Written by Lorena Cordova and edited by Nicole Downing
Your special day is approaching and you are unsure of when the vendors are going to show up...if they are going to show up. Who is going to put your special picture frame and note from your recently deceased grandmother? What about telling the DJ that you want to change the dance or music list? While these may seem like simple tasks to some, they add up and other unexpected occurrences happen. Who is the best person for this job from before the ceremony to after the last guest departs? I hope you’re not thinking of taking up your cousin’s offer who you know will have one too many drinks by the time the dancing starts.
It is important to recognize that a day-of coordinator and venue coordinator are two different things; they each serve a different purpose in your wedding preparation. Understanding the difference between each is crucial to your wedding planning process. It can be easy to assume they perform the same duties as the titles are similar. So many times, we hear, “ I don’t need a day of coordinator. The venue coordinator will handle everything.” But what most couples don’t understand is that a venue coordinator works for the venue, not you.
A day-of coordinator is intricate in every detail of your wedding day. They guide you through your wedding day. They answer questions that come up, attend vendor meetings, assist with reviewing vendor contracts and negotiate contracts. A day-of coordinator will also assist in creating a detailed timeline of the wedding day-of events. She or he is there to take care of the bride and groom on the day of the wedding; and to make sure the venue is set up to specifications which includes onsite vendor coordination. Before the wedding day, the day-of coordinator will coordinate with all the vendors that have been hired to make sure they are aware of their duties and timelines. They will also tell you what is occurring, such as the cake cutting, bouquet toss, toasts, etc. They will be by your side if your bustle comes undone, will secure your gifts and will be there to tend to any situation that occurs throughout your day. They will stay until all of the guests have left.
The venue coordinator’s job is is also important. They ensure everything taking place at the venue will be in order. The venue coordinator assists the couple and day of coordinator during the planning process with all the details dealing with the venue. On the wedding day, the venue coordinator will make sure the set up of tables, chairs, food and beverage and manage the venue staff. The venue coordinator will not direct your ceremony. It is not their role to ensure that your wedding timeline is followed. It is also not their responsibility to coordinate with other vendors. After the meal is served, venue coordinators usually leave. The venue coordinator you book your wedding with may or may not be there when it comes time for your wedding. But your day-of coordinator is hired by you, selected by you, and will not be going anywhere else.
It is always great to work with venue coordinators, but as a wedding couple, it is good to be aware of the difference between these two roles.
