The Difference Between a Month-of Coordinator and a Venue Coordinator
How to Set Realistic Expectations for Your Venue Coordinator - they are not your Wedding Planner!
Photo by Matthew Essman on Unsplash
Let’s discuss a few wedding terms in this blog post. First, wedding day-of coordinators are often referred to as month-of coordinators because their services typically start about a month before the wedding day. The term "day-of coordinator" can be a bit misleading, as their responsibilities extend beyond just the wedding day itself. For myself and many other planners, month-of and day-of coordination are interchangeable terms.
Day-of Coordinators are often called Month-of Coordinators because of the amount of time they spend coordinating your wedding. Month-of coordinators often reach out 6-8 weeks prior to your wedding date to start slowly taking over as the main point of contact for your vendors as well as finalizing any last-minute details that you want to happen on the day of your wedding. Typically, timeline creation and management and acting as the vendors’ main point of contact are two main services that most month-of coordinators offer.
If you’re confused about the difference between a wedding planner and a month-of coordinator, check out this blog post. Essentially, coordinators coordinate everything the couple has already planned, while planners plan some (partial) or all (full-service) of the wedding details.
Common Month-of Coordinator Responsibilities
Preparation: Wedding day-of coordinators needs time to prepare for the wedding day. They will work with the couple to create a detailed timeline and checklist of everything that needs to be done leading up to the wedding day. This includes coordinating with vendors, confirming details, and creating a plan and timeline for the ceremony and reception. All of this preparation work is typically done in the month or two leading up to the wedding, which is why they are often referred to as month-of coordinators.
Coordination with Vendors: Wedding day-of coordinators need time to coordinate with vendors to ensure that everything is in place for the wedding day. This includes confirming arrival times and delivery times, reviewing contracts, and making sure that everyone is aware of the timeline for the day. Coordinating with vendors takes time, and it's something that wedding day-of coordinators start doing at least a month before the wedding.
Familiarization with the Venue: Wedding day-of coordinators often familiarize themselves with the venue where the wedding will take place. They will know the layout of the space, where things are stored, and how to operate any equipment that will be used. This familiarity takes time to develop, and it's something that wedding day-of coordinators need to do well before the wedding day.
Problem-Solving: Wedding day-of coordinators need to be prepared to solve problems that may arise during the wedding day. This could include anything from a vendor being late to a sudden change in the weather. To be effective problem solvers, wedding day-of coordinators need to have a deep understanding of the wedding day timeline and all of the details that go into making it work. This understanding takes time to develop, which is why wedding day-of coordinators often start their coordination 6-8 weeks before the wedding date.
Communication with the Couple: Wedding day-of coordinators need to be in close communication with the couple leading up to the wedding day. This includes answering questions, providing advice, and making sure that the couple is comfortable with the wedding day timeline and plans. Good communication takes time, and wedding day-of coordinators need to start working with the couple at least a month before the wedding day to ensure that everything is in place.
Planning a wedding can be an overwhelming experience. It involves making countless decisions, coordinating with vendors, and making sure everything runs smoothly on the big day. That's why many couples choose to hire a wedding coordinator and/or planner to help them with this process. Now that we understand the role of a month-of coordinator better, let’s explore what a venue coordinator does.
Venue Coordinator
A venue coordinator is a person who works for the venue where the wedding will take place. They are responsible for ensuring that the venue operates smoothly and that everything is in order before, during, and after the wedding. A venue coordinator's primary focus is on the logistics of the venue, and they are responsible for making sure that everything is in place before the wedding party arrives. This includes setting up chairs and tables, ensuring that the lighting is appropriate, and making sure that the temperature is comfortable.
The venue coordinator is also responsible for ensuring that the venue is clean and tidy. They will coordinate with the venue's cleaning staff to make sure that the space is clean and ready for the wedding party. Additionally, they will often act as a liaison between the couple and the venue's catering staff, ensuring that the food is delivered and served on time.
Venue coordinators are typically not involved in the planning process leading up to the wedding. They may offer guidance on what is feasible within the venue, but their role is primarily focused on the day of the wedding. They are usually on-site throughout the event and are available to help resolve any issues that may arise.
Please note, there are some venues that come with a day-of coordinator who also operates in the capacity of a venue coordinator. Be sure to ask your venue exactly what type of coordinator they are providing and what that coordinator’s responsibilities will be so you can have a better idea of what to expect throughout the planning process and on your wedding day.
Wedding planners and coordinators often work well with venue coordinators, as they are able to take some of the responsibility of the day (timeline creation and management, for example) off the venue coordinator, allowing the venue coordinator more time to handle venue-related details and issues.
5 Differences Between a Venue Coordinator and a Wedding Day-of Coordinator
Scope of Responsibility: One of the key differences between a venue coordinator and a wedding day-of coordinator is the scope of their responsibilities. A venue coordinator is responsible for the logistics of the venue. Their focus is primarily on ensuring that the venue is ready for the wedding party. They will coordinate with the venue's staff, ensure that the space is clean, and make sure that everything is set up properly. On the other hand, a wedding day-of coordinator is responsible for the overall management of the wedding day. They will coordinate with vendors, oversee the set-up of the ceremony and reception spaces, and manage the timeline of events throughout the day.
Working Relationship: Another difference between the two types of coordinators is their working relationship. A venue coordinator works directly for the venue where the wedding will take place. They will work with the couple, but their primary responsibility is to ensure that the venue is ready for the wedding party. A wedding day-of coordinator, on the other hand, works directly for the couple. They will work with the venue coordinator and other vendors to ensure that everything runs smoothly, but their primary responsibility is to manage the details of the wedding day on behalf of the couple.
Timeline: A venue coordinator's timeline typically starts several weeks before the wedding day. They will work with the couple to ensure that the venue is ready and that everything is in place. On the other hand, a wedding day-of coordinator's timeline starts much earlier. They will work with the couple to develop a timeline and checklist 6-8 weeks before the wedding day to ensure that everything is in order. A wedding planner would be involved much earlier than a wedding coordinator in the planning process.
Coordination with Vendors: A venue coordinator will coordinate with the venue's staff, including the catering and cleaning staff, to ensure that everything is in place. They may also work with external vendors, such as rental companies, to ensure that everything is set up properly. A wedding day-of coordinator will coordinate with all vendors involved in the wedding, including the florist, photographer, and DJ. They will ensure that all vendors are aware of the timeline and are prepared for the event.
Management of the Event: Finally, a venue coordinator's role is primarily focused on the venue itself. They will ensure that everything is in order, but they may not be involved in managing the actual event. A wedding day-of coordinator, on the other hand, is responsible for managing the entire event. They will oversee the set-up of the ceremony and reception spaces, manage the timeline of events, and ensure that everything runs smoothly throughout the day. They will be available to help resolve any issues that may arise and ensure that the couple and their guests have an enjoyable experience.
As you can see, there are some major differences in responsibilities between a month-of coordinator and a venue coordinator. It’s important to know and understand these differences so you are better able to set and manage your expectations realistically depending on the type of coordinator you’ve hired. If you are looking for a month-of coordinator, I invite you to schedule a call with me! We can explore how my services can help you coordinate a beautiful wedding day.
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Thumbnail Photo by Matthew Essman on Unsplash
