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Southern Arizona Couples Want to Know - What is the Difference between a Venue Manager and a Wedding Coordinator?
- Laurel Loew
- Jun 28
- 5 min read
Understanding the Roles: Wedding Venue Manager vs. Day-of Wedding Coordinator vs. Full-Service Wedding Coordinator
Planning a wedding can be both exciting and overwhelming, and understanding the different roles involved in the process is crucial for a successful celebration. Among these roles, the wedding venue manager, day-of wedding coordinator, and full-service wedding coordinator each serve distinct purposes. Here’s a breakdown of each role, including their responsibilities regarding setup details like decorating and table settings, to help you navigate your wedding planning journey.
Wedding Venue Manager
Cost: Included in your venue fee
A wedding venue manager is responsible for overseeing the venue itself. Their primary focus is to ensure that the facility runs smoothly and meets the needs of both the couple and their guests. Here are some key responsibilities:
Venue Logistics: The venue manager handles all logistical details related to the venue, including setup and breakdown of the space, managing vendor access, and ensuring compliance with safety regulations.
Facility Management: They maintain and manage the physical space, addressing any issues related to the venue, such as lighting, sound systems, and bathrooms.
Point of Contact: The venue manager acts as the primary point of contact for all venue-related inquiries, often providing information about the venue’s policies, layout, and amenities.
Guidelines: The venue manager will provide you with a list of guidelines and restrictions that you are responsible for AND responsible to share with vendors that you hire.
The venue manager is not responsible for any decorating, table setting or managing your timeline throughout the event. Their focus is more on the functionality of the venue rather than the design or execution of timeline.
Day-of Wedding Coordinator
Cost: $1,000-$2,500+
A day-of wedding coordinator steps in closer to the wedding date, usually about a month prior. Their role is focused on executing the plans that the couple has already developed, and they play a crucial part in the setup process:
Timeline Management: The day-of coordinator manages, and may help create your wedding day timeline, ensuring that everything runs according to schedule.
Vendor Coordination: They serve as the main point of contact for all vendors on the wedding day, making sure everyone knows where to be and when.
Troubleshooting: On the day of the event, the coordinator handles any unexpected issues that may arise, allowing the couple to enjoy their day without stress.
Setup Oversight: The day-of coordinator is typically responsible for overseeing the setup of details such as decorations, table settings, and the overall layout of the venue. They may help direct the setup team or assist in placing decor according to the couple's vision.
While a day-of coordinator helps ensure that the wedding runs smoothly and that all details are in place, their involvement does not typically extend to the planning stages of the wedding.
Full-Service Wedding Coordinator
Cost: $3,000 - $8,000+
A full-service wedding coordinator is involved in the planning process from start to finish. This role encompasses a wide range of responsibilities, making them a valuable asset for couples who want comprehensive support. Key aspects of their role include:
Comprehensive Planning: A full-service coordinator assists with everything from budgeting and venue selection to vendor recommendations and contract negotiations.
Design and Theme Development: They help develop the overall theme and design of the wedding, ensuring that all elements are cohesive and reflect the couple’s vision.
Ongoing Support: Throughout the planning process, a full-service coordinator provides ongoing support, including regular meetings to discuss progress and adjustments.
Day-of Coordination: On the wedding day, they take on the responsibilities of a day-of coordinator, managing the timeline and vendors to ensure a seamless event.
Detail Setup: Full-service coordinators are often heavily involved in the setup of decor, table settings, and other aesthetic elements. They ensure that everything aligns with the couple's vision and may even coordinate with decorators or rental companies to ensure a cohesive look.
Beyond the Wedding: Sometimes, a full service coordinator is also contracted to plan and manage your rehearsal dinner, guests lists and RSVP's. your honeymoon and more.
This role is ideal for couples who want to alleviate the stress of planning and prefer having a professional guide them through every step of the process, including the setup of intricate details.
At A Glance
Venue Manager | Does not assist in planning | Will want to see your day-of timeline; provides timeframe that you will work around | Requires vendor insurance and provides guidelines and restrictions for you to share | Is not responsible for decorating; ensures venue is ready | Attends venue walk-through | Does not assist in decor set up |
Day-Of Coordinator | Does not assist in planning | Executes YOUR timeline on the day of your wedding | Works with your vendors on the day-of only | Assists or fully sets up decor and breakdown, if contracted | Attends venue walk-through | Assists in setting up or overseeing set up of YOUR decorating plan |
Full Service Coordinator | Assists or completely plans your day (and sometimes also other events like rehearsal dinner, honeymoon, etc.) | Creates timeline for wedding day and leading up | Helps to select vendors, review contracts, etc. | Assists or fully plans decor and sets up the day of and is on-site until event is broken down | Attends all vendor meetings, venue walk-through | Helps to create style and sets up day-of |
Some wedding venues require couples to hire a professional day-of coordinator to ensure the event runs smoothly and that venue staff aren’t burdened with responsibilities outside their scope.
Some venues provide in-house staff who handles day-of coordination, while others are happy to leave these tasks entirely up to the couple. At a minimum, hiring or designating a day-of coordinator is a smart decision. On the wedding day, couples and their loved ones should be free to enjoy the moment rather than worry about the timeline, vendor arrivals, or last-minute changes. Delegating these tasks to a trusted professional—or at least a highly organized friend—helps prevent stress, avoids delays, and ensures everything stays on track so you can focus on celebrating.
For my clients: At Agua Linda Farm, we do not require you to hire a professional coordinator, though we do recommend it. If you book our Base Package, event coordination is not included. If you select our "We Got This" or Micro-Wedding packages, in-house day-of event coordination is. See our website for details on our package offerings.
Understanding the differences between a wedding venue manager, day-of wedding coordinator, and full-service wedding coordinator is essential for making informed decisions as you plan your big day. Each role plays a vital part in ensuring that your wedding is a memorable occasion, but the right choice depends on your specific needs, your budget and the level of support you desire. Whether you opt for a full-service coordinator or just need assistance on the day of your wedding, knowing who to turn to can make all the difference in achieving the wedding of your dreams.
Recommended Coordinators in Souther Arizona:
Peace of Mind Events Full service or day-of coordination (knows our venue better than any other vendor)
Sarah Detmer Full service planning
Jane Castle Full service and "month-of" coordination
Satin and Slate (based out of Pheonix) Luxury, full service events
My venue, Agua Linda Farm is a 63 acre ranch in Southern Arizona near Tucson. My husband and I have been hosting weddings, harvest festivals and other events on our property for more than 15 years. I write my blog posts with my clients in mind but also hope to provide a little inspiration applicable to any wedding.
Happy Planning!. - Laurel Loew
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