As a wedding photographer, I’ve seen countless weddings unfold from start to finish. One of the most common misconceptions I hear from couples is, “Oh, our venue comes with a coordinator—we don’t need anyone else!” But here’s the thing: there’s a big difference between a venue coordinator and an on-the-day wedding coordinator—and knowing that difference can make or break your wedding day experience.
So, What Does a Venue Coordinator Actually Do?
A venue coordinator is employed by the venue, and their top priority is making sure everything runs smoothly on their end. That means:
- Ensuring meals are served on time
- Making sure the bar is running and drinks are flowing
- Coordinating staff to clear tables and maintain cleanliness
- Sometimes offering sweet touches like a champagne flute waiting for you after the ceremony
Some venue coordinators go above and beyond (and if you have one of those, you’re lucky!), but it’s important to understand that their responsibilities are venue-specific. They’re not responsible for your vendors, timeline, setup details, or anything else outside their scope.
What an On-the-Day Coordinator Brings to the Table
Your on-the-day coordinator, on the other hand, is your personal logistics hero. They’re there to work for you, not the venue, and their role kicks in a few weeks before the big day.
Here’s what they typically handle:
- Take over vendor communication 4–6 weeks before the wedding
- Create a detailed run sheet and timeline
- Confirm vendor arrival times, roles, and responsibilities
- Oversee set-up and styling
- Keep everything running on schedule
- Troubleshoot any issues without you even knowing something was wrong
They’re essentially the glue that holds all the moving parts together, making sure your day runs exactly how you envisioned it.
Why Having Both is a Game-Changer
When you have both a venue coordinator and an on-the-day coordinator, the experience is seamless. The venue coordinator makes sure the venue’s responsibilities are flawless, while your personal coordinator ensures every other aspect is under control—without needing to involve you, your family, or your bridal party in any way.
Final Thoughts
If you’re considering whether or not to hire an on-the-day coordinator, take it from someone who’s seen it all: it’s one of the best investments you can make. You, your parents, and your friends deserve to be fully present on your wedding day—not scrambling to set up centerpieces or trying to reach the cake supplier.
And remember: your venue coordinator works for the venue. Your on-the-day coordinator works for you. And that distinction can make all the difference.
If you’re looking for a wedding photographer who values your day going perfectly as much as you do, then I would love to hear from you! Reach out here.
