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This page was created to answer the most FAQ I get asked

On-site Coordinator vs Wedding Planner


Questions:

1: Do I need a wedding planner if I found a venue with an on-site coordinator?

2. What’s the difference between the two?

3. Day of Coordinator vs Month of Coordination is there a difference?


1. If you’ve chosen to have your wedding at a full service wedding venue, chances are there’s an on-site coordinator who will be there to make sure your day runs smoothly. While that’s certainly a huge weight off of your shoulders, there is a difference between an on-site coordinator and a wedding planner. Although these two individuals work together, many brides and grooms don’t know the difference between the two. Hopefully this will answer your questions.

On-site Coordinator

On-site coordinators are employees of the venue, but not necessarily the bride and groom themselves. They act as a liaison between the bride and groom and the venue’s operations team. Rather than managing your every wish for your wedding day, they make sure you’re getting what you were promised in your venue’s contract. They make sure the kitchen is staffed and that their sound system is working properly. Their responsibilities are those pertaining to your experience with them, directly: showcasing the venue, consulting your food and beverage choices, formalizing your catering needs, arranging menu tastings and processing the final invoice.

On your wedding day, their focus is delivering their contracted services, ensuring the venue set up is accurate (tables, chairs, place setting & possibly centerpieces if they are included), food is out on time and break down happens within the allotted time frame.

Things to keep in mind:

 The on-site coordinator often departs once the meal is served if not prior to, but generally never stays through the entire event.

 While you may have worked with one individual throughout the planning process, there is no guarantee that you will be provided with that same individual on your big day.

Wedding Planner

A Wedding Planner is your personal consultant, with a focus of bringing every detail to life for your dream wedding. From the initial planning stages (providing venue options, reviewing contracts, researching and recommending outside vendors) to wedding day preparation, (creating an itinerary/timeline, organizing your ceremony rehearsal, confirming details with all contracted vendors, and ensuring the venue adheres to the contract terms) your wedding planner is present for every decision.

On your wedding day, your wedding planner over-sees time management (ceremony, processional, recessional, cocktail hour, transitions, grand entrance, speeches, dancing etc.), prompts the MC and vendors, troubleshoots and ensures quality control of set up, including personalized details and decor. In addition, a wedding planner will prepare valuable tools for you, such as vendor contact forms, budget plans, floor plans, set up outlines and coordinate MC scripts. The wedding planner takes the stress of planning off of the couple.

Day of Wedding Coordinators will assume the responsibility of ensuring everything you planned happens as planned. They are there for the rehearsal and day of festivities. They coordinate and check in with vendors and the venue to ensure a successful event. While they may come in closer to event day, they still work exclusively for you.

2. Conclusion

The Difference: An on-site coordinator works for the needs of the venue, acting out the requirements of your contract in a smooth and timely manner.

A wedding planner works for you, ensuring every detail of your day is flawless and orchestrated exactly as you’ve planned.

Your wedding planner will be there every step of the way, making sure you’re getting not only what your venue’s contract states, but what all of your vendors’ contracts state. They’ll get to know you and your soon-to-be spouse, and will represent you and your wishes, not just the property.


3. Day of Coordinator vs Month of Coordination

So... You probably see both terms floating around depending on who's website you visit. The terms in actuality mean the same. Day of Coordinator is typically what it's been referred to while month of coordination is actually what it is. A Day of Coordinator, prior to your actual event, has reached out in the weeks leading up to, to all of your vendors and your venue. Your coordinator will request copies of all contracts in place to ensure you receive all services as promised. He/She will create a timeline of events for the day and make sure all vendors are scheduled to arrive on the day of, in plenty of time to set up. Your coordinator has confirmed within the days leading up to all vendors have the proper address, time, schedule of the day's events, design/layout of the space, and provided any other important information needed. Your coordinator will attend the final walk-thru, tasting (if requested), rehearsal, and will meet with the on-site coordinator. Your coordinator will be there the day of to ensure all goes as planned. So as you can see, even though that's the title often referred to, a lot of work is still involved within the 3-4 weeks prior to the event. Some planners, like myself, also dabble in design so have that responsibility as well. Hopefully this helps!


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