One of the most frequently asked questions I hear is: “Do I need a Wedding Coordinator if my venue provides a Venue Coordinator?”. In today’s blog, I’m going to highlight the key differences between the two roles from my experience of being both a Wedding Coordinator AND a Venue Coordinator.
Difference No. 1: The Quantity of Weddings Booked
Most established wedding venues host around 50-100 weddings per year. During August alone, at the venue I work with, we have hosted 4-5 weddings per week. While there is a larger team to pull this off well, in busier months, couples may not receive the input and responses from a Venue Coordinator that they would like, due to the sheer volume of work and pressure the team are under. Throughout the month of July, for example, we received emails from every August and September couple, arranging final detail appointments, organising additional showrounds and responding to general enquiries. This is in addition to any other types of events that may be running at the venue, as well as booking in events for 2024/25.
In short, there is a lot to be done, for a lot of couples, and while Venue Coordinators are excellent, they are not superheroes and shouldn’t be expected to be.
Wedding Coordinators tend to take on less clients so that they can respond quickly and thoroughly, without compromising on the quality of communication. Their time is devoted to their smaller client list, meaning that couples experience undivided attention from their Wedding Coordinator.
Difference No. 2: Involvement with Suppliers
While Venue Coordinators will ask what suppliers are involved with the wedding (for informational and insurance purposes), they hold no responsibility for communicating with your suppliers ahead of the day, or even on the day itself. It is the couples’ responsibility to find out arrival times, liaise between supplier and venue, and coordinate on the day. Some Venue Coordinators may help with this on the day, but it is not guaranteed.
Wedding Coordinators, on the other hand, will reach out to every supplier involved in the wedding in the building of your wedding day timeline, answering any questions in the lead up to your day, and assuring they know where they need to be on the day itself. They will also be the problem solver if any suppliers need assistance or are difficult to communicate with.
Difference No. 3: Other Responsibilities on Your Wedding Day
Venue Coordinators often hold other responsibilities on your wedding day. For example, on the morning of your wedding, they may be showing other prospective couples around the venue, taking appointments and answering phone calls. This is a normal part of the role, especially during peak wedding season. While some may be able to help with set up, this is not always a given when they are balancing other responsibilities.
Wedding Coordinators, however, do not have any other responsibilities on the day itself, other than to their client (ie. the Bride and Groom). You will have your Wedding Coordinators’ full attention on the day itself, allowing the Venue staff to continue with other aspects of their roles.
Difference No. 4: Consistency of Communication
Unless you have a smaller wedding venue, it is unlikely that you will consistently communicate with the same Venue Coordinator throughout your engagement and in the lead up to your wedding day. This is due to the majority of venues working in teams. If there is not good communication in place within this team, smaller details may get lost in communication.
If you have booked a Wedding Coordinator, you can be assured that you will have one dedicated staff member who has heard every idea, been in every conversation and knows every detail, helping you to feel confident in the running of your day.
