Tag Archives: wedding planner

venue coordinators vs wedding planners

There is often confusion in what duties a venue coordinator performs and what duties a wedding planner will perform for you. Brides and grooms sometimes perceive that they may be double paying. A valid point, but perception is not the reality in this case. This is why.

What are the Differences?

1. Your venue coordinator is responsible for your venue (thus the title). They are there to make sure all of the venue employees are informed of your reception plans. Think about it: the chef, the serving staff, the setup crew, the landscapers, the hotel staff, the bartenders, the cleaning crew, the janitors, maintenance department… just to name a few. Yes, they can be there when your cake is delivered or when your entertainment arrives, but that is the easy part.

2. Your wedding planner is responsible for YOU, your family and your wedding guests. We are with you the entire day after putting together a comprehensive master timeline that includes all of your plans that you wish to happen, all of the personal touches that you want from your ceremony all the way to the reception. The venue coordinator may not be concerned where your dance shoes are, whether Aunt Betsy in a wheel chair is comfortable, if the flow of your reception is going smoothly or perhaps how your liquor tab is progressing. The bride and groom may still be bombarded with questions from all the vendors (photographer, videographer, DJ). When we are there (or any wedding planner) then we answer those questions so that you and your family can truly enjoy your celebration with your guests.

I’m not suggesting they are callous, not at all. They are focused on doing their job which is ultimately ensuring accurate and prompt service from catering to bar services. We don’t know where the extra kegs are located or how to turn up the air conditioning should it get too warm. But they do, because it’s their venue.

Now this blog post is written a little backwards, concentrating on the wedding day FIRST. Let’s back this wedding train up and discuss PRE-wedding day duties.

Wedding planners help with the pre planning of your entire wedding. From reviewing contracts, designing details, reviewing the flow, securing hotels, finding the right wording and invitation, looking out for your best interest in staying within your budget, answering your many etiquette questions, calming your anxiety and referring the right vendors that fit your budget and style.

The Elusive Preferred Vendor List:

Venue coordinators will also give you recommendations from their preferred list of vendors. But please, PLEASE, be sure to ask them:

“Do vendors on this preferred list PAY the venue to be listed here?”

In my humble and experienced opinion, I don’t believe the correct description of a “preferred vendor list” means that a vendor shelled out some moola to have their name on it. It should instead be entitled “vendor paid advertising”. You see the vendors that we prefer to work with have proven themselves time and time again working along side with us. We know that they not only deliver what they promise they are a gem to work with, especially when times get tough (unexpected increment weather, for instance).

They don’t pay us to refer them, where is the credibility in that? Nor do we pay to be on any preferred vendor list.

“You Don’t Need a Wedding Planner!”

Sometimes venue coordinators like to tell brides, “You don’t need a wedding planner, we’ll coordinate your wedding.” Hmmm, let’s dissect this. You mean the venue coordinator will be at your ceremony coordinating between the musicians and lining up your wedding party? Or are they available take your late afternoon phone calls and meet with you after hours in your home to discuss your wedding plans and what are the best options to alter your dress? Or maybe they are there to help you manage your Pinterest projects and design the details from programs, escort cards and signage? They are not helping you plan your wedding. They are coordinating their venue.

Now as a professional planner, who gives venue referrals I can tell you when I get feedback from a client, WHO I REFERRED, and is told that we are not needed, it does more than get me a little hot. It is infuriating. And for your venue coordinators that think these client’s don’t come back to tell us, you are wrong. And it happens more than we would like to admit.

For years, I asked myself “Why?” And I think I’ve got it narrowed down. This is my personal epiphany on this controversial subject:

Notice I kept saying “some venue coordinators”. There are many that love to work with planners and we love you right back. Nothing falls through the cracks and our mutual clients are served very, VERY well.

Would love to hear your feedback, thoughts or questions!

update: Did a TV segment on this subject on Local 7 Lifestyles, check it out!

behind the scenes…

We are happy as a dog with a bone to show you a project that has been one year in the making (actually conceptualized two years ago).

With our good friends, Garrette and Amber Baird with Eyenamics (cannot thank these awesome filmmakers enough!) we present to you a Behind the Scenes video of my planning team, studio and my personal family. Only #realtalk and I really hope you enjoy it.

Please leave a comment, I would love to have your feedback! Be sure to come back on Monday for The Blooper Reel.

You KNOW I would have to have a blooper reel. Cannot miss the opportunity to poke fun at myself.

deadlines are a good thing…

Ever have one of those projects that you think about getting done, but there is always something else to do? Like planning events, weddings, traveling across the country speaking at conferences, family time, watching Bravo network … you get the drift.

Well I finally got a project done that has been on my list for over a year, because of a deadline! Last week we repainted and spruced up the PFE studio!

We meet our clients at their homes, offices, venues or at other convenient locations that serve yummy food and drinks. This is a “working” studio. So sometimes it’s super clean and most of the time there is a little creative mess. That’s okay it all sparks imagination. The real solid work comes from an original, kitchen wood table that I use as my desk. My son learned to eat on this table. I just couldn’t get rid of it. Sure Ikea would be awesome in this area, but I’m a firm believer of reusing and repurposing furniture, mixing old with the new. Note: if you want some inspiration in this area, check out my latest design blog crush cleverlyinspired.com , she is nine kinds of awesome.

So here are the photos. My desk is exactly how I left it at 9pm last night. We did not stage this photo (like so many you see on the internet), however I will agree it is a lot cleaner than it will be in about 30 days!!! HA!

My three favorite things about this studio are:

• The super, duper, cool magenta purple walls which happens to be my favorite color
• The NINE windows that let stellar light in
• A tile floor

So what do you think? Would love to hear your feedback. I know that a lot of our clients often ask me what my office must look l like. So here you go, after nine years I’m finally showing you!

you want to work with us?

Okay.

Few little things you should know about our little event planning company:

• Everyone starts out with an unpaid internship.
• Everyone is on commission basis only. Including the owner.
• This job is awesome.
• This job requires many hours on your feet with a constant smile.
• While occasional food tastings and picking out pretty linens are sometimes perks of the job, this is a real business and managing other people’s money and their once-in-a-lifetime event is serious and not taken lightly.
• Kiss your Friday nights, Saturday day and evenings goodbye. Can you hang with that?
• You must have a deep desire to serve people, while thinking 10 steps ahead.

…. and this is just the beginning.

photos: saundra’s iphone

last week of wedding planning :: IT’S WEDDING DAY !

Continuing our series of the last week of wedding planning for our very OWN, Kerry Devine.

It’s now THE WEDDING DAY !!!

The Finale …

ps We’ll be posting a wrap up with the highlight photos of the day, the stuff that went wrong and the amazing vendors that made it all happen.