We love venue onsite coordinators. We really do. They make our life much easier on the day of, because they are the point of contact specifically for the venue and can ensure anything venue related is taken care of such as security, parking available, working bathrooms, even ensuring electricity and water is running properly.
However, these days, many people go on venue tours and are promised they will have an onsite coordinate to handle everything. Everything is a strong word. And it feels bigger than it actually is. And for many couples this is the first time they are getting married so they may not realize how much help and how many things are happening on the day of behind the scenes.
Here is a list of what a good onsite coordinator should provide, as well as everything else you’re going to need help with on the day of and leading up to the wedding day. We highly highly recommend a planner for everything listed on the second list! Do not try to have your makeup done and be calling the bus company that’s now 30 minutes late and be texting the florist who got lost on the highway all at the same time. No thank you! You know the Jacqueline Denise Productions philosophy, it’s your day to relax and enjoy!
A venue onsite coordinator should handle:
- Vendors arriving for set up, breakdown, and loading in and out safely
- Ensuring vendors adhere to noise level requirements or venue specific rules
- Ensuring the space is clean before the event
- Clean up after the event
- Stays in contact throughout the planning process to discuss what is and is not allowed onsite. For example – Are sparklers allowed? What tables or chairs may be available for use?
- Sometimes they will create the floorplan because they know the space the best
- Make recommendations for vendors they have used in the past
- If it’s a historical building, ensuring places that are off limits are kept as so
A wedding planner will handle:
- Organizing and staying in contact with transportation
- Managing room blocks for guests and couple
- Ordering food and coffee during getting ready time
- Organizing the guest list, adjusting everything for for cancellations or add ons
- Sending out invitations or save the dates
- Keeping track of RSVPS and dietary restrictions
- Creating wedding websites and/or registries
- Contacting vendors if something is missing or if a vendor is running late
- Managing the timing of the wedding, such ceremony start time, start of dinner, speeches, first dances, ect.
- Handling hair and makeup and ensuring everyone is dressed and ready on time
- Ensuring that all the rentals and items that are supposed to be at the venue are there
- Cue the groomsmen or bridesmaids down the aisle
- Ensure the gifts and cards get safely put into someone’s hands at the end of the wedding
- Set out escort cards or place cards or help guests find their seats
- Ensure the photographer is taking all family photos, and/or announcing the shot list to keep the photos moving quickly and efficiently
- Help the bride or groom change into second outfits
- Manage friends or family who come down ill or maybe had one too many cocktails
- And the list goes on!