Many couples do not have a thorough understanding of the different services provided by an on-site venue coordinator and professional wedding coordinator. Below is an outline of important differences to keep in mind when evaluating the decision to engage the services of a professional wedding coordinator. Most venues handle transition well and professionally, but you should evaluate whether you are one of those people who can handle multiple changes in a key player on your wedding team.
Venue Event Coordinators will:
- Recommend special event professionals that are familiar with and know the venue.
- Act as menu consultant for all food and beverage selections.
- Detail your event order and wedding outlining all of your event specifics.
- Provide an “estimate of charges” outlining financial commitments and deposit schedules.
- Create a floor plan of your function space.
- Arrange and attend your menu tasting.
- Establish your guestroom block if applicable.
- Be the on-site liaison between your wedding coordinator and hotel operations staff.
- Ensure a seamless transition to the hotel’s banquet captain once the grand entrance has occurred .
The venue coordinator’s main concern is their employer (the venue) and their specific responsibilities. One thing to keep in mind is that that even if you feel confident that you do not require more attention and service than provided by a venue coordinator, many hotels and venues have high turnover; which often leads to several people handling the details of your wedding by the time the event arrives. Also, on-site coordinators have several event commitments in addition to your wedding. This means the coordinator is subject to being pulled away at a moment’s notice to assist other clients.
Your Professional Wedding Coordinator Will:
- Assist with etiquette and protocol for invitations, family matters, ceremony and reception.
- Provide vendor recommendations that are in line with your needs and budget.
- Craft and manage a timeline for your wedding day, including hair and makeup timing, ceremony and reception.
- Work with you to organize and coordinate your ceremony rehearsal.
- Remind the bridal party of all pertinent “call times” and “don’t forgets” on the day of the wedding.
- Confirm arrival and/or delivery times and details with all vendors several days prior to the wedding day.
- Ensure that all vendors have arrived and/or delivered their goods on time.
- Be the liaison with your family, bridal party, band/DJ, florist, photographer and other vendors to create a seamless operation.
- Assist with your gown and any additional needs of the bridal party.
- Ensure the ladies have their corsages and bouquets, etc. and assist with the pinning of the boutonnieres.
- Set up programs, place cards, guest favors, guest book, champagne flutes and all personal items.
- Line up and cue the bridal party and musicians at the time of the wedding ceremony.
- Ensure the bride and groom’s transportation has arrived at the end of the reception and knows where to go.
- Collect any of your personal items at the conclusion of the reception.
As your wedding coordinator, my employer is YOU and my main concern is YOUR SATISFACTION and having a perfectly executed, flawless event, due to the contributions of each and every vendor. It is my job to dedicate my full attention to you and you alone in order to ensure a smooth and successful event beginning with the planning stages through to the conclusion of the event.
If you have any questions concerns regarding the differences, please contact me so that I can address them!