event manager vs. venue coordinator.
I hear this question a lot.
Couples or individuals planning a social event often ask about the difference between event managers (or event planners) and the coordinator at their venue. It's a common and important question because some of the tasks may overlap or at least appear similar. So, let's break down these two roles to see if bringing on an event manager would be a game-changer for you.
*Each venue, event management team, and planner is different. Remember that specific details may vary based on your venue and event manager (or planner).
Venue Coordinators
First up we got the venue coordinators. They ensure a smooth operation of the venue itself and are usually tackling a couple of events each week. They ask for details beforehand and pass them on to other in-house team members. A good venue coordinator may offer suggestions, set up some decorations, contact vendors for arrival times, and organize a bridal party for wedding ceremonies. Regardless of how hands-on of a role your venue coordinator takes, they do, possess an intimate knowledge of the space and are the go-to’s for any venue-related question.
Some things to keep in mind….larger venues may have a team of people who are responsible for different things. Don’t assume that the person who started the process with you is going to be your venue coordinator. Moreover who you send your final details to may or may not be your point of contact during the event. Again, every venue is different, so it’s something to be aware of and a good thing to ask about when touring venues.
A well-coordinated venue team can ensure that everything runs smoothly, contributing to the success of the event. On the flip side, poor communication or a lack of attention to detail from the venue side can significantly jeopardize the outcome of an event.
Some examples of a venue coordinator’s responsibilities:
Gather details a few months prior to the event date, including floorplan, timeline, the color of linens (if the venue handles linens), drop-off times, and vendors.
Relay details to the caterer, and bar staff, set up/break down crews.
Organize venue staff for the week
Set up minimal decor provided by the clients such as table numbers or signage (some venues do not set any decor)
Gather arrival times from vendors (most venues will require the client to provide them)
Make sure the space is clean and ready
Make sure event space is ready at the end of the night to be set up for the next wedding
Communicate any changes to the schedule to the staff and catering team on the day of the event.
Some venue coordinators are responsible for collecting payment from clients
Event Management
We’re the ones all about the nitty-gritty details. Our responsibility is overseeing the entirety of the client's day, encompassing not only the event itself but also the preparatory activities leading up to it. From fine-tuning details to handling crises along the way, we’ve got your back. We team up with you to shape the big picture, navigate tough choices, and keep things running smoothly.
Come event day, event managers are the central point of contact, fielding questions from vendors and family members, while also serving as the vital link between the couple, the venue, and all the vendors involved. With so much happening simultaneously on event day, having a designated go-to person, other than the client or a guest, becomes invaluable. Armed with an understanding of the overall plan, we can work with the venue coordinators (and other vendors) to foresee and address potential issues and ensure your vision for the event is executed to perfection while safeguarding your best interests.
I’m a big believer that having a third-party professional as the point of contact on the big day can be a game-changer for everyone. But it's even more crucial for those venues that are more on the DIY side, just starting out, or juggling multiple events at once. And let's not forget those places with less-than-stellar reviews about their communication game. Having that extra hand and level of professionalism/expertise can really make a difference in delivering a smooth and stress-free event experience.
Some examples of an event manager’s responsibilities:
Organize meetings before the event to make sure all the details for the day and the days leading up to it are taken care of. Provide details to vendors, venue, and bridal party.
Staying accessible to the client from start to finish, guiding them when needed, and addressing any questions as they come up.
Review and verify all critical aspects, such as final timelines, contracts, and floorplans the day of. Ensure that seating charts and guest tables match.
Communicate important details to vendors the week prior such as…setup instructions, parking information, requests, and design elements, and that all plans are within contractual obligations.
Arrange the decorations based on what was discussed in meetings, and align them with the approved floor plans and the abilities of the vendors.
Communicate any on-the-fly changes to the schedule to all vendors, venue coordinators, clients, and guests (as it pertains to them). Having the foresight to know when to make a change to ensure a seamless experience for the guests and client
Make sure that the venue and vendors are following the agreed-upon arrangements, such as the bar operating hours, DJ requests, and other tasks/details.
Hope this breakdown helps you figure out if an event manager is a missing piece to your event-planning puzzle!