I probably should not be admitting to this, but when I first got into the wedding business, I didn’t know the difference between event planners, event designers, catering managers, banquet directors, and venue event coordinators.

image via Lindsay Jane Studios

Fast forward 12 years into the wedding business and my best advice to you is to: ASK. Ask your planner what they do. Then, ask your venue manager or catering manager what they do. Then, you will also want to ask your florist what they do. The level of attention you want will determine who you need to hire and admittedly, there is significant crossover amongst wedding vendors.

Today, we have Melissa Hagen of Soiree Productions answering this popular question. Take it away, Melissa.

“What is the difference between a Professional Event Planner and the Banquet Co-Coordinator that I’ve been in contact at the venue? Why should I also hire an Event Planner?”

This question is increasingly popular as it seems that venues are offering more and more services. However, I believe that there will always be a big difference between the coordinators at a venue and a professional event planner.  To start, here are just a few very clear differences:

Event Planners are also Event Designers*. They can help take all of your ideas, and help you to create the perfect evening for your guests. The design process is tedious and sourcing local product can be challenging. A good Event Planner will have the expertise and contacts to streamline the process and effortlessly create a fluid experience for everyone.  Venues usually are able to order goods, especially rentals like lounge furniture and linens, but they should be considered more, “order takers”. The design responsibility is still solely in the hands of the bride.

image via Lindsay Jane Studios

A skilled Event Planner will generally do an overall budget of your entire wedding. This should include all the pieces (the dress, favors, invitations, rentals, décor, florals, and catering). Your Planner will help you to monitor your budget and create priorities with you, based off of the budget. The coordinator at the venue only keeps a careful eye on the catering and venue budget. The rest of the items are all up to the bride to keep track of.

Often, your Planner will also assist with the ordering, assembling and mailing of your invitations. This is definitely not something the Venue helps with. This again, is not part of the venue’s responsibility.

image via Lindsay Jane Studios

The coordinators at your venue don’t run your ceremony rehearsal and generally won’t cue your ceremony. As one of the most important pieces of your wedding day, it is of utmost importance to have someone to cue your ceremony. This is so incredibly important-you’ll need someone to make sure the ceremony flows smoothly, someone to tell the people when to go, and also to tell the musicians when to change music. A smart Planner will make your ceremony appear effortless.

Professional Event Planners know that one of the most important tools to make sure your whole day runs smoothly is to ensure there is a timeline of the day and to ensure that everyone is aware of their responsibilities. Most venues are great about making detailed Banquet Event Orders, however, these do not include personal information and needs, and specific details for your vendors. Also, Banquet Event Orders include information about how your celebration relates to the venue-which means that only information on what is occurring at the venue will be detailed. A bride’s day begins much before the venue is involved, and an experienced planner will have details about every moment of the day-from beginning to end.

image via Lindsay Jane Studio, florals by Artisan Bloom

This list could continue for pages, and these are some key reasons it is important to make sure you also have a great planner. It is your Event Planner’s duty to ensure that your wishes are met on your day-including ensuring your decorations are set correctly and that your vendors appear on time and fulfill their contracts. The venue coordinator is responsible for making sure that all your requests pertaining to venue are met.

The venue and their coordinators are extremely important to making your day run smoothly, and we have fabulous relationships with all of the venues that we work with. However, we consider it team work, and feel that really, it is extremely important to have both a professional Event Planner and a great venue coordinator.

*I would like to note that in larger markets, you may also see a distinction between Event Planners and Event Designers. However, here is Utah, most Event Planners are Event Designers. Now, you’re really confused right?

Because day-of logistics can be tedious, it’s important for you to ask your wedding vendors what exactly they are responsible for. I’ve seen 20+-page timelines from professional event planners for a wedding day because they are able to coordinate every detail from transportation to the cake delivery to queuing the Best Man’s toast. Just be sure to ask.

[NOTE: these photos are one of our Real Wedding featured in our 2012 issue, with coordination provided by Soiree Productions.]

Posted: Thursday, February 9th, 2012 @ 9:44 am
Categories: Expert Advice.
Tags: Ask a Planner, Difference between a planner and a coordinator, Expert Advicte, Soiree Productions, Sundance Resort, Utah weddings, winter wedding.