A question often asked by couples-to-be is whether or not they need a Wedding Planner. To the newly engaged couple, it isn’t crystal clear what the difference is between a ‘Wedding Planner’ and a ‘Wedding Coordinator’.
The aim of this blog is to shed some light on what you should expect from your venue coordinator, using our very own Georgia as an example, to help determine whether you need a Wedding Planner too.
The Difference…
A Wedding Coordinator’s service’s are included when you hire a venue for your big day. They work for that venue, and they will coordinate your plans to fit with the venue and translate this to the venue team. A Wedding Planner, on the other hand, is not tied to a single venue, instead they are hired to help oversee all plans along the whole wedding planning journey and in the lead up to the wedding day. This could include: tracking budget, finding suppliers, booking hotels, etc.
Now Your Venues Booked
In the same way that once you’ve booked your venue, you can relax a while, it’s the same for your wedding coordinator. He or she will get everything secured at the venue and then make a note to contact you a few months prior to your wedding, when your plans are coming together. This is the time where you’ll decide if you’ll do this as a couple, or hire a planner to help.
How Often Will I Hear From My Wedding Coordinator?
Obviously there’s no real restriction on how often you contact your coordinator! These are intended as helpful guidelines so you know what to expect. They will of course be there to recommend suppliers to you and answer questions (preferably in one email and not daily thoughts!) when asked. And they’ll happily work alongside, or deal directly with your Wedding Planner, should you hire one.
3-6 months before
You’ll receive an invitation to attend the venue for a wine and menu tasting.
2 months before
You’ll receive an invitation to go to your venue for a planning meeting. At this meeting you’ll need to have a very good idea of your overall day. You can expect to cover everything from timings, menus, special dietary requirements, seating plans, alcohol and catering quantities, bedroom allocations and access times, to finer details like your decorations, ceremony music and who the important wedding party members are.
6 weeks/1 month before
Your Wedding Coordinator will contact us for you to finalise and confirm your final numbers and requirements. This allows time to create your final invoice which in Berwick’s case is due 1 month before the wedding.
Week before
You’ll be contacted to get a suitable day and time in the diary the following week, for you to drop in with all your paraphernalia!
A day or 2 before your wedding
When you drop your wedding bits in, such as your place cards, favours, decorations, menus, children’s activities and playlists, your Wedding Host will be here to receive them and run through any instructions for the set up. Your Wedding Host, may well be your Wedding Coordinator, or another member of the weddings team.
On The Day
Your Wedding Host will be here on the day in good time for your wedding. He or she will be here to meet you (unless you stay the night before and are already here early), prepare the ceremony room, set up your table decorations, oversee florists’ set up, co-ordinate the Registrar meeting the couple separately, get you to your ceremony on time and operate your entrance music.
After the ceremony they will be here as a familiar face during drinks and to do little bits like moving floral arrangements and prompting your wedding party when it’s time to usher guests to the dining room for the wedding breakfast.
When it’s time to be seated for your wedding breakfast, they will introduce you to the Event Manager, whose capable hands you’ll be in for the rest of the evening. At this point your Wedding Host will go home on a total high (that’s no exaggeration), with sore feet but buzzing that you’re having an amazing day!
Do I need a Wedding Planner?
If you can’t dedicate all the time to planning your wedding or if you’re feeling overwhelmed, then maybe a Wedding Planner is right for you.
Here’s an outline of what a Wedding Planner does or can do, that a Coordinator doesn’t:
- Plan your whole wedding
- Offer advice and guidance on all elements of the wedding planning process
- Help to advise on the overall design and feel of the day
- Create your schedule and to do list
- Manage your budget
- Manage your guest list and RSVP’s
- Organise logistics like accommodation, transport and pre night and post wedding meals/activities
- Recommend suppliers like dresses, photographer, florist etc
- Negotiate and handle the booking process with said suppliers
- Liaise with all suppliers during the process and on the day
- Meet you at your venue for site visits with suppliers
- Be there on the day alongside the venue’s wedding coordinator
- Make multiple announcements on the day
- Offer contingency planning on the day or prior if things were to fail and you need help to find solutions to problems
- Some planners offer a styling and floristry service too. They can source items and then creatively style your tables and areas of the venue on the day
Olivia from Host Event Management is our recommended Wedding Planner. If this is a service you’re considering, you can contact us with Olivia who will arrange a complimentary consultation to discuss how she can help you achieve an unforgettable wedding day.
If you’d like to know more about weddings at Berwick Lodge, check out our Instagram page and/or our FAQs
Whether you decide on a Wedding Planner or not, good luck with the plans!
