Venue Coordinator vs Wedding Coordinator - Myths, Facts, and Why You Need Both?
When couples begin planning their wedding, one of the most common misconceptions is thinking that the venue coordinator will handle every aspect of their big day. While the venue coordinator plays an important role, their responsibilities are vastly different from a wedding coordinator’s. Let’s dive into the key differences, debunk a few myths, and explain why having a dedicated wedding coordinator is essential to creating a smooth, stress-free celebration.
Myth: “The venue coordinator handles everything.”
Many couples believe that booking a venue with a coordinator means they’re getting a full-service wedding planner. This simply isn’t the case. While venue coordinators are experts at managing their specific property, they are not responsible for managing your entire event or taking care of personal details.
What Does a Venue Coordinator Do?
Simply put - A venue coordinator is primarily focused on ensuring that the venue runs smoothly on the day of your wedding. Their responsibilities include:
Venue logistics: Ensuring that the space is set up according to your contract and ready for your wedding.
Timelines for venue staff: Managing the venue staff, including catering and wait staff if the venue provides these in house services.
Compliance: Ensuring that the event adheres to venue policies, such as noise restrictions and RSA alcohol service.
Facilities management: Handling any issues related to the venue itself, such as the bathrooms, temperature control or lighting and audio.
While these tasks are critical to the success of your wedding, they are limited to the venue only. A venue coordinator is not responsible for coordinating your vendors, making sure your guests are comfortable, or troubleshooting the countless other details that come up throughout your big day
Truth: A venue coordinator looks after the venue, a wedding coordinator looks after YOU and your entire wedding experience!
A wedding coordinator is your go-to person for everything related to your wedding—not just the venue.
What Does a Wedding Coordinator Do?
Wedding coordinators are responsible for the bigger picture and the small details, ensuring that everything comes together seamlessly. Here’s what a wedding coordinator typically manages:
Pre-wedding planning: They work with you to create detailed timelines, vendor lists, and schedules, ensuring all aspects of your wedding are organised.
Vendor coordination: Your wedding coordinator will work directly with all of your vendors—florists, photographers, musicians, caterers—to make sure everyone is in the right place at the right time.
Day-of management: From the moment the sun rises to the end of your reception, your coordinator ensures everything runs according to plan. Whether it’s a last-minute change in the seating chart or handling an unexpected issue, they are there to make sure your day is stress-free.
Guest management: They help make sure your guests know where to be and when, handling transport, seating, and any last-minute needs that arise.
Why You Need Both?
While the venue coordinator is an expert on the space you’ve hired, they’re limited to ensuring that the venue-related tasks are completed. In contrast, a wedding coordinator ensures your entire day is seamless—from the moment you begin hair and makeup to your sparkler exit at the end of the night.
Without a wedding coordinator, you’ll find yourself or your bridal party juggling tasks like:
Calling vendors to make sure they arrive on time.
Coordinating guest seating or answering logistical questions.
Dealing with unexpected issues like missing items or delays.
Setting up and moving your personal touches such as your welcome sign, seating plan, name place cards, menus, guest book, wishing well, etc.
Coordinating with the MC and other vendors on the timeline and flow of your wedding day.
With a wedding coordinator, you can relax and enjoy your day knowing someone else is handling all the details.
The Bottom Line: A Wedding Coordinator Does It All
While a venue coordinator is vital to ensuring your space is ready and adheres to all necessary policies, they are not focused on your overall experience. To ensure every aspect of your wedding runs smoothly, hiring a wedding coordinator is the key to enjoying your day without the stress.
At Emily Jean Events, we specialise in logistics management and overseeing every element of your wedding, from pre-planning to coordination on the big day. Let us handle the details so you can truly enjoy every moment.
Emily xx