Because weddings have countless moving parts, it can be helpful for a couple to have a few helping hands. Wedding planners and venue coordinators are often a saving grace to couples during the busy and important day. Knowing the difference between the two support roles enables the couple to know what help to recruit for the big day and who to ask for what they need.
Venue coordinators advocate for and are employed by the venue. Their primary role is to coordinate the moving parts of the venue’s services so that your event timeline is followed, and impeccable service is delivered throughout your special day. They ensure the footprint is set for your big day, so that when the doors open, your wedding flows naturally.
This starts with the coordinator ordering everything that pertains to the venue space. They ensure that food, linen, glassware, plates, and silver all arrive on time. They’re in charge of your floor plan setup and any room flips you may need. They communicate with vendors throughout the evening to confirm each one is aware of the evening’s events before they take place.
They also create your timeline for food service to protect the venue’s reputation of hot, fresh, and well-served entrees. They lead the event staff in taking care of the guests and ensuring the staff is on-task. They also handle any operation of in-house amenities you may purchase like a television or sound system.
Typically, venue coordinators are only involved in the planning of items that pertain to the venue; however, they may assist you with other needs that may arise like mimosas for the girls, a fan, or extra lighting to do your makeup. Be sure to ask!
Here at Rick’s Boatyard, for example, we love the opportunity to make the dinner plates for our couples, bustle a bride’s dress, or even assist in the creative planning process.
Even with a venue coordinator, we highly recommend hiring a wedding planner. A wedding planner is an advocate for the lovely couple. They find, book, and negotiate with all your vendors to save you money and make it count. They help you stay organized in the planning process from start to finish and can provide much needed clarity as questions arise.
Wedding planners can tell you what task needs taken care of and when in the planning process. And a perk of having their industry experience is their ability to draw from ideas and successes from past events in the industry.
On the day of, wedding planners can handle item pick-ups, decoration styling and creating, decoration setup, and coordinating the rehearsal and ceremony. They also keep track of your wedding party and instruct them on who needs to be where and when.
Lastly and most important, wedding planners will take care of you. They will bustle your dress, make your plate for you, gather personal belongings, assist with photos, and ensure your well-being. Their job is to make your day as stress-free as possible.
If a venue coordinator isn’t provided, a wedding planner can step in and fulfill that position as well. Some wedding planners have grown enough experience to be your florist, cake decorator, or invitation designer. A great wedding planner saves you stress and money and creates time and resources for you to focus on who’s making you the luckiest person in the world.
In conclusion, both wedding planners and venue coordinators play key roles in a worry-free wedding. They provide services that, when coupled, can guarantee you the intimate occasion you’ve always dreamed of. And if you’re looking for a venue with terrific coordinators and staff, feel free to contact us. We’d love to discuss your vision of your special day and share our expertise with you to create it.
As told by Kimberly Miller to Cameron Garvin.
Cameron Garvin is the PR & Marketing Specialist at Rick’s Café Boatyard. He’s represented Rick’s on WISH-TV’s IndyStyle, Fox 59, and IndyStar. When he’s not coordinating events or promoting campaigns, you’ll find him exploring downtown or watching critically-acclaimed films. He graduated with a bachelor’s in Journalism and a concentration in Public Relations from IUPUI.