Venue Coordinator vs. Event Planner
When speaking with prospective clients, one of the most common misconceptions is that a venue coordinator is the same as an independent event planner. Often the prospective client is talking out loud, trying to understand the difference between the two to justify the additional cost of an event planner when “the venue can do all of the same things.” Let’s clear this up…
At the risk of seeming biased, know that this article was written from the knowledge of our team that includes seven years of first hand experience as a venue coordinator. We know both roles intimately and can fairly explain why a venue coordinator and an independent event planner are far from the same thing.
Let’s start with definitions of each role:
Venue Coordinator
A venue coordinator’s sole purpose is to handle anything that may be under the venue’s umbrella (i.e. A/V, catering, any in house rentals, etc.) and to ensure that the venue is not destroyed in any way. The venue coordinator is looking out for the best interest of the venue.
Event Planner
There are various degrees of independent event planners, but generally an event planner is hired to oversee every single aspect of an event from invitations and budget advisement to hiring vendors, design, logistics, and is ultimately responsible for the successful execution of the event as a whole, including the actions of the venue and all that is under the venue’s umbrella. The event planner is working in the best interest of the client.
That’s quite a difference, and each position can very nicely fit the various needs of various clients. But often, the client does not know what they need in the early stages of planning, so let’s break it down further and discuss what each role may or may not do.
Venue Coordinators DO:
Handle any in-house contracts or BEOs (banquet event orders).
Make sure that anything under their "umbrella" goes as planned (i.e. catering, bar, A/V, etc.).
Give vendor recommendations.
Ensure in-house rentals are set-up according to the provided diagram.
Ensure that whatever the venue is supposed to provide is provided.
Venue Coordinators MIGHT:
Assist with diagrams.
Assist with timeline.
Help to ensure that the timeline is followed after the ceremony starts once the venue is “on the clock.” Making sure that photos, the ceremony, etc start on time is the responsibility of the client, as that is beyond the scope of the venue.
Help with rentals, depending on the venue and what is needed.
Check-in delivered rentals to ensure nothing is missing or broken.
Be present at the ceremony rehearsal but will not direct it.
Set rented items (linens, napkins, tabletop items). This is not guaranteed.
Be present the entire day and night of your event, however, most venues have an event manager or banquet manager who will be passed the baton after a certain point of the event.
Offer event planning services in addition to their role as venue coordinator. This may meet the needs of a client but be sure to fully understand the scope of these services.
Venue Coordinators DON’T:
Display any personal decor.
Manage other contracted vendors.
Assist with contracts or management of other vendors (i.e. cake, entertainment, hair/make-up, flowers, transportation, etc.).
Give 100% attention to the client the day of an event, as they are still answering other emails and possibly doing inquiry calls or tours throughout the day of your event.
Work for the client, they work for the venue.
Events Planners DO:
ALL of the above.
Budget advisement.
Vendor contracting, coordination, and management.
Design.
Source rentals, tenting, and decor.
Paper design, website curation, invitation assembly/mailing, RSVP tracking, guest list management.
Hotel blocks.
Guest welcome experience (i.e. welcome gifts, itinerary content/design).
Ensure wedding party attire is ordered.
Coordinate beauty schedules.
Transportation logistics.
Ceremony order of service, music selection, seating assignments, and rehearsal direction.
Communicate timeline to family and wedding party.
Complete day of management of timeline to ensure the day moves seamlessly from hair and make up start time to the final send off.
Serve as a resource to your entire guest list, often listed on the wedding website or welcome itinerary as a contact for questions.
etc.
Smart and non-egotistical venue coordinators and event planners recognize that they can be great assets to each other versus competition. The right ones are aware of their differences and know how to align to become a powerhouse team that serves both the venue and the client. When this happens, it’s a win-win.
