I have been hearing a lot of comments recently about the differences and similarities between event planners and venue coordinators. I am also noticing more and more that many brides feel as though the sales managers/coordinators at their venue will suffice when it comes to planning their dream wedding.
As an event planner with a decade of experience in Nashville, I can tell you many differences between the two. My company also manages a venue in Nashville, so we have a unique perspective because we do both!
There is a very distinct difference between the two, and the scope of work is extremely different. They each play a significant role in the execution of a reception but in very different ways.
Venue coordinators/catering sales managers (in most cases) are primarily responsible for:
- Getting you booked and on their calendar.
- Selling the venue features and services.
- Passing out tasks to venue or banquet staff.
- Overseeing the vendor load in and load out and/or food set up and breakdown.
- THE VENUE!
They know their space very well. Most venue coordinators and sales managers are certainly there to help, but remember, at the end of the day, they are working for the venue, and it is quite possible that they have more than one event going on at once. They do not handle any matters with vendors outside their venue or accompany or assist you in design sessions with your florist, lighting and linens, bakery, etc.
On the other hand…
An event or wedding planner is responsible for you, your guests, and YOUR wedding/event.
An event planner is:
- Working with you from the day you book their services (depending on the package selected) until the end of your wedding reception.
- Providing and assisting you in the selection of vendors they have worked with in the past. These trusted vendors are able to perform the requested services. The planner typically accompanies you to vendor meetings and assists in overall design of the day.
- Creating detailed timelines and letters to vendors to make sure they are all on the same page prior to your big day.
- Coordinating your rehearsal, ceremony, and entire wedding day.
- Making sure that all ceremony items are in place, such as programs, aisle runners, candles, etc.
- Setting up all extra decor and accent items such as favors, place cards, and tips, as well as collecting gifts.
- Reviewing all vendor contracts.
- Allowing you to truly be a guest at your own event- no questions asked.
- ….and the list goes ON.
Not all venue coordinators or planners are created equally, so just use your best judgment. Make sure that your decision is an informed decision. Know the difference between a venue coordinator and an event planner. The event planner is hired to work for YOU. A venue coordinator works for the venue.
There are wonderful venue coordinators and sales managers out there. Most of them love their jobs and really want the best for you. It always best to know what you are signing up for exactly. A venue coordinator and event planner are both very important to have, as they both have specific ways to ensure you have a beautiful and stress-free wedding! So, before you decide you don’t need a planner, do your research. If you have any questions or comments, please feel free to contact us!
Sarah, owner and lead planner, Music City Events
This article originally appeared in June 2013. Sarah’s advice was so helpful that we wanted to be sure all of you newly engaged girls received it, too.
