Planning a wedding involves many moving parts. Ensuring everything runs smoothly often requires professional help.
If you're holding your luxury marquee wedding in the grounds of an established wedding venue, you may be torn between a venue coordinator and a wedding planner. We want to help you understand the difference so you can make an informed decision about your wedding planning dream team.
Here's a breakdown of their roles, responsibilities and what they bring to the (top) table.
Role and responsibilities
Venue Coordinator
A venue coordinator is employed by the wedding venue to oversee events held on their property. Their primary responsibility is to act as a liaison between the couple and the venue, ensuring that the venue’s services are executed as promised. Here are some typical duties of a venue coordinator.
Point of contact for the venue
Venue coordinators handle all communications related to the marquee venue. They ensure that couples adhere to the venue's policies and they coordinate with the in-house catering, bar services and sometimes marquee setup and takedown logistics
Logistical management
They manage the logistics concerning the use of the wedding venue space. This includes organising the timing for marquee setup, monitoring vendor deliveries that involve the venue (e.g., rental furniture) and ensuring the space is ready and maintained for the event
On-the-day coordination for the venue
On the wedding day, venue coordinators typically oversee the venue's staff, ensuring that the venue's timeline is followed. They may also manage the transition between the ceremony and reception areas.
Facility management
They handle issues related to the venue's facilities, such as lighting, heating and air conditioning and might assist with basic emergency situations related to the wedding venue
Wedding planner
A wedding planner, on the other hand, is hired by the couple to oversee all aspects of the wedding planning process, from conception to execution. Their role is more comprehensive and involves managing not only the marquee venue but every detail of the wedding day. Here's what a wedding planner typically handles
Comprehensive planning and coordination
Wedding planners manage the entire planning process, including budgeting, timelines, guest lists and securing and coordinating with all vendors (e.g., florists, photographers, DJs, and caterers)
Design and styling
Many wedding planners also offer design services, helping couples create a cohesive vision for their wedding. They might assist with choosing colour schemes, décor and marquee layout, ensuring every element aligns with the couple’s vision
Vendor management
Wedding planners research, recommend and coordinate with all vendors, ensuring contracts are in place and that vendors deliver their services as expected. They often attend vendor meetings and tastings on behalf of the couple
On-the-day coordination for the entire event
Unlike venue coordinators, who focus only on venue-related matters, wedding planners oversee the entire event. They manage the timeline, troubleshoot any issues that arise and ensure all aspects of the wedding go smoothly, from getting ready in the morning to the last dance at the reception
Personal assistance to the couple
Wedding planners often act as personal assistants to the couple, providing advice, guidance and emotional support throughout the planning process and on the wedding day
Scope of involvement
The key difference in the involvement of a venue coordinator compared to a wedding planner lies in the scope and depth of their engagement.
Venue Coordinator
Their involvement is restricted to the marquee venue. They ensure the venue is ready, the catering is on time and the venue staff is performing their duties. But, they typically do not help with external vendors, personal wedding details or design and styling beyond what directly impacts the venue.
Wedding Planner
Their involvement is comprehensive, covering all aspects of the wedding, regardless of location. They coordinate between multiple venues (if applicable), all vendors and manage both the planning and execution phases. Their role is far more personalised, attending to the couple’s unique vision and needs.
Customisation and personalisation
Venue Coordinator
Venue coordinators focus on the venue's standard offerings. While they may assist with some customisation within the scope of the venue's capabilities (like specific lighting or room setup), their primary job is to ensure the couple’s event aligns with what the venue typically provides.
Wedding Planner
Wedding planners work to tailor every aspect of the wedding to fit the couple's vision. They provide personalised services, from custom decor and themes to managing unique ceremonies or cultural traditions. Their job is to make the couple's dream a reality, regardless of the venue's standard offerings.
Cost considerations
Venue Coordinator
Often, the services of a venue coordinator are included in the venue rental fee. They are employees of the venue and are paid by the venue, not directly by the couple. While their services might feel like an added benefit, they don't cover the comprehensive planning that a wedding planner does.
Wedding Planner
Hiring a wedding planner is an additional cost but offers a wider range of services and personalised attention. Planners may charge a flat fee, an hourly rate or a percentage of the overall wedding budget. The investment in a wedding planner can be invaluable for couples looking for tailored services and stress-free planning.
The day-of difference
On the wedding day, the distinction between a venue coordinator and a wedding planner becomes most apparent.
Venue Coordinator
They ensure everything related to the venue is handled, such as room transitions, setup of venue-provided items and compliance with venue policies. They may not assist with the overall timeline of the day, guest management or coordination with external vendors.
Wedding Planner
The wedding planner oversees everything, ensuring the timeline is followed, managing vendors, handling last-minute issues and making sure the couple is stress-free. They offer a level of attention that extends far beyond the venue, ensuring every aspect of the day runs smoothly.
TLDR
While both venue coordinators and wedding planners play crucial roles in making a wedding successful, their responsibilities and levels of involvement differ significantly. A venue coordinator focuses primarily on the venue-related logistics, while a wedding planner offers comprehensive planning and coordination services that cover all aspects of the wedding day.
Couples need to assess their specific needs, preferences and budget to decide which professional—or combination of both—will best help them bring their wedding vision to life. In many cases, hiring a wedding planner alongside a venue coordinator can offer the best of both worlds, ensuring that every detail, both big and small, is perfectly managed.
When you choose Peacock and Bow, owner Katharine is your personal marquee coordinator, from the first phone call to removing the last peg. Katharine is as hands on as it gets and plays an active role every step of the way. We work closely with the rest of your wedding team to ensure your vision comes to life and it all runs smoothly. We also offer an on-the-day service so that everything marquee related is taken care of and you can simply relax and enjoy your big day. Give Katharine a call today to check availability of your dream marquee.
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