and designs based upon the theme of your wedding and color pallets.
It is very important to know the roles and responsibilities of Wedding Planners and Venue Coordinators at the beginning of your planning process. It would be very disappointing for a bride to assume that the Venue Coordinator will be responsible for planning and executing your wedding rehearsal when they are only responsible for opening the venue.
We hope that this information was helpful!