We exhibit at a bridal show a couple of times a year. We love meeting all the newly engaged couples that are looking for ideas and of course are looking for vendors like us to help make their wedding day amazing! One of the things that we have noticed lately, more so than other years, is the influx of people commenting that they don’t need a wedding coordinator, their venue has a day of coordinator included in their price. When we ask what specifically is included, the answer is - “They say they do everything you do, so to not waste our money.” This makes me sad on so many levels because 99% of the time it just isn’t true. And by the time the client figures it out (if they ever do) it is way too late to do anything about it. Keep reading to learn more about what they typical venue coordinator does and what we do.

Venue Coordinator

Also known as a venue manager, and can be merged with a maitre d’ or banquet captain, venue coordinators are working for the venue. That is who is signing their paychecks and who they must keep happy in the end. They handle all of the details specific to the venue - tours, bookings, contracts, communicating with set up staff, banquet staff and housekeeping/maintenance.

Some venue coordinators will do some minor set up of client provided items. Some will do a little more. They will more likely than not leave before the end of your wedding reception and hand you over to someone you have never met before and knows nothing about you or your wedding beyond what their BEO states. Venue coordinators have a high turnover rate so the person you starts with may not be the person you finish with. If there is a dispute or issue that concerns the venue, they will focus on the best outcome for the venue and not you.

Wedding Day Management Specialist

Also known as a wedding coordinator or day of/month of coordinator, wedding day management specialists are working for you, the couple. You are the one signing their paycheck and you are who they must keep happy. They handle ALL of the details for ALL of the vendors including the venue - meeting vendors, reviewing contracts, creating and maintaining the timeline, assisting with all aspects of the wedding day from the minute you wake up until you leave the reception.

Most wedding day management specialists will set up client provided items. The majority of them will stay until the end of the night. If they are working multiple events, you will know in advance and will know and have worked with your lead coordinator prior to the day of. If you have a dispute or issue with the venue they will be your advocate and have your best interests at heart. They know you, know your wedding details and your vision. They know all the things that are the most important to you.

Big Picture

There are some AMAZING venue coordinators out there. They work well with all the vendors, they care for their couples and do way more than the average.

We love working with most of the local venue coordinators!!!! But they don’t do everything we do.

The great ones will welcome an outside coordinator with open arms because they know that they can’t focus all of their attention on the client and they can’t handle all of the details, especially if they are trying to handle multiple events at the same time. They know that by working as a team, nothing will be left to chance, that all the bases will be covered and that any issues will be dealt with quickly and with little to no disruption of the wedding.

If your venue coordinator tells you that you don’t need an outside coordinator, please stop and ask them why. Ask them to provide you a list of duties they execute, in writing. Then use our handy guide to compare what they do versus what we (and most coordinators) do.