Venue Coordinator VS Wedding Coordinator: There IS a difference!

A question couples ask when planning a wedding is “my venue has a Wedding Coordinator, do I really need to hire an external Wedding Planner and Coordinator too?” Our answer is a big fat YES. Why? Well to put it quite bluntly. A Venue Coordinator is NOT the same as a Wedding Planner or Wedding Coordinator you hire outside of your venue provided help. There IS a difference! Before we go on, let us point out a few key things first.

Firstly, this blog is not aimed at bad mouthing wedding venues or Venue Coordinators in any way. We love Venue Coordinators! But there is a difference in our roles. Their job is super important to a wedding day. As a Wedding Planner and Coordinator company with years of experience, we have worked with MANY Venue Coordinators and very much value what they do. Our goal with this blog is to simply educate you on the difference so you can choose as to whether you need a Wedding Planner or Coordinator outside of the Venue Coordinator your chosen wedding venue is providing you.

We’d also like to add that our Head Planner, Stylist and Co-Creator Melanie, used to be an Event Manager at some pretty high profile venues in Melbourne that deliver major sport and entertainment events (heard of Margaret Court Arena and AAMI Park? Or perhaps SIA, Sir Paul McCartney, Melbourne Storm, Melbourne Fashion Week, Troye Sivan or even the Australian Open?) These are the types of events she used to work at as an Event Manager before venturing into the world of weddings. So she and our whole Mellyrain Creative team fully appreciates and understand the work venue staff do in delivering events.

Secondly, this does not apply to all wedding venues. We know there are venues out there who have Venue Coordinators who go above and beyond for their couples and provide services that sit outside of the “typical” Venue Coordinator role. We say to every couple before we start working together to ask their venue how involved they are in the lead up (wedding planning and styling) and on the wedding day (wedding coordination) so they can determine if their Venue Coordinator is going to deliver the level of service they need and want for their wedding day. If a Venue Coordinator provides the same level as service an external Wedding Planner, Wedding Stylist or Wedding Coordinator would, than we are quick to say you don’t need to outsource a Wedding Planner, Wedding Stylist or Wedding Coordinator.

And finally, we know there are lots of terms to describe a Venue Coordinator and Wedding Coordinator (such as wedding planner, on the day coordinator, wedding consultant, month of coordinator, etc) but for the purpose of this blog we will be using the term Venue Coordinator for the venue representative and Wedding Coordinator for the external provider you could hire for this service (let’s keep it simple). Okay… Here we go! Venue Coordinator VS Wedding Coordinator. Let’s explain the difference.

What a Venue Coordinator does

A Venue Coordinator is employed by the venue to manage everything related to the venue. Such as:

• Making sure the lights are turned on
• Managing wait and bar staff
• Setting up any venue provided furniture (ie. tables and chairs)
• Making sure the bathrooms are clean and tidy
• Making sure your meals come out on time

In the lead up to your wedding, your Venue Coordinator will not be helping you contact all of your hired vendors to collate or distribute key information about your wedding day. They also will not create a detailed plan (aka a run sheet) for your day that includes all of your vendor key information. They might provide you with an overview of key timings (such as meal service times and ceremony start time) but they will not go into the detail all your vendors need (such as specific song titles for each of your reception entrances, setting up your externally sourced place cards or check in with your regularly at the location of where you will be getting ready in the morning).

On the day itself, your Venue Coordinator will be focused on the venue operations and staff. They typically arrive a couple of hours before your ceremony starts and leave once your main meals are served or cleared. And here’s the real kicker… sometimes the Venue Coordinator present on your wedding day is not the person you have been liaising with in the lead up to your wedding day.

Finally, some venues may provide you with a list of preferred vendors they would suggest you hire for your wedding which is always super helpful, but the list is often not personalised to your wedding needs, wants and overall wedding vision. Therefore, they do not go into the level of service a Wedding Planner or a Wedding Stylist does with a couple. So you’re on your own to find all your vendors, negotiate costs that fit within your wedding budget and create your own personalised styling concept (not to mention source all the styling elements yourself too).

What a Dedicated External Wedding Coordinator does

A dedicated Wedding Coordinator is hired through you (the couple) to coordinate your entire wedding day. Not only will they be managing your wedding day from start to finish, they are also by your side in the lead up to your wedding day putting all the pieces together for ultimate smoothness. They take over the reins in most (if not all) of your communications with your vendors and venue to help you create a timeline for your day, as well as trouble shoot any issues that could occur on the day. Having a dedicated wedding coordinator do this for you means it’s a huge chunk of admin taken off your plate in the weeks leading up to your wedding.

