Venue Coordinators and Day-of Coordinators… what’s the difference?

When I’m talking with brides, I hear so often that they won’t be needing “coordinating” services the day of their wedding because the “venue provides one”.  Well, before I go any further, it is never my intention to bash anyone or anyone’s job.  I’m simply telling the facts as I’ve seen and heard it.  In fact, a large portion of what I’ve heard has come from fellow vendors who know this industry better than anyone.

Anyway, back to the topic.  When you are choosing a venue, you might pick it because of the way it looks, the way the food tastes, the options it provides, or just because you like the person who’s in charge – hehe.  Some venues may also provide you with an “event coordinator” that will be there on the day of your wedding making sure that all things are running smoothly.  As a bride, you are likely somewhat new to the wedding world and you are sucked in to this amazing thought that someone will be there waving a magic wand around ensuring everything is just perfect.

So what does a venue’s “event coordinator” do?  Well, again I’ll say that all venues are different, but from my experience, they mainly help coordinate the kitchen.  They say when the salad goes out, entrees, etc.  Often they are dealing with more than one wedding at once and most definitely more than one in a weekend.  Their attention is divided between their staff, you, and the other weddings.  Don’t get me wrong, they work very hard and are a great asset and help.  But there are many things they don’t do…

A day-of coordinator, well, this day-of coordinator, starts with guiding you through your rehearsal the night before.  Think about it, you’ve been to several weddings in your life as a guest – can’t be too hard, right?  Well, who walks first?  When does the next person start?  What side do the men stand on?  Do the groomsmen usher the bridesmaids too?  When does the flower girl go?  How do I know when the music changes for the bride? It’s not hard, but when you’ve got your whole bridal party spitting out their own opinions, it helps to have someone with the answers.

The next day, at the wedding, the day-of coordinator arrives about two hours before the ceremony begins.  They are there when the bridal arrives, they make sure the bride and groom don’t see each other (if requested).  They are assisting the photographer, videographer and florist.  They also make sure your guests are being welcomed, your ushers are seating everyone properly, and everyone is lined-up and ready on time.

From there, they usually head over to the reception site to get things decorated (if they haven’t been already) and ready for the arrival of the first guests for cocktails.  They make sure the DJ is set-up and ready to go and all other aspects are on-schedule.

Phew – are you still with me?

Once the reception kicks off, the bridal party is lined up by the coordinator according to the DJ’s list for introductions, individuals giving toasts know where they are going and if there is a blessing, the person giving it is prompted.  The coordinator then gives the heads up to the “event coordinator” to start the dinner process.  As all of this is going on, the coordinator is making sure the cake is ready to be cut and the rest of your planned events are prepared.  They can make sure your gifts and cards are secure and really anything else you can think of.

Throughout the entire day, they are at your beck-and-call for anything you need.  You and your wedding is their only priority.

Again, I have to say, an event coordinator is a huge help and I’m grateful to get to work with one.  But there is so much a day-of coordinator does that an event coordinator can’t.  Hopefully I’ve made it clearer.  Or I’ve just been rambling.  Let me know what you think in the comments below.

Either way, we’ve got a Star Wars marathon planned for today so I’m off.  Hope everyone is enjoying their Saturday.  The 9/11 families and friends are in our thoughts today.

Cheers,