Wedding Advice

What Is A Venue Coordinator And What Do They Do?

Hello! Enchanting Events here, and we have a BIG question for you! Have you or your fiancé thought, "We have a venue coordinator, so we won’t need a wedding coordinator?” 

If so, we would like to help you! In this post, we will explain the differences between a venue coordinator and a wedding coordinator. 

Before we jump in, we want to encourage our couples that venue coordinators are awesome. We as wedding coordinators love working with them! Venue coordinators are helpful and team-oriented. They assist in managing their team and venue, and they are an essential part of the wedding day. 

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So, what exactly does a venue coordinator do? 

Venue coordinators are unique to the wedding in that their priority is the venue. Moreover, a venue coordinator/planner is hired BY the venue FOR the venue. They are there to make sure that the lights are working, the space is clean, and the venue is treated appropriately by other vendors. 

What about a wedding coordinator? 

In contrast, a wedding coordinator/planner is someone hired BY you and for YOU! This person is your advocate for the entire wedding day (and for most of the planning period, if you desire) and will make your vision come to life. In turn, the wedding coordinator ensures that the rest of the vendors are fulfilling their duties and that the timeline remains intact. 

Now, let’s go back to venue coordinators... 

We comprised a list of what a venue coordinator typically manages. These duties may differ by venue.

  • He or she will open the venue on the wedding day. Most venues follow a strict schedule and only allow other vendors in at a certain time. 
  • The coordinator will also work as the liaison between the couple and the venue. For example, the venue coordinator is your first point of contact to see if sparkler exits/ confetti/open flame candles are allowed. The coordinator’s role is to ensure that the venue is up to the contracted standards. 
  • A venue coordinator will also manage the catering timeline, if catering is handled by their venue. If this is the case, the coordinator will keep the caterers aware of which tables should be served first and when clean-up should begin. 
  • A venue coordinator will also oversee the setup of tables and chairs, if they are provided by the venue. The venue coordinator will also use your floor plan to ensure that the tables are properly set up in preparation for the florals and décor. 
  • The venue coordinator will also ensure that the space is presentable. The venue coordinator oftentimes does the dirty work while things are being set up. Their knowledge of the venue and how it should look is very beneficial to their couples!
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While some awesome vendor coordinators do go above and beyond for their couples, others only check in periodically. It is important to obtain information on what the venue coordinator will handle before making a decision to hire an outside wedding coordinator. 

For your use, we compiled some key questions to ask your venue coordinator:

  • Will you contact my vendors prior to the wedding day to confirm timing, logistics, and details? Will you ensure that everyone is on the same page?
  • Will you create a timeline from the start of hair and makeup until the grand exit?
  • Will you assist with the ceremony? (note: if the ceremony is off-site, it is standard for the venue coordinator to remain at the reception venue)
  • Will you manage and coordinate the wedding rehearsal?
  • Will you set up the wedding? Will you place the escort cards, menus, and table numbers? Will you find the perfect spot for my guest book, card box, and picture frames?
  • Will you breakdown the wedding for me? Will all of my items be placed back into their respective bins and be ready for me at the end of the evening?
  • Will you remain at the venue from the start of the day until the end?
  • Will you keep in touch with me throughout the day to keep everything on time? 
  • Will you be available if something goes astray with a contracted vendor – for example, if a vendor is late, does not fulfill their contract, or cannot find his or her way to the venue?
  • Will you definitely be the coordinator present on my wedding day, or could you have a replacement?
  • Will you assist with queuing the DJ or band when it is time for introductions, dances, speeches, and cake-cutting?
  • Will you assist with the bridal party/family’s needs throughout the day?
  • Will you answer wedding-related questions throughout the entire planning process?

When you hear that your venue has a venue coordinator, even sometimes referred to as a wedding coordinator, that a great bonus! As mentioned above, venue coordinators are a vital part of the team. We encourage all couples to see if a coordinator will be there to assist them throughout the day. If they are, that is wonderful; however, please remember that their focus will be on the venue.

Similarly, we at Enchanting Events want to make sure that you are are able to enjoy every second of your wedding day, as well as the months leading up to your day. As this post has reviewed, our role differs from the role of a venue coordinator. We will check that everyone is where he or she should be, that the schedule is maintained, and that your bustle is done properly. We encourage you to think of us as additional bridesmaids who are there to help you have the best day ever – and have a plethora of wedding knowledge to share with you! 

Our job is in the details, with the ultimate goal of providing you with high quality wedding services and the wedding of your dreams. When you are ready to share your wedding vision with us, or decide to inquire more about the differences between different wedding coordinators, please reach out to us! We are here for you – and so, so excited to chat about your dream wedding! 

