What Is the Difference Between A Venue Coordinator, An Event Coordinator And A Wedding Planner?
By: Maria Serra
r.j. rodgers photographyMaking wedding day decisions is both a blessing and a curse. There are soooooo many cute ideas on Pinterest and Instagram that can keep you scrolling for hours. (Champagne walls, am I right?) However, navigating your personal aesthetic, budget, and more can be simply overwhelming. First, take a deep breath right now, and don’t keep reading until you exhale. Did you do it? Good! You deserve a second of peace.
Now, rest assured that these wedding season decisions don’t have to feel debilitating. With help from a venue coordinator, event coordinator and/or a wedding planner, the toughest decisions and small details can be taken care of for you. Before you book your services, let’s dive into the differences between these roles.
So, what does a venue coordinator do?
Much like an event coordinator, a venue coordinator is stationed at your ballroom, vineyard, etc. to keep the event space in order. However, a venue coordinator is *not* in charge of making sure caterers arrive on time, decorations are set up correctly by a florist, etc.
Your venue coordinator will guide guests to and from cocktail hour and reception spaces, manage venue staff, and help vendors find anything and everything they need to provide a successful event. Plus, this coordinator will make sure guests aren’t bringing in personal alcohol, taking beer and wine outside, smoking too close to the event space, etc. I know, I know… but I promise, they’re not here to kill the party vibes—the venue policies just need an enforcer, ya know? Plus, they’re the ones keeping the TP and bathroom soap stocked, so they are doing vital work.
kayla coleman photographyvenue coordinator responsibilities
Oversees venue staff.
Sets lighting & temperature of space.
Maintains bathroom facilities, dressing rooms, etc.
Upholds venue rules when working with guests, staff, etc.
Works with security & authorities should emergencies arise.
Aids in vendor load-in, load-out, etc.
Set-up & tear-down of tables, chairs, and other venue items.
Greeting guests & maintaining flow of traffic into or out of event.
Anything else having to do with the cleanliness of the venue.
All Elliot events will have a venue coordinator on-site.
What is an event coordinator?
On the weeks leading up to and on your wedding day, your event coordinator will be your saving grace. We promise! Also called a “day-of wedding coordinator,” this person will bring your planned vision to fruition.
After you’ve signed all of your contracts and shared timelines with your vendors on your own, an event coordinator will keep your florists, caterers, makeup artists, and the like on your timeline. Basically, if you’re looking for a detail-oriented helper on your wedding day, this is the best service money can buy.
tiffany joy photoday-of coordinator responsbilities
Timeline creation and management.
Vendor point-of-contact.
Aids in vendor set-up and tear-down.
Greets guests & answers questions.
Helps facilitate ceremony. (Ex: Lines up bridesmaids, etc.)
Works with DJ, photographer, etc. to adhere to timeline.
Perfects details. (Ex: Card box placement, cake table, centerpieces, etc.)
Handles snafus with ease.
Check out The Elliot’s day-of coordination package here.
What is a wedding planner for?
Let’s be real… what isn’t a wedding planner? From early engagement days to the last wedding dance of the night, your wedding planner will be deeply embedded in your party process. Need to find a good caterer? Your planner likely has some great recs in the biz who they will hire for you. Don’t know how to arrange your tables? A wedding planner will build out your floor plan while giving you tablescape ideas, linen choices, and napkin fold preferences.
If hiring a full-service planner seems too expensive or unnecessary, some couples opt for hiring a wedding planner for a shorter period, aka a partial planner. Wedding planners and companies typically offer an array of packages and à la carte add-ons so each couple can get the services they need for their big day to run smoothly.
Beyond helping with table settings and decor arrangements, wedding planners are excellent interpersonal communicators. Basically, they are pros at intercepting awkward conversations with friends or family members, and make sure that the couple doesn’t get stopped by one particularly chatty guest. (I know you already have someone in mind!)
wedding planner responsibilities
Help with venue tours.
Vendor selection and contract negotiation.
Wedding budget planning.
Creation of paper goods (Invitations, RSVPs, Placecards, etc.)
Guest list management.
Seating arrangement creator.
Wedding weekend timeline overseer.
Primary vendor contact.
Rehearsal dinner planning—if desired.
Wedding day timeline creation & maintenance.
Vendor load-in & load-out.
Check out The Elliot’s full-service wedding planning package here.
AT A GLANCE
VENUE COORDINATOR — A venue coordinator is the king or queen of the castle, in this case—The Elliot. They will make sure the lights, temperature, staff, and vibes are ideal. Oh yeah, and they keep toilet paper stocked up!
DAY-OF COORDINATOR — An event coordinator is your timeline bestie who will yell at guests and vendors on your behalf if needed. They will bring your wedding big picture ideas to life and ensure each petal is perfectly placed.
WEDDING PLANNER — From beginning to end, your wedding planner will be your best friend. Whether you're picking invitation fonts and napkin folds or cake flavors and photo shoot lists, they will help you make decisions every step of the way.
ELLIOT EVENTS
The Elliot’s in-house planning & coordination team offers a variety of services guaranteed to provide a seamless and stress-free experience on your wedding day. Whether you envision a grand wedding celebration or an intimate cocktail party, Elliot Events will partner with you to curate an unforgettable experience tailored to your unique style & preferences.
lauren kwan photographyRun by The Elliot’s leadership team, Stephanie & Katie bring an intimate knowledge of The Ballroom, The Rosehip Room, and every corner of The Elliot to the table. We love planning events and making your vision come alive in our space. With years of experience executing a diverse range of events, including weddings, ceremonies, receptions, galas, fundraisers, corporate parties, holiday soirees and conferences, we understand the value in balancing form, function, design and atmosphere.
