“Is a Venue Coordinator the same as a Wedding Planner?”
The
short answer is ‘no’. I so often hear couples say that their venue has
its own Wedding Planner, when in fact they're referring to a ‘Wedding
Coordinator’. The two are far from the same.
While
a Venue Coordinator can be an important asset to those couples who choose not to have
a Wedding Planner, their responsibilities and concerns differ greatly from
those of an outside professional. We want to help highlight the
differences between the two roles so that you can make an informed decision
about which option is right for you and your budget.
In a Nut Shell…
The Venue Coordinator
Venue
Coordinators work solely for the venue in which they are employed. Their
main role is to liaise with the bride and groom and the on-site operations
team. They will work closely with you on the areas that specifically
relate to the venue such as showcasing the space, menu tasting and ensuring
that payments to the venue are made on time. After your initial booking, there
is likely to be some contact but they generally step in to meet with you
again approximately 4-6 weeks prior to the wedding day to confirm logistics and
to go over the venue regulations.
On
the wedding day itself, their responsibility is to provide the service that
they are contracted to, such as ensuring the venue is set up correctly (tables,
chairs and place settings), the drinks and food are served on time and
suppliers dismantle their equipment and vacate the premises when they should.
It’s
also worth noting that a Venue Coordinator often leaves after the meal is
served. Although there would still be an Operations Manager on-site,
their concern will be to finalize service and manage the bar. They won’t be
responsible for assisting with dismantling items not supplied by the venue, or
resolving any problems unrelated to them.
The Wedding Planner
A
professional Wedding Planner works for you, and is there solely to ensure that
you have a perfect day from start to finish and that it's exactly as you've envisaged. Depending on the type of service you have chosen, we are
likely to have planned the majority, if not all, of your wedding; From sourcing
the venue and suppliers, to creating the design concept, and also planning the
schedule of the day and making sure every last detail is in place. Therefore, we know the ins and outs of your wedding day to the same level of detail (and
sometimes more) as you, so we are best equipped to manage the day.
On
the wedding day we will be there early in the morning to oversee the set-up of
the venue and provide that extra level of detail required to ensure the rooms
look perfect. We rigorously check the seating plan has been followed
correctly, make sure the tablecloths have been pressed and cutlery is lined up
perfectly among other things. Having created highly detailed schedules
of the day, we then manage the proceedings – timings of the drinks, reception,
the bride and groom’s entrance, speeches, first dance and so on. We deal
with any problems that arise behind the scenes and stay late into the night to
ensure everything goes as planned.
Problems on the day
What
happens if something goes wrong? Someone spills foundation on their dress, a
supplier doesn't turn up or your cake is damaged? A Venue Coordinator
will offer some assistance but a Wedding Planner again goes that one
step further. We have ‘emergency kits’ on hand to remove the makeup, we
can call in a favor from another supplier or use some cleverly placed flowers
to disguise the cake accident.
Suppliers
Most
venues have a recommended supplier list, however some operate on a commission
basis where the supplier has to pay a certain percentage if they are booked, or
simply pay to be on that list. While this may give you a small selection
of suppliers to choose from, it doesn’t guarantee that they are of a certain
quality and it also means that they haven’t been chosen specifically for you. A
Wedding
Planner on the other hand has spent years building up close
relationships with high caliber suppliers so they can rely on them to deliver
100%, plus ensure they are exactly what you are looking for.
Cost
Some
people sadly still view a Wedding Planner as a luxury, where as all of our
clients see us as an essential. The average cost for the full planning
service is between 10 and 15% of the overall budget; however, through our
preferential rates and tough negotiations we can save you money, so in effect
the cost of using a Wedding Planner is dramatically reduced or in some cases
actually covered. A Venue Coordinator ultimately has the venue’s best
interest at heart so they won’t offer discounts unless it’s a weekday or
off-peak. As they won’t be involved in the sourcing, negotiating and
booking of all of the suppliers, they won’t be able to pass these possible
savings onto you.
The Difference?
In
the end, the decision comes down to the client. If you are a very hands-on
bride who has a love of spreadsheets, a zest for bargain hunting and the
strength of a project manager, the likelihood is that you will be more than
happy to simply lean on a Venue Coordinator to see to a few details. On the
other hand, brides who are strapped for time or lack the confidence to make
their dream wedding come true may favor a Wedding Planner. There can be no
better investment than knowing that you have someone entirely on your side,
ready to jump in to any situation in order to ensure your day goes to plan.
To
find out more about Nashville Event Planning visit our website, find us on
Facebook, or Twitter! www.nashvilleeventplanning.com
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Nashville Event Planning
