My Facility Has an Event Coordinator. Why Should I Hire a Personal One?
You chose a hotel for your reception and they have an event coordinator on staff, so why do I need to pay to hire someone? We hear that question frequently. Many larger venues and churches have on-site event coordinators, sometimes called event sales managers. People planning a special event are frequently confused about the duties of the on-site coordinator and the difference between that person and a personal event or wedding coordinator or planner. The differences are many.
A facility event coordinator represents the interests of the facility. She/he is responsible for booking your event and acting as the go-between with other members of the venue staff, including the catering manager, bar service and set-up team to assure that your event goes smoothly according to your requirements. The facility event coordinator may not be on-site when your event occurs, particularly if it is a weekend event.
A church wedding coordinator is responsible for meeting with you to book the church, unlocking the doors, remaining on site during your rehearsal and ceremony to help with any church-related issues that may arise, and locking up when you leave. Some church coordinators will help get the wedding party down the aisle using the written outline you provide. Others prefer to remain out of sight on the big day, helping only if a problem occurs.
Neither a facility coordinator nor a church coordinator will help you with all the planning details. It is the duty of your personal event coordinator/planner to help you choose a photographer, florist, music and other services you may need and to visit merchants with you (there is sometimes an extra charge for this). A facility coordinator, however, may work with your outside vendors who need assistance in some way, such as bringing in a large piece of decor or equipment. Your personal coordinator will become your friend, advisor, and go-to person both before and during your event. She will help you create a master plan for the big day/days, assist with speakers and/or exhibitors, or your wedding party and work with the venue staff to make certain everything goes smoothly for your event.
To create a well coordinated and smooth event, you definitely need a personal planner/coordinator. Having the services of an on-site facility coordinator is helpful, but not necessary unless your venue requires it. If you don't have a personal coordinator, the job often falls to your DJ or photographer or sometimes the caterer to try and guess what you may want to do and when. In such cases it is not uncommon for the cake to not be cut or toasts not to occur. Therefore, don't trust your expensive, once in a life time event to luck. Do it right the first time and you won't regret it later.
A facility event coordinator represents the interests of the facility. She/he is responsible for booking your event and acting as the go-between with other members of the venue staff, including the catering manager, bar service and set-up team to assure that your event goes smoothly according to your requirements. The facility event coordinator may not be on-site when your event occurs, particularly if it is a weekend event.
A church wedding coordinator is responsible for meeting with you to book the church, unlocking the doors, remaining on site during your rehearsal and ceremony to help with any church-related issues that may arise, and locking up when you leave. Some church coordinators will help get the wedding party down the aisle using the written outline you provide. Others prefer to remain out of sight on the big day, helping only if a problem occurs.
Neither a facility coordinator nor a church coordinator will help you with all the planning details. It is the duty of your personal event coordinator/planner to help you choose a photographer, florist, music and other services you may need and to visit merchants with you (there is sometimes an extra charge for this). A facility coordinator, however, may work with your outside vendors who need assistance in some way, such as bringing in a large piece of decor or equipment. Your personal coordinator will become your friend, advisor, and go-to person both before and during your event. She will help you create a master plan for the big day/days, assist with speakers and/or exhibitors, or your wedding party and work with the venue staff to make certain everything goes smoothly for your event.
To create a well coordinated and smooth event, you definitely need a personal planner/coordinator. Having the services of an on-site facility coordinator is helpful, but not necessary unless your venue requires it. If you don't have a personal coordinator, the job often falls to your DJ or photographer or sometimes the caterer to try and guess what you may want to do and when. In such cases it is not uncommon for the cake to not be cut or toasts not to occur. Therefore, don't trust your expensive, once in a life time event to luck. Do it right the first time and you won't regret it later.
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