Is your Venue’s Coordinator a True Wedding Coordinator?

So you just got engaged! First of all, congrats! Second of all, BEWARE of the venue that advertises a “wedding coordinator included” with the rental fees. 90% of the time, this “perk” is actually a venue coordinator disguised as a wedding coordinator.

I’m not saying don’t book the venue (so don’t panic if you already have), but I am saying to ask the right questions before you fall for this marketing tactic and opt to only use your venue’s coordinator instead of hiring a dedicated wedding coordinator.

We see it and hear it from couples all the time. “My venue includes a coordinator, so I’m not sure if we really need a wedding coordinator.” We get it. That’s how your venue sold it to you! As a “perk”, as a “cost savings.” Or maybe they didn’t even sell it to you. Maybe you saw “coordinator included” in the venue brochure and thought, “PERFECT, we’re covered then!” Even if a venue isn’t trying to trick you, the verbiage can be pretty confusing when wedding planning is a whole new world for you (cue Aladdin). But I hate to break it to you, babe, a venue coordinator is NOT the same as a wedding coordinator. And in this blog, we’re teaching you to spot the difference with a couple of definitions, some tips and tricks, and a little bit of tough love. Because BOTH the venue coordinator and the wedding coordinator are very important, but they have VERY different jobs on your wedding day!

So what is a VENUE coordinator?

A venue coordinator is someone who coordinates the venue (I couldn’t help myself, it’s true). They’re there to open the doors for you in the morning, make sure your taper candles don’t burn the place down, and lock the doors for you after your spectacular grand exit. They’re there to take care of the property- keeping bathrooms clean and stocked, building the schematic for the floorplan you requested, managing in-house food and beverage, and making sure everything your venue does include is executed according to the plan. And that’s GREAT! But beyond that, they’re not really responsible for taking care of YOU, your timeline, your vendors, your decor, your guests… nada (not to mention everything that needs to happen BEFORE your actual wedding day). Are you catching my drift?

Then what is a WEDDING coordinator?

A wedding coordinator is someone who coordinates your wedding (I’m sure you saw that one coming a mile away) and everything that comes along with that. Your venue should ABSOLUTELY have a coordinator or a day of contact at the very least, but that is NOT the same person who will greet you after you say I do with a glass of champagne and make sure you and your new husband have a moment alone together before you join your friends and family at cocktail hour. A venue coordinator ultimately works for the venue. A wedding coordinator ultimately works for YOU! They’re there to make sure your day runs as smoothly as possible and quickly solve problems (because there will always be a surprise or two) before you even realize there’s a problem. They’re there to manage your timeline, make sure your vendors have everything they need, and put everything in your getaway car so you don’t have to come back for it the next day.

How do I know if the “coordinator” included with my venue is a TRUE wedding coordinator, or just the standard venue coordinator? 

You just need to ask the right questions. I’d recommend starting with these 5:

1. Does their pre-wedding process include taking the time to learn all your priorities and full wedding vision?
   • Because a wedding coordinator can’t properly pivot and support your unique vision on the wedding day, if we don’t actually know your priorities and vision ahead of time. 
2. Do they create a timeline for you? Is it DETAILED, or just the basics of key things that will happen?
   • It should be very detailed! I mean all vendor load in and load out times, what time the cake table gets moved or welcome table flips to the favors, and what time your dress change is so we can properly coordinate with photo and DJ day-of.
3. Does their timeline include getting ready and photos, or just what happens at the venue?
   • Because hair and makeup schedules, what time brunch gets delivered, and what time everyone travels from place to place on wedding day is KEY to a successful morning.
4. Do they communicate the timeline with vendors, and implement feedback to perfect it, so the plan works for all vendors and fits your wedding day vision/priorities?
   • One of your wedding coordinator’s MAIN jobs is supporting your vendor team and keeping everyone aligned, FULLY IN SYNC from start to finish. That process starts months before the actual wedding day…
5. Do they know the expectations and agreements you have with each vendor to hold them accountable and ensure the day lives up to your expectations?
   • Your wedding coordinator can’t support OR enforce what they don’t know. Which means actually reading vendor contracts, learning the expectations you have from each vendor, and confirming these are aligned with the services they actually put in their plans for your day.

All this to say, BOTH the venue coordinator and the wedding coordinator are very important people (VIPS if you will), they’re just very different. So, whether you just started looking for a venue or you already found your dream venue, make sure you’re asking the right questions and reading the fine print so you know exactly what support to expect on your wedding day. If you find yourself still needing support, we’ve got you covered. Check out our full free resource HERE to help you determine if your venue’s coordinator is ACTUALLY a wedding coordinator, or better yet, drop us a message HERE! ;)

By Victoria Learman, JJE Client Journey & Partnerships Manager