Wedding Coordinator vs Wedding Venue Manager

This article might be one of the important ones you do not want to miss.  The differences between the roles of a wedding coordinator vs wedding venue manager.  We hear a lot of brides-to-be say they have a wedding coordinator who is supplied by their wedding venue. 

It is important to differentiate the difference between a wedding coordinator and their roles and a wedding venue manager.  There’s quite a bit of difference.  Both have equally important roles, but somewhat different roles and responsibilities.

Scroll down to read more about what a wedding coordinator does and what a wedding venue manager does.  This is not everything, but rather just a broader understanding of who does what.

What the Wedding Coordinator does:

Most couples that hire a wedding coordinator, wedding planner, or wedding architect are just too busy to plan their own wedding.  Everyone has busy schedules and things to do.  Some couples have quite demanding work schedules and don’t have time for planning their wedding. It might also be that the couple prefers to have a wedding coordinator plan their wedding without having to stress about their planning process. 

Creating a concept:

One of the many things a wedding coordinator does is to create a concept, which is also known as the “theme” of the wedding.  Most wedding coordinators will consult with their clients to figure out what the client envisions for their big day.  As a wedding coordinator, you plan a wedding on behalf of the client.  That is one aspect every professional wedding coordinator understands well.  

Once the coordinator meets with the client and understands what they envisioned, they will present a proposal concept to the client. 

Sourcing professional wedding vendors:

If the client is happy with the proposal and approved it, then the coordinator will present professional wedding vendors to the couple.  This makes the planning process easier for the couple and the couple gets to choose from a small selection of wedding vendors.  Most wedding coordinators do have a database of wedding vendors they worked with before.  These vendors are usually trialled and tested and will make your wedding day a memorable experience. 

Assist with booking wedding vendors:

Once the couple is happy with any specific wedding vendors, the wedding coordinator will assist the couple to book the wedding vendor.  Each and every wedding coordinator works differently, so make sure you understand how your wedding vendor’s booking process work. 

Creating a mock-up of the table decor and some elements:

One of the most important things is the mock-up setup of the table decor, styling and sometimes the food and cake tasting is all done on the same day.  This experience will make the couple feel more at ease about what they will receive on their wedding day.  Should there be any changes made regarding the table setup or some decor elements, this will be a great time to discuss it with the wedding coordinator. 

Liaise with various wedding vendors:

Usually, the wedding coordinator will liaise with the wedding vendors and not the couple directly.  This is to prevent any miscommunication and details from being missed. 

Setup a timesheet:

The wedding coordinator will set up a full timesheet for the running of the day.  From the make-up and hair to the first dance, cake cutting and the couple leaving the wedding venue.

Make sure all wedding vendors are briefed:

They will make sure each and every wedding vendor on the day understands what is expected of him/her and what the running order of events is on the day of the wedding. Should there be anything specific a specific wedding vendor should focus on, the coordinator will make sure that the vendor knows that. 

Manage the wedding vendors on the day of the wedding:

You might think that everything will run smoothly on your wedding day.  Surprise!  Not always. This is where the wedding coordinator’s job really comes to play.  They make sure that all the wedding vendors do what needs to be done on the wedding day and that everything runs without any hiccups. They also make sure wedding vendors are looked after on the wedding day.  Yes wedding vendors are paid for a service, but should also be looked after with food and beverages. 

Make sure the married couple gets to their accommodation:

This is not always the case. Some wedding coordinators are the last ones to leave the wedding day.  It depends on the package you are on. 

The role of a Wedding Manager:

Manage the wedding venue and everything that happens at the venue:

The wedding venue manager will make sure that the wedding venue is clean, prepared and ready for your wedding day. Venue Managers have important roles as most of the time your guests will spend at your wedding day, will most probably be at the venue.  

Be of service to guests should they have questions.

One of the venue managers’ tasks is to make guests feel welcome at the venue and to answer any wedding venue related questions. Remember this is probably the guests’ first time at the venue so they don’t know where to go.  

Make sure all wedding vendors are set up and ready to go:

This role is a bit of both parties’ responsibility.  The venue manager knows the venue best and can welcome wedding vendors before the actual celebration.  Make sure all wedding vendors know the layout of the venue and where what can be found should they need anything specific.  

Manage the time schedule of events happening at the venue:

Most wedding venue managers will not do a full-time schedule for the wedding day.  They will most probably only do a wedding schedule of everything venue-related.  This Includes the time guests arrive at the venue when canapes are served, food serving times and the general running of events at the actual venue. This timetable must be done in conjunction with the timetable of the wedding coordinator.  

Make sure the venue is broken down and ready for the next event:

This is another important part of a venue manager’s role and that is to make sure the wedding vendors break down what was set up the following day.  This is to make sure the venue is cleaned and ready for the next couple’s wedding. 

In conclusion:  As you would notice, there’s quite a bit of difference between the two.  It is not always the wedding venue’s manager’s job to plan your wedding.  They are there to manage the wedding venue.  Hire a professional wedding coordinator if you need assistance with planning your wedding. 

Article Credit:

Images:  Pexels
Write-up:  Vivacious Weddings