Have you ever had a promising consultation with a prospective client, and then they decide to forgo a planner because their venue has an on-site coordinator? This is a common occurrence for some planners because the couples do not understand that a venue coordinator is NOT their personal planner. Often, couples think the venue coordinator plays a similar role and can save money by moving ahead without a planner. 

By educating potential clients on the role of a venue coordinator, you can help them understand that it is still in their best interest to have a planner who is 100% there to execute the perfect event. 

Roles of a Venue Coordinator

The role of the venue coordinator is to represent the venue. Their job is to be onsite on the wedding day and ensure that everything the venue provides is operational. For example, if there is an issue with anything the venue controls, the onsite coordinator should be able to solve the problem. They are there to enforce the property’s rules and regulations and ensure that the couple or their planner has access to all areas of the property they have reserved. 

Basically, anything that the venue has promised to provide within the contract is the responsibility of the venue coordinator to deliver. Depending on the venue, the onsite coordinator may offer to take on some of the roles of a day of coordinator, but it completely depends on the packages that the venue is offering, and that should never be assumed. 

Why Wedding Planners and Venue Coordinators are Sometimes Confused

Since a venue coordinator is not a standard role at every wedding venue, it is often marketed as a benefit to choosing that specific location. The role of venue coordinator might have some overlap with the role of a wedding planner, so when a couple is shopping for a venue, they might get the impression that they can forgo a planner if their venue has a coordinator on site. 

As wedding planners know, a venue coordinator is not a replacement for a wedding planner. They will not confirm with vendors, create floor plans, or do timeline management. So, when couples are under the impression that they do not need a planner or only need a small amount of planning services, it is important to educate them on the actual role a venue coordinator plays on their wedding day.  

How The Roles Work Together

Sometimes the relationship between the planner and the venue coordinator can be tricky, especially if

their roles have some overlap. Since some onsite coordinators may not be used to working with planners, they might be accustomed to running the show on the wedding day. Simply because no one else steps up to the plate, when people feel their toes are being stepped on, it can create a tough work environment. 

If you plan a wedding at a venue with an onsite venue coordinator, make sure to have a clear conversation about your contracted responsibilities to the couple. Often, one conversation can set expectations and create a very smooth relationship. 

A good partnership with a venue coordinator can make the planner’s job so much easier. You have a reliable point of contact who can help educate your clients on the important things needed for their wedding day, such as event insurance. Some venues will require couples to obtain a policy for their wedding day. Even if the venue has no such requirements, it is a good thing for couples to have in place to alleviate worry about unforeseen problems.

By educating your potential clients about the difference between a wedding planner and a venue coordinator, you can showcase your expertise and create a great working relationship with your venue coordinators. 

*This post is sponsored by Markel Service, Incorporated

Markel Event Insurance is an easy and affordable solution for your clients, with liability coverage starting as low as $75.  A free event insurance quote takes only a few minutes online or on the phone. 

Get more information now on the Markel Insurance website on how easy it is for event planners to recommend event insurance to their clients. (link to www.markelinsurance.com/event/planner). 

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