The Titles, Roles, & Everything You Need to Know About Wedding Planners
Throughout my 20 years of experience as a Day of Coordinator/Wedding Manager (DoC/WM), I’ve heard this phrase on numerous occasions: “I have a coordinator with my venue, so I don’t need a wedding Day of Coordinator.” Perhaps you have the same thought, so let me caution you–I have seen this proven to be false more often than I’ve seen it proven to be true.
Planning a wedding is complicated enough on its own; researching to understand the distinctions between the many types of wedding planner titles and roles shouldn’t be an added burden. That’s why I’m here to give you the short and sweet version so you have all the information necessary to choose the best assistance for your needs.
A Day of Coordinator Works for YOU
Before we dive in, the most important thing to know is that your Day of Coordinator will be there to assist you not just on your wedding day, but leading up to it.
Their main focus will always be your needs– and I say this speaking from my own experience of doing exactly that. A Venue Coordinator (VC) is hired by and works for the venue, meaning that their focus pertains to the venue-specific events on your actual wedding day and the venue’s best interests–not so much your own.
Still hoping to gain a better understanding of these titles and their roles? Let’s break down the differences between a DoC and a VC…
What to Expect from Your Venue Coordinator vs. Your Day of Coordinator
Let’s define each role to provide the clarity you need to determine which wedding professional(s) best fits your needs.
A Venue Coordinator’s Role and Focus
The Venue Coordinator manages the events hosted in the venue space. It is their responsibility to deal with everything having to do with the venue including food, setup, bathrooms, security, assisting guests through the venue, making sure events proceed promptly, and that guests behave responsibly within the venue. A venue coordinator is looking out for the venue’s best interests to ensure that your wedding/reception goes smoothly for the venue, not specifically for you and your guests.
Because the VC is working to ensure everything is as it should be at the venue, they don’t typically have the time to really focus on you and your wedding party, to ensure that your needs are being met. Again, their core focus will be on making sure that everything goes well within the venue. Don’t get me wrong, this role is very important! You’ll want to have someone who makes sure that the meals, linens, and ballroom are everything you prepared for. So yes, VCs are necessary.
But what happens if the venue doesn’t deliver on what was promised? Well, it’s your DoC/WM that runs interference and manages the unexpected as well as all of the events on the day from beginning to end. Some venues even require that the happy couple has a DoC/WM. I spoke with a VC from a major national hotel and she echoed the sentiment that everything runs much more smoothly when the couple has a DoC/WM to work alongside the VC. This way, both coordinators can focus on what they do best.
A VC is the venue expert – a DoC is the wedding expert.
A Day of Coordinator’s Role and Focus
The Day of Coordinator/Wedding Manager’s main focus is orchestrating every detail leading up to the wedding and throughout the big day. Yes, the DoC will oversee certain aspects of the venue, such as ensuring its setup matches your planned specifications, but as the VC is venue-focused, remember that your DoC is focused on you. This means that while the VC assists with your guests’ needs within the space, the DoC will see to you and your bridal party’s needs throughout the entire day.
Another key differentiator between a VC and DoC/WM is that your DoC/WM will usually begin helping you prepare several months before the wedding and will function as the point person for all communications with the venue and beyond leading up to your wedding day and of course during it as well. Additionally, if your ceremony and reception are in separate venues, a DoC will go with you to each location whereas a VC will only be there to help at their specific venue.
As a DoC/WM myself, my biggest priority is without a doubt making sure you and your bridal party are fully taken care of and everything goes off without a hitch. When a couple decides to plan a wedding themselves, a common piece to it all that’s overlooked is how any mishaps will be addressed on the big day and who will be the one to address them. I don’t want you to even imagine sitting in your wedding dress in the getting-ready room and having to make frantic calls to the caterer, florist, photographer, etc. in the chance that something goes wrong.
With a DoC by your side, you won’t even know if something falls out of line because they will be there to swiftly take care of it with no stress added to your plate.
As your DoC, my focus is orchestrating every detail of your day to perfection.
My venue says their VC will provide the same services as a DoC. Does that mean I’m covered?
Some venues will advertise that, with an additional fee, your VC will also act as a DoC, offering the same services. I’ve seen this happen firsthand. I once met with a couple who were interested in hiring me as their DoC/WM, but they first wanted to check with the venue to see if they provided the same services. As it turned out, their venue did! But, I later found out, from another wedding professional at the wedding, that the VC did not do everything that a DoC/WM would have done.
It’s important to note that VCs are often managing and hosting multiple events at a time– so even if they’re expected to take on the same responsibilities as a Doc/WM they may not have the time or flexibility to focus solely on you and your needs. This is where the combination of having a DoC/WM and a VC stands out because both can be dedicated to their specific areas of expertise and work together to execute all aspects of the wedding to the couple’s delight.
Not sure what your venue offers?
If you’re not sure what your venue offers, the best thing to do is ask. Here are four great questions to ask to make sure you’re getting all the information you need to make the right decision:
- Is there an on-site coordinator who will be present that day?
- Do you require that we have a Day Of Coordinator/Wedding Manager
- What responsibilities or tasks will the venue coordinator do? What things won’t they do?
- Is there an additional fee for on-site coordination or is it a part of the package?
Making the Final Decision
At the end of the day, be sure that you are crystal clear on the services your venue will provide so that you’ll ultimately make the best decision for your wedding day. Remember, the goal is for you to enjoy your wedding day stress-free, knowing that all of the details are in line, your vision has come to life, and everything has been executed to perfection.
While a VC can hold up the deal for the venue itself, every detail in between is within the Doc/WM’s realm. Making sure you’re fully covered goes a long way—your only focus come your big day should be taking in every moment, never worrying about what’s happening behind the scenes.
Looking for more clarity on the services I provide as a DoC or what your venue is really offering?
