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Wedding Planner or Onsite Coordinator?

December 11, 2016

While there is nothing wrong with having an Onsite Coordinator (and that might be all that you want), they are not the same as Wedding Planners. Before I was a Certified Wedding Planner, I learned this the hard way. Onsite Coordinators can be very useful when it comes to answering questions that you have about the venue itself, they are extremely knowledgeable about their facility and grounds. However, your Wedding Planner is there for YOU.


If your venue includes an Onsite Coordinator, you can count on someone being assigned to unlock the doors, get the heat or A/C going and turn on the lights for your wedding day. Your Onsite Coordinator is your Point of Contact for the venue; you will go over the terms and conditions of your contract with this person and schedule payments with them as well.


To ensure you follow the rules outlined in the contract, your Onsite Coordinator will usually be there for, not only setup of provided tables and chairs, but also the setup of your décor. It is also the Onsite Coordinator’s responsibility to ensure no damage is done to the facility by other vendors coming and going. Once your event begins, you will most likely not see your Coordinator until the time that your event should be winding down. The purpose for them to be present at the beginning and end of your event is to make sure you start on time and don’t go past the contracted time that was agreed upon at signing.


When you choose to make an investment on a Wedding Planner you can be sure that you will have a professional working side by side with you on all components of the wedding; from the day you hire him/her, to the time your event ends. For the purpose of this post, let’s just focus on the role of a Wedding Planner that you hire as a Day of Coordinator.


Your happiness is of the utmost importance to your Wedding Planner. Everything matters to them, including the way your special guests arrive to the venue, and whether your mom’s corsage will be pinned onto her attire or tied onto her wrist. On your wedding day, they represent YOU, the bride and groom, and act on your behalves to execute the wedding the way that you envisioned it to be. All questions will be directed to your Planner so you can enjoy your big day that you have been dreaming of for so long (possibly since you were a little girl).


Your wedding planner will welcome your bridal party and families, provide management for the vendors, styling for the décor and details, and have full control on the timing and production of your event from start to finish. It is their job to focus on you and your guests; to ensure happiness on YOUR day. When your venue has an Onsite Coordinator, it is typical for your Wedding Planner to work with the Coordinator to ensure a seamless event and that nothing is overlooked.


Some advice that I would like to give you: Venues will sometimes give their Onsite Coordinators the “Day of Coordinator” title. When choosing a venue that “includes a Day of Coordinator”, make sure to ask what their actual role is. What will they be doing for you on your day?


I want to share my personal experience with a Day of/Onsite Coordinator to stress how important it is to make this inquiry and know exactly what you get before you get a surprise.


“When I was planning my wedding, my (then) fiancé was station in Korea and we had decided to tie the knot in Dallas, TX. This would have posed no issue if I was living anywhere near Texas, but I was living 1,400 miles away in Delaware. One of the main services to consider, for me, was a wedding planner. I felt as though I hit the jackpot when, low and behold, I found a venue that included a Day of Coordinator!


I love DIY projects and pulling events together myself, I just wanted someone to make sure that all of my hard work came together on my big day so that I could mingle with my new family. After many emails and phone calls, we were on our way to Texas for our wedding. We met with our Day of Coordinator at the venue to go over set up and everything was perfect!


The big day was finally here, our coordinator let us in, set everything up (that was provided by the venue) and asked if there was anything else I needed. Not suspecting anything, I politely said ‘No, everything looks beautiful!’. While setting up the décor that I made, my mother and I realized that our Coordinator was nowhere to be found. After a few phone calls, we quickly came to the conclusion that we had an Onsite Coordinator and not a Day of Coordinator.


I’m glad that our families were very social and liked talking; our guests didn’t even notice that the sound system stopped working one song into the reception. If I had questioned the role of the provided Coordinator, I would have made the investment for a Certified Wedding Planner to act as my Day of Coordinator. Needless to say, the wedding was beautiful and most importantly, I get to spend the rest of my life with my best friend.”


Let Countryside Vintage Events take care of all of these special details. We’ll handle them with order, expertise, and keep you updated every step of the way. There is only one thing a bride should do on her wedding day – enjoy it!

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