THE REAL DIFFERENCE BETWEEN WEDDING PLANNERS & VENUE COORDINATORS

I really, really, really wanted to write about this for quite some time now, because I wish there were more real and simple educational content for couples and for new wedding pros to understand how the wedding industry works. A lot of details and services go into planning a wedding and involves a lot of different professionals with many titles that may sound the same, but are really not. The difference between a wedding planner and a venue coordinator is a topic I’ve talked about with some of my colleague friends and we can all agree that sometimes there can be some confusion with clients and even among wedding professionals with who should be doing what. More often with potential clients that may only request my partial or month of planning service because they think they already have a hotel manager or a venue coordinator helping them out with their wedding planning. Or with a venue coordinator that may think that because they already gave out a list of preferred vendors to the couple, or because their venue also includes other services like decor and such, that they should advise the couple to only get a partial or month of planner because they’ve already done half the work. I think existing clients want to understand better who they should be asking for what and want to make sure they are not doubling efforts with more vendors than what they really need. Totally reasonable!

There is absolutely no shade with this post, so no frowny faces! My sole intention is to share a bit more information not only with couples that are looking to make their wedding planning process easier by hiring professional help, but also for the many wedding pros out there that want to feel that their expertise and knowledge is appreciated.

Wedding planners, venue coordinators and hotel managers are all extremely important vendors. No position substitutes the other, instead they all have individual strengths and work together as a team to guarantee the success of the wedding. I cannot say this enough, honestly! I have a ton of respect and admiration for venue coordinators and hotel catering managers and I know for a fact that without them I wouldn’t be able to perform my job as efficiently.

The one liner explanation I tell my clients to try and resume it all is, “They work for the venue, I work for you, and together we work for your wedding”. Meaning they will facilitate everything related to the venue/hotel for your wedding, like room blocks, explaining your bar and menu options (if the venue offers food and beverage) offering a Plan B option in case of bad weather conditions, recommending the best floor plan distribution of the space, etc. And while I’ve seen venue coordinators and hotel catering managers going above and beyond to satisfy every couple’s needs outside their duties, like printing out table numbers or seating cards in their office printer (yikes!), assisting the couple and their bridal party on the wedding rehearsal and researching for an all vegan, gluten free cake baker to recommend to the gluten free bride (I’ve personally seen this and it hurts my soul!), please note that they will cater to these needs as a favor to you and in your best interests and not because it’s strictly required from them. These last things are usually part of the To-Do List that a wedding planner can help you with, but let’s talk more about this from the very beginning, shall we?     

It can also happen the other way around, but it’s very common that a couple will begin their wedding planning by booking their hotel or venue first. From there, the venue coordinator or the catering manager will often refer a few wedding planners they trust and have vast experience working with. That’s when the wedding planner jumps in to help plan your big day, not only on the venue/hotel related items, but on the big picture of your event and all the pieces it will require to be executed as close to perfection as possible. The planner takes care about your wedding vision as a whole. With our KME wedding planning services, this usually involves an estimated budget distribution, vendor referrals in accordance, a custom design/mood board, a complete client and close family members profile to understand specific family needs the coordination team will need to address during the wedding day, checklists and wedding goals, an extensive wedding day timeline detailed down to the core, and so much more. Your wedding planner in most occasions will also be by your side during your wedding gown selection, will schedule meetings and conference calls with key vendors, will guide you through your marriage license process and most likely will attend the appointment with you. These tasks all fall under the wedding planner’s responsibilities, not the venue coordinator or hotel manager. You’re welcome! ;)

A venue coordinator or hotel catering manager typically has a job description that has been outlined in the numerous seminars and training programs they attend (bless their hearts!) and anything outside of the venue’s duties, like where to buy your ring bearer’s special little pillow, help you unexpectedly pick up the wedding favors your ordered, or providing invitation etiquette wording samples, are usually not things they have to attend. Although they will suggests and help you approve a floor plan, share logistics planning tips based on the distribution of the areas and make sure any included rentals with the venue are set and available. They will also tend to guests and vendor parking, which reminds me… vendors, my little angels, please don’t expect free parking or that they should validate your parking ticket or even that this should fall on the wedding planners responsibilities for the wedding day, because it’s not the case. My suggestion is that you add this minor fee to your global services. Wedding planners are not authorized to sign or validate parking tickets from a hotel or venue and we sometimes also have to pay for our own. We’re hired wedding vendors same as you! ;) If the venue coordinator or catering manager does validate your parking ticket, please consider this a gift and not their obligation. The venue coordinator also helps guide the vendors with their loading dock areas, serve as the main contact person for any assistance with the room setup, lighting and AC temperature changes and, OH MY GOD, the list goes on! If the couple has hired a wedding planner, the hotel manager my often allow themselves to leave after dinner when the main banquet service is over, assuming everything will keep running as smoothly, leaving the banquet captain in charge to address any of the event needs for the rest of the night. Teamwork is key!

So, I hope this helps clear up any confusion about the various tasks of planners, venue coordinators and hotel catering managers. At the end of the day, we’re all wedding professionals with different roles, but with the very same goal to work our butts off for the couple and their big day, while we better this beautiful industry as a whole.

All photos shown here are from Nydia Mercado Photography of one of our August 2019 weddings at the beautiful La Concha Resort, which happens to have an A-MA-ZING catering managing and banquet team. Have a wonderful day, everyone!

Abrazo,

Kari

Planning, Coordination & Creative Concept: Karisha Marie Events

Floral Design & Decor: Lorraine Flowers

Hair & Makeup: Qza

Bridal Headpiece & Earrings: Eva Guadalupe

Wedding Stationary: Paper Crafts