“Thanks so much, but my venue comes with a day of coordinator.” We hear it all the time.
We also hear: “I wish we had just spent the money and went with a planner. I had to clean up and wipe my tables down at the end of the night because my caterer just left.” (Actual quote)
It is so frustrating for us to hear that a couple aren’t interested in a planner because their venue told them they provide an onsite coordinator. The truth is, your venue may come with a built-in day of coordinator, but do you know exactly what they do? Do you truly know the difference between a day-of coordinator, venue coordinator or catering coordinator? Most of you probably didn’t really know there was much of a difference and were happy to hear that you were receiving this “perk” of having a day of coordinator included at your venue. The next thing you know it’s the big day and all you think is, I wish we had hired a planner.
We are here to save you that agony. We want all our brides and grooms to enjoy their big day. So, we have broken it down for you. The difference? It’s bigger than you may think.
Photo by mariana acevedo
The Venue Coordinator/ Venue Day-of Coordinator
Let’s start off here with, we love love love our friendors (friend vendors). It is such an amazing thing when all vendors work together with such an amazing trust in a team setting. Venue coordinators usually love working with planners because it means they have help, and someone to strengthen the team. Venue coordinators 9/10 times are there to make sure that you and your guests as well as other vendors are abiding by the rules and regulations of the space. They want to make sure that everyone is in and out on time, that nothing is broken, that things are not lit on fire (god forbid) and that toilet paper is refilled (although even that isn’t one of their responsibilities sometimes.)
Maintenance/Safety Crew
Priority number one of a venue coordinator: the venue.
Let’s think of the venue coordinators as the maintenance crew. Let’s face it, they know the ins and outs of the venue in its entirety. If the air conditioning isn’t working, they are able to find that silly switch that will make it work. If the fuse blew, they know where the circuit breaker is. If someone is hurt or needs assistance, they will know the appropriate steps to take for legal reasons. They will be a great resource to tell you how things have been done in the past and share exact floorplans that are ideal and are fire-safety approved. At the end of the night, they will supervise and make sure that the vendors are cleaning up according to venue standards and that everyone is out of there at the contracted time.
So, what do they NOT do? Usually, they are not concerned with how you are feeling or if you are ‘on schedule’ with your timeline. They may possibly put together a loose timeline for the day of, but you will find that it looks to be intended for the staff that works with the venue for set up and break down of venue related items. It’s not a timeline that includes your special items like cutting the cake or your first dance or your father’s speech.
They will not be checking to make sure you are ok. They will not be lenient as far as timing. They will not be cleaning at the end of the night. They will not be helping you with your personal décor. You may even find venues that will not take the trash for you. You and your catering company could be help responsible for taking that trash off site. If you have only contracted the caterer for a certain number of hours and leave before the night is over, at the end of the wedding the venue coordinator will come to you asking how long you will take to clean up the room. That is not a position you’d ever want to find yourself in! However that is a job for your planner to manage.
Some questions to ask the venue about the coordinator:
For what time period is the coordinator there?
Are there other events at the venue that day they will also be managing?
Will they be making a timeline or floorplan?
Do they setup all equipment and décor? If not, who is responsible for that?
Will they be checking on the timeline throughout the night to make sure that we stay on track?
Do they clean up at the end of the night?
Do they pack our car with personal belongings?
We think you will find that there is a lot they won’t do that we (planners) would do.
Catering Day-of Coordinator
Priority number one of the catering coordinator: the food.
Having a catering background really helps us understand and help the catering team. The catering team is (or should be) working the hardest out of everyone at the wedding. The catering coordinator’s main concern will be the food. Their number one concern is, are we on time so that we can get the food out on schedule without compromising the quality? It isn’t easy. It is a ton of moving parts. They must make sure that everyone is in sync and that there is full communication with the front of the house (the reception where your guests and you are) and the back of the house (the kitchen).
What does the catering coordinator do? Manage the catering team. They should be working on getting the hors d’oeuvres out and circulated so that all of your guests get them. Same with the food, working on getting the salad out and the salad plates cleared so that dinner can be served in a timely manner. And then there’s the back of the house, clearing and packing up. You may get a really good catering coordinator who will help with a basic timeline, and floorplan. They will generally help with set up and break down, and they will either rent or advise on all catering related rentals according to your menu.
What do they not do? They are trained for a day-to-day event to event in most cases, not much pre-event planning is involved. Some may be able to set up your personal décor, some may not. They will check in on you to make sure your timeline and everything is moving seamlessly. They will check to make sure that you are happy with the food. Remember, just because some of them do this doesn’t mean that all of them do. We have experienced plenty of weddings where none of these things were done other than them managing the catering staff and the kitchen.
Why hire a day-of coordinator or Planner?
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Priority number one of the wedding planner/coordinator: YOU!
We are going to be that liaison between you and all moving parts of your wedding day. We aren’t just concerned with the layout, or the venue, or the catering team. We are concerned with everything the day of. Our main focus is keeping you and your significant other happy. We start working with you before the big day and help understand your wedding vision down to the very last detail.
We can help by giving recommendations for amazing vendors that we have worked with (and those we may not recommend working with) and will create with you a beautiful and stress-free event. We will be your agent when you have questions or issues with vendors. If someone isn’t answering an email you sent 3 times, we will call them and figure out what is going on. We will guide you with design and timeline and all the little details of the big day you may not even think of.
Every one of your vendors will receive a fully detailed timeline and floor plan from us with outlines and regulations for the venues. We do your ceremony rehearsal in under an hour. We are there as soon as we are permitted into the venue and we do NOT leave until every one of your guests and you are out of the venue. We will pack up your personal belongings and pack them in a vehicle of your choice, pre-determined before your wedding day so you don’t have to do anything but enjoy yourself the day of.
Real Life Scenario
Photo by Clem Onojeghuo
You have a lot of personal décor. You have no vehicles at the venue or it doesn’t fit in your mom’s car. You have NO planner or coordinator and the venue does NOT allow you to keep anything there overnight. What are you going to do? This is not something you should have to worry about.
Same scenario and now you do have a planner. We will pick all your personal belongings up before the big day, set them up as required, and then at the end of the night we will pack everything back up and if you have no vehicles there we will make sure they get back to you STRESS FREE. And that is our number one concern always – you.
What should we do??
Moral of the story do not be fooled by the title under someone’s name. Just because someone is labeled as the “day-of coordinator” does not mean they are coordinating the entire day or that they are coordinating with you in mind. We will always put you and your significant other first. You are our number one concern. Do the right thing, hire a planner and do yourself a HUGE favor. You will thank yourself at the end of the day.
I hope that we have been able to provide all brides and grooms with the knowledge to be able to access the day of coordinator title. Click over to our inquiry tab to submit an inquiry and let’s chat about what we can do for you!