Do you know the difference between a venue coordinator and an independent wedding planner? You might be wondering why you’d even consider hiring an independent wedding planner whenever the hotel already has someone onsite managing weddings.
Despite our impressive online presence with stunning Instagram posts, Pinterest pins, and glowing reviews, destination wedding planners still find themselves having to justify their value over using an onsite hotel or venue planner. I write this blog in the hopes of providing clarity between these two entities.
When The Hard Work Pays Off
Let me give you an example. At my final wedding during one particular season, everything was going smoothly. The bride was radiant, parents were joyful, and the wedding party was perfectly in alignment.
Suddenly, the groom approached me with a serious look on his face and said, ‘I have something to confess.’ Curious, I asked him to share. After a brief pause he admitted, ‘At first, I didn’t see the point in hiring a wedding planner. We already had a fantastic venue coordinator. But seeing my wife’s happiness and all that you’ve done for us, I realize how wrong I was. We couldn’t have had this amazing experience without you.’
This scenario is a common one that I encounter from potential couples. Having worked as both an onsite wedding coordinator and now as an independent wedding planner, I can explain the differences and benefits of each.
Venue Coordinator Vs Independent Wedding Planner?
Before joining Amy Abbott Events, I spent a significant amount of time working in hotels as an onsite venue wedding coordinator. I worked closely with many talented independent wedding planners and can confidently say that there are distinct differences between the two roles. It’s not necessarily a matter of choosing one over the other; in truth, you need both.
A successful event requires collaboration between a planner, experienced in venue operations and event planning and someone who supports the goals of the venue, the coordinator, and most importantly, the client. Working together with the hotel planner is crucial for a seamless event.
There are clear distinctions between the roles of an onsite venue coordinator and an independent wedding planner, and I’m happy to outline them for you.
The Role & Benefit Of An Onsite Venue Coordinator
The primary variance lies in the scope of services. As an onsite venue coordinator, your focus is on selling the venue and managing all onsite arrangements, from room bookings to event logistics. You’re the primary contact for the couple and their guests regarding anything related to the venue and their specific celebration.
Another crucial element of working with the onsite coordinator is their ability to communicate with other staff members within the venue area. Onsite staff have access to the entire hotel and can provide instant assistance, or convey communications quickly whenever needed.
However, if the clients require services beyond the venue’s scope, the onsite hotel coordinator may be limited in their ability to meet those demands. This isn’t due to a lack of willingness but rather the constraints of managing multiple events and contracts for the venue. An onsite coordinator’s responsibilities are typically exclusive to their specific venue and may not extend to handling external event details.
Hiring An Independent Wedding Planner
Have no fear, because this is where your offsite wedding planner steps in to take care of all the intricate details of your weekend extravaganza. We’ve got your back!
As devoted wedding planners, we prioritize advocating for our love-up couple. The bond between the bride and groom grows stronger as we strive to turn their wedding dreams into a spectacular reality. Getting to know a couples’ unique style is the enjoyable part, as we tailor their event to their exact desires.
Guiding them through every stage of the planning process, we transform their wedding vision into unforgettable moments and everlasting memories. From flowers to place settings, music to food, and even unexpected details, we handle the overall logistics meticulously. Our dedication to clients knows no bounds. Our clients are our greatest pride and joy. For us, you are our sole focus during your wedding day. We are there to ensure that all the micro-details you’ve wished for are flawlessly carried out.
Vendor Selection Is Crucial
It’s crucial to mention the significance of selecting the right vendors. While hotel venues may offer a list of preferred vendors, these may not always be the best fit for the couple. As wedding planners, we maintain strong connections with a variety of vendors to ensure we match couples with the perfect vendor who align with their style and budget.
Whether it’s finding the ideal photographer to capture precious moments or the perfect band to keep the party going, we go the extra mile to create the dream match.
A Flawless Wedding Day
On the actual wedding day, wedding planners take on various roles. While onsite hotel coordinators focus on venue logistics, we ensure that the meticulously planned wedding timeline is followed. We ensure that vendors arrive on time, and everything runs smoothly, as expected. Handling any last-minute changes or requests, our ultimate goal is to ensure that you, the couple, have the opportunity to enjoy this momentous day to the fullest. Despite the complexities involved, we somehow make it all come together seamlessly.
In my closing thoughts, I believe that working with an independent wedding planner while also collaborating with the onsite venue coordinator is crucial for a successful event. The hotel coordinator’s role as a venue liaison is invaluable, as they possess a deep understanding of the venue’s operations.
When both entities are working together in harmony, it’s inevitable that your wedding celebrations will be flawless. Therefore, my advice is simple: let go of the stress and enjoy the best day of your life, while we take care of the rest in partnership with the onsite venue coordinator!
Looking forward to the next event!
Ciao!
Carena
Email: carena@amyabbottevents.com
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