Do I need an On The Day Coordinator if I have a Venue Coordinator?

Wondering if you need an On The day Coordinator if you have Venue Coordinator.

Yes, you need an On The Day Coordinator for your wedding, so you can relax and enjoy your special day.

Too many times is it said, “I don’t need an On the Day coordinator as I have a Venue Coordinator.”

So let’s bust that myth!

There is a big difference between an On the Day Coordinator and a Venue Coordinator.  And here is why!

Role of a Venue Coordinator.

When you hire a venue for your wedding or any event for that matter, you will generally have a venue coordinator.  They will help you plan and prepare everything you need that involves the venue.

From the menu to the décor the venue has available, they will help you put all that together.

Some venue coordinators may also be able to refer you to wedding and event suppliers they have worked within the past. 

On the day of your wedding, a Venue Coordinators job is the venue.  Making sure there is adequate staff for the event.  Checking that all lights in and outside the site are working and on at the appropriate time.

Controlling the temperature of the venue for the weather conditions at the time.  Also, making sure everyone in the place is following that dreaded OH&S.  And making sure the area is clean at all times, this includes the toilets.

Setting up the tables and chairs, along with plates, cutlery, and glasses.  Along with any décor the venue supplies for on the day.

Making sure the staff of the venue is doing their allocated tasks and that the food comes out to the guests on time. 

To put it quite simply the Venue coordinator is in charge of the running of the venue and all venue staff throughout the event.

 

Role of an On the Day Coordinator. 

When you hire a venue for your wedding or any event for that matter, you will generally have a venue coordinator.  They will help you plan and prepare everything you need that involves the venue.

 

From the menu to the décor the venue has available, they will help you put all that together.

 

Some venue coordinators may also be able to refer you to wedding and event suppliers they have worked within the past.

On the day of your wedding, a Venue Coordinators job is the venue.  Making sure there is adequate staff for the event.  Checking that all lights in and outside the site are working and on at the appropriate time.

 

Controlling the temperature of the venue for the weather conditions at the time.  Also, making sure everyone in the place is following that dreaded OH&S.  And making sure the area is clean at all times, this includes the toilets.

Setting up the tables and chairs, along with plates, cutlery, and glasses.  Along with any décor the venue supplies for on the day.

Making sure the staff of the venue is doing their allocated tasks and that the food comes out to the guests on time. 

To put it quite simply the Venue coordinator is in charge of the running of the venue and all venue staff throughout the event.

Your Venue and Wedding coordinators actually work together.

You will find most of the time your on the day coordinator is also your wedding planner, or you may have just hired a planner for their on the day service only.

Even though you may be getting ready at a different location instead of the venue, your coordinator needs to check in with you and your partner at least once to make sure things are going well at your end.

 

Styling the venue may also another job of a coordinator if you are not hiring an event stylist to come in to set up and pack down.  It will be your planners’ job to do the setup and pack down of all hired, purchased or DIY décor for your reception and even your ceremony. In some cases, you may find you will have two or more on the day coordinators.  This would depend on the guest size of your reception and if you are having your wedding and ceremony in two different locations or not.

 

The on the day coordinator would have been liaising with all your suppliers.  Knowing who is doing what.  Creating a run sheet or timeline for the day’s event, so they know what is happening at what time and who is arriving and leaving at the venue at specific times.

Your venue coordinator will also have a timeline, but their one is for only what is happening at the venue and does not go into great depth as the on the day coordinators will.

 

If any issues arise on the day, such as the celebrant getting a flat tire, the cake not turning up or your dress has a rip.  Your wedding coordinator is the one who needs to fix the problem.  Not your venue coordinator.

As well as the timeline, the on the day coordinators job is to make sure that every one of your suppliers is set up in the correct areas.  Making sure your suppliers abide by the rules and terms of the venue, as well as making sure that everything runs smoothly.

Attending to guests, as well and your self and the bridal party is also another job of the on the day coordinator.  They more just watch everything that is going on within the room.  But if there are any issues, they will be able to tend to it straight away, and if it is anything that needs to be brought to the attention of the venue coordinator then you’re wedding coordinator will see to it.

 

Your wedding coordinator looks after everything that relates to the wedding directly.  And is there to make sure the day runs smoothly and as stress-free as possible.

From the time you start getting ready to the time the last piece of décor is packed away.

There are even times when this service carries over to the following day.

 

Think long and hard before you say no.

 

When the decision arises as to whether you should hire an on the day coordinator or not.  Have a long think and chat with your partner.
Because if you decide that no, you do not need one because you have a venue coordinator.

You may end up kicking yourself the next day if any issues arise that the venue coordinator is unable to help you with.

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