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Educating clients on the roles of a wedding planner and venue coordinators can help them understand who handles different aspects of the wedding.
Published on January 1, 2020
While both titles sound similar, you know how vastly different each role is. It’s important to provide a clear explanation of what a venue coordinator typically handles, and how that differs from what a wedding planner manages. By educating potential clients on the role of a wedding planner, you can help them understand that you are their dedicated contact to handle all aspects of the wedding planning process, and can help execute the perfect event.
Roles of a venue coordinator
Anything that the venue has promised to provide within the contract is managed by the venue coordinator, as they are typically there to represent the venue facilities only. For example, it’s their responsibility to ensure that the venue is clean, safe and in good condition. They will also oversee vendor compliance and ensure that they comply with venue rules and regulations such as noise restrictions or use of open flames. While no two venues are the same, it’s best to never assume that the venue coordinator may take on some of the roles of a wedding planner on the day of the event.
Why wedding planners and venue coordinators are sometimes confused
Venue coordinators are not standard at every venue and when they are, they’re typically marketed as a value add if a couple were to select that specific venue. While some responsibilities between coordinators and planners may overlap in some areas such as managing vendor relationships, they provide completely different support roles.
When couples are under the impression that they don’t need a planner and can rely solely on the venue coordinator, it’s important to remind them that a planner takes a comprehensive approach to planning and coordinating all aspects of a wedding. From the vendor selection to event design to budget management, you’re there to help with it all.
How the wedding planner and venue coordinator work together
If you find yourself planning a wedding at a venue that has an onsite venue coordinator, be sure to have a clear conversation regarding your contracted responsibilities to your client. More than likely, they will be very receptive as they also want to host a worry-free event.
It may be helpful to collaborate is to do a venue walkthrough to discuss décor and design. This will be a great time for the coordinator to advise any restrictions or guidelines related to the venue’s facilities. This can also be a good opportunity to discuss event insurance, and what all is required by that venue. Even if the selected venue doesn’t require insurance, it’s still a good opportunity to discuss options with your clients to alleviate worry about unforeseen problems.
Markel offers event liability insurance to hosts and honorees, protecting from incidents such as property damage to the venue or injury to a guest. Up to $2 million in event liability insurance can be purchased by your client from Markel any time at least 1 day before the event. Policies start as low as $75.
By offering event insurance, it will not only protect your clients, but it can also protect you by potentially decreasing your own business liability risk for accidents due to negligence of the event host or honoree. Markel Specialty's event insurance is an easy and affordable solution for your clients – a free event insurance quote takes only a few minutes online or on the phone – that will help protect your clients (and you).
Free client materials! We can provide you with free brochures to help raise your clients’ awareness of the benefits of event liability insurance.