 

Photos by Lauren Werkheiser Photography & Anne Casey Photography

 

Personalize Your Wedding: Flower Girl & Ring Bearer Attire

Are you have little members of the bridal party at your wedding? If so, this post is for you! Pinterest is overflowing with endless options for those little's when it comes to what they wear, what they carry, and more. But how do those photos translate when it comes to your wedding? We're here to help! Especially since this is another way to really bring out your personality on your wedding day. 

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Let's start with who you have leading you down the aisle. Is it your niece or nephew? Your finances relative? Thinking about their relationship to you can spark some ideas as you go through these next few categories. 

The Color
What are your wedding day colors? What color are the bridesmaids and groomsmen wearing? You could go opposite of the bridesmaid dresses for the flower girl, and a colorful shirt for the ring bearer that matches the grooms tie. You could also coordinate instead of fully match the colors. Think taupe with blush or dusty blue with grey. Take a look at your wedding colors and decor as a whole and pick what coordinates the best. 

The Style
Puffy skirts and suspenders are adorable, but think about how it fits with the rest of your wedding. If you are having a barefoot wedding on the beach, you may want something light like a simple lace dress. There are so many beautiful options for flower girl dresses, even some that match the bride! For the little guys, should there wear a suit, a dress shirt with no jacket, maybe a bow tie? Consider what style the groomsmen are wearing. 

 

What They Carry
The trend of ring bearers carrying signs is very popular right now, and there are many options. "Uncle John, here comes your bride" and similar tones. These are great ideas if you don't want them to carry a pillow or ring box. I also love the "ring security" idea. For the little gals, what style flowers should they carry? Will you go outside of the box and not give them flowers at all? Maybe a wand or ribbons? Think about all the options and go with what matches your wedding day! 

Accessories
Oh the accessories! My favorite topic for this post. What items would complete the look to match your wedding theme? Should the ring bearer wear a bowtie, or newsboy cap? Should your flower girl wear a flower crown or even a big bow in her hair? There are a few adorable ideas for this, decide what works best and it will all come together! 

Do you have any ideas for how to coordinate the children in the wedding with the rest of the bridal party? 

Personalize Your Wedding: The Colors

We are more than halfway through the Personalize Your Wedding series, are you enjoying it so far? Is there anything else you would like us to talk about? We only have three more weeks left! 

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We somehow got a little ahead of ourselves and skipped one of the easiest ways to personalize your wedding…the colors! Your personality can greatly shine through depending on which colors you choose, and it’s a bonus when it’s easy to pick them as a couple! Color options are endless, think about the colors in your closet, which one stands out? If you have a sweet and bubbly personality, at this moment you might be drawn towards blush and gold, but don’t just take a glance at Pinterest and let that decide your color scheme. Take a look at your closet, what colors shine through? 

When you start planning your wedding, the colors are important because they will be carried out through the entire planning process. From your invitations to your bridal party attire and the flowers to the linens. The first thing to talk about is what are your favorite colors? Would you like for them to be included in your wedding day? For my own wedding it was fairly easy to decide our wedding colors solely on our favorites. 

I LOVE purple and it’s pretty evident to anyone who knows me. Thankfully, purple is also my husbands favorite color! It was decided, we would definitely have some shade of purple included in our color scheme. But how? What colors would complement it? 

Next, think about the season. Since we were getting married right at the start of summer, I wanted to make sure we had bold colors but also don’t too dark. Too pastel would be more "spring" and deeper shades of purple would be too “fall”. We ended up going with a brighter “royal” purple, more like Baltimore Ravens purple…if you’re familiar 😉 

After we had decided on the shade of purple we wanted to achieve, we thought about a secondary color. Again, thinking about the seasons and colors we liked, we decided mint was a great accent. To choose your accent color scheme, think about the mood you want to set. If you are hoping to go moody and romantic, you may want a deeper color than your main focus, if you want to have a more fun and bright setting, go a little more vibrant. 

Then, think about placement. Where will your colors be best suited? Go through the following areas and look at the big picture of your color palette:

Invitations. Do you want to have a colorful envelope? A beautifully lettered suite? Stick to your color choices and decide what looks best. This is a great time to consult with your invitation designer to see what she recommends. If you are an Enchanting Couple, make sure you bring along your inspiration board!

Linens. What type of space will your tables be in? Should you brighten up the room or tone it down? 

Flowers. This is a great conversation to have with your florist. Discuss what is important to you, what shades of colors you want, and see what they are able to do. Keep in mind that flowers are sometimes unpredictable, but remain clear in your vision. 

Attire. This was my favorite part about bringing our color choices and personality to life. After deciding your colors, choose what color dress, shoes and jewelry your gals will wear, then figure out how the guys will coordinate.

What colors would you like to have for your wedding? Do you have any helpful tips on choosing wedding colors?