As a Vancouver Wedding Coordinator and Event Planner who has also planned my own wedding, I can tell you that many couples embarking upon wedding planning are often unaware of the distinction between a Venue Coordinator and a Wedding Coordinator (also known as a Day-of Coordinator and Month-of Coordinator).
Sometimes couples assume that a Venue Coordinator manages all aspects of their wedding. This assumption can lead to unfulfilled expectations, frustration, and disappointment.
To bring clarity to the matter, let’s delve into the pivotal roles of these two distinct coordinators. While these two roles serve different functions, they are complementary, and together, they can create a successful event.
When looking for a venue, you will first schedule a visit with the venue’s sales team. They will showcase to you the venue’s features and present various packages and services. Once you book the venue, a coordinator will be assigned to you, though it is important to note that this assignment may be handed over to another person at any time. You can communicate with your designated coordinator for any venue-related inquiries.
FOCUS ON THE VENUE:
Venue Coordinator’s role revolves around matters directly related to the VENUE, ensuring that it is accessible and in impeccable condition. Each venue is different. Some venues are more inclusive and may offer in-house catering and bar service, table and chair rentals, linen and more. If for example, tables and chairs are included with your package, the venue would manage the room set-up of those items according to your floor plan and needs. You will not, however, find the Venue Coordinator overseeing YOUR décor set-up, set-up or takedown of your personal items, or overseeing the set-up of your hired vendors.
If your ceremony rehearsal takes place at the venue, the venue coordinator will arrange a suitable time and open the facility for you and orient you with your entrance and exit points. However, it is unlikely that they will facilitate the rehearsal. That part will be managed by your officiant together with your hired wedding coordinator (if you hired one).
CATERING & BAR SERVICE:
If your chosen venue provides catering and bar services, the venue coordinator will work with you to establish the menu and bar preferences. They will also need to know your timeline so that they can tailor it to these services. Catering timeline will outline when canapés and dinner should be served, and when the bar will be serving bubbly or other requested specialty drinks.
Venue Coordinators are present for the duration of their assigned shift. Those with catering and bar service usually work until dinner service begins, at which point they hand over the evening’s management to the banquet manager.
FOCUS ON YOUR VISION:
Think of Wedding Coordinators as the behind-the-scenes wizards dedicated to flawlessly executing every element of your special day. Our role extends beyond the day itself, involving meticulous hand over of your existing plans and coordination in the weeks leading up to your wedding. Our duties are extensive, ranging from supervising vendor setup, fine-tuning temperature and lighting, to focusing on small details, like ensuring the wedding party’s bouquets are free of excess moisture before everyone walks down the aisle. We ensure your wedding day is as stress-free as possible, allowing you to fully savor every moment without worrying about logistics.
During our meetings in the weeks leading up to your wedding, we work with you to craft a comprehensive wedding day timeline. This timeline covers set-up, ceremony, reception, and departure. Creating a well thought out timeline is crucial to ensuring a smooth flow throughout the day and providing a framework for vendors to do their jobs efficiently.
REHEARSAL FACILITATION & WEDDING PARTY INTRO:
We coordinate the wedding rehearsal alongside your officiant, ensuring that everyone is clear on their roles and responsibilities. During this time, we also collect any personal and small décor items you wish for us to bring to the venue, including the guest book, wedding favors, place cards, etc. Additionally, a week before the wedding, we communicate with your wedding party, dispatching an email—and a text message to key members—accompanied by the digital timeline. This ensures everyone is equipped with the schedule and our contact information in case we need to be in touch on the wedding day.
As your coordinators, we liaise with all your vendors prior to the wedding day (including caterers, photographers, florists, decorators, and entertainers) to confirm details, timelines, and expectations. We serve as the primary point of contact for all vendors on the day, ensuring seamless communication and a flawlessly coordinated event.
SET-UP & ON-SITE COORDINATION:
We supervise the set-up of ceremony and reception spaces, addressing any issues that may arise. We take charge of arranging items such as place cards, favours, guest books, candles, and small decorations according to your preferences. Furthermore, we fine-tune factors like music, temperature, lighting levels, and more.
Unlike Venue Coordinators, Wedding Coordinators are present for the entire duration for which you have contracted them.
In summary, understanding the roles of both Venue Coordinators and Wedding Coordinators is pivotal for a successful wedding. While both fulfill distinct functions, they are not mutually exclusive but rather complementary. Their collaborative efforts guarantee a memorable and stress-free wedding event, leaving you, your family, and your valued guests with cherished memories.