One of the most common misconceptions we see when it comes to weddings is the expectations of Wedding Coordinators. Really the confusion lies in the difference of venue coordinators vs. wedding planners. Many times our couples will book the venue with the promise of a coordinator on the day of, and while there are the rare gems that really take on that role, the majority of the time they are coordinating the venue staff and catering.
I think it’s important for couples to understand the difference so it’s fair to all! We’ve seen in the past expectations set on venue coordinators to arrange timelines for the wedding day, setup centerpieces, keep the wedding party on time, setup photobooths, gather family members for the processional, etc. On the day of they may take the initiative to help in anyway they can with the extra time they have, but for the most part they only have the time to manage their staff for catering and troubleshooting any problems that may arise with the venue itself.
To ensure a smooth delivery of the day, and even the months prior, I HIGHLY suggest a wedding planner. And if you are worried about it not fitting into your budget, many times the wedding planner pays for itself in the way he/she saves you money because she has strong connections with other vendors, rental companies and understands budgeting for a wedding.
I asked Natalie Vishny of Swellegant Events to outline the importance and difference between the two roles. Natalie has years of experience and an incredible knack for planning. She is also one of our preferred vendors!
Catering Manager + Wedding Planners + Wedding Couples = The Perfect Match
You’re engaged! Congratulations! First steps, of course, will be to spend time searching for the perfect venue and call a professional wedding planner. Simple advice? Call your wedding planner first, and then search for the perfect venue.
When you find the perfect venue, your Catering Manager will be fabulous at providing the following:
- A tour of the venue
- A menu consultant and coordinator for everything related to food and beverage
- Arranging and taking detailed notes at your menu tasting and giving you great advice about menu selections
- Detailing what’s called the BEO (Banquet Event Order) for everyone on staff at your venue
- Creating room layouts and venue designs
- Acting as the liason between venue, wedding planner, and you
- Creating a cost breakdown for your financial commitments to venue
- Providing a staff member to make sure that all venue details are carried out according to the Banquet Event Order
When you hire a Professional Wedding Planner, they will be fabulous at providing the following:
- Assistance and advice with overall budget (venue is typically 50 -65% of total wedding budget
- Tools to help move things along, including a personalized planning checklist for your wedding year and a list of preferred vendors.
- The ability to relax and leave the vendor details to us- communication with your wedding vendors, review your vendor contracts, create a minute-to-minute wedding day timeline for them to follow, as well as specific load-in, load-out instructions.
- Complete orchestration of your wedding rehearsal and a final review with all wedding participants, including the officiant, bridal party and wedding couple.
- A day-of-ceremony and reception packing list so that nothing gets missed
- Reminders and instructions for Wedding Party so that they know exactly what is expected
- Creation of Wedding Ceremony and Wedding Reception timeline
- Providing a wide variety of Vendor Referrals, and many cases, discounts on many local vendors
- Complete oversight of wedding ceremony and reception setup including personal items
- Overall responsibility before, during, and after your wedding for all details
- Catering Managers work hand in hand daily with Wedding Planners, and in doing so, we create a perfect environment for your perfect wedding.