Then on the day itself, they go above and beyond in the delivering your wedding so you a stress-free! A Wedding Coordinator gives you that one person who knows everything about your day. I mean everything! All your vendors. Exactly how you want your day to unfold. All your intricate styling set up. Everything! Their focus is YOU. They will be a gatekeeper of all your wedding day information allowing there to be no confusion or miscommunications. If your venue, vendors or even guests have questions, your Wedding Coordinator will be the GO-TO for information. Key things a Wedding Coordinator will do includes:

• Liaise with ALL of your vendors (including your Venue Coordinator) weeks before your wedding to gather key timings and on the day requirements, then collate ALL of this information into one centralised document that is then reviewed not only by you, but by ALL of your vendors to ensure everyone is on the same page BEFORE your wedding day. They then revise, update and distribute your run sheet to ALL of your venues and your Venue Coordinator.
• Liaise between your Venue Coordinator and hired vendors on vendor requirements and questions (such as vendor meals, power requirements, parking locations, etc).
• Work with you on how your day will be structured from the moment you start having your hair and makeup done to your glowing sparkler send off. This usually includes a site visit so your Wedding Coordinator can work with your Venue Coordinator to flesh out how your day will operate as well as flesh out any concerns or things that “could go wrong” BEFORE the day.
• Reach out to ALL of your vendors in the days leading up to your wedding to say “hey, any questions between now and the wedding day, contact me directly. Let’s let the couple relax and enjoy the lead up to their wedding day”.
• Set up any and ALL hired or DIY decor, furniture and stationary such as your signage, wishing well, hired couches and your 100 name cards (plus double checking they are all in order and spelt correctly the night prior*)
• Be there on the day to manage ALL your vendors (greeting them, showing them where to set up as well as making sure they are doing their tasks as needed during the day) and working with your Venue Coordinator to ensure your day runs like clockwork. 

Wedding Coordinators are essentially your wedding day BESTIE! They make sure you (the glowing couple) are relaxed and having the best day of your lives. We say to all of our couples that on your wedding day, you do what you want and when it’s time to do something, we will come find you so you can take in every glorious moment of your day and not be looking at your watch on when you need to do things.

Your Wedding Dream Team

Let’s be real. There are some venues out there that will say you don’t need a Wedding Coordinator. To this we say. YOU (the couple) need to do your research. Ask your Venue Coordinator questions like to see if there is a difference in what they provide compared to a an external Wedding Coordinator. Questions like “what time will you arrive and leave on the wedding day?” … “Will you contact all my vendors prior to my wedding day to give key information about the day and create a master run sheet?” … “Who will set up all my stationery on the tables and hired decor?”… or even “Will you be present on the day?” (it could shock you that the person you are communicating with in the lead up to your day actually isn’t the person who will be “coordinating” your day. So ask lots of questions and even ask for the venue’s terms and conditions and read them in full on their wedding package inclusions as there could be more helpful information on the Venue Coordinators role there.

It could be tricky or super easy to assess, but only you can decide if you are confident in your Venue Coordinator delivering the level of service you need and want for your wedding day. If you’re unsure, reach out to a Wedding Coordinator and have a chat about the difference! If it’s Mellyrain Creative you’re keen to chat with drop us a line and we’ll figure out if our services are what you need.

Do you need a Venue Coordinator or a Wedding Coordinator?

This is not a debate or battle between Venue Coordinators and Wedding Coordinators. Both have important roles so the question is how can a Venue Coordinator and Wedding Coordinator work together to be the ultimate dream team for YOU.

While your Venue Coordinator is making the final touches to your meal service and getting wait staff in position ready to serve, your Wedding Coordinator is getting you and your wedding party ready for introductions as well as making sure your MC has the correct names (and in order) and your band is ready to go with your chosen songs. We are both striving for one goal – The ultimate wedding day for YOU!

Finally, a good Wedding Coordinator will introduce themselves to your Venue Coordinator weeks before your wedding day to not only introduce themselves, but to explain the role you have hired them for so there is no stepping on toes. Some Venue Coordinators don’t fully understand what a Wedding Coordinator does so this is one of the many key steps we take in our wedding coordination services when working with couples. We’re all friends here and while a dedicated Wedding Coordinator is focused on you, we all need to work together on a wedding day.

Time to bring in a Wedding Coordinator bestie!

Let’s make your wedding the most romantic day of your life (not exaggerating!). Bring Mellyrain Creative in to help plan, style, and coordinate your special day with the dedicated help and guidance you want in your wedding journey. We have coordinated many weddings alongside Venue Coordinators so we know exactly how we can all work together to give you the best possible day. All you’ll need to do is bask in the romance ahead!

So what’s next? Drop us a line and we’ll turn your dream wedding into a reality straight out of a storybook. Let’s do it!