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Wedding planning in Tulsa, Oklahoma

Wedding planning in Tulsa, Oklahoma

What is the Difference in a Wedding Planner, A Day of Coordinator, and a Venue Manager

The differences between a Wedding Planner, a Day-of Coordinator, and a Venue Manager gets confusing. While these roles may seem similar, each plays a different part in making sure one’s wedding dreams becomes a reality.  To help you decide if you just need the minimum or need a full wedding planner and coordinator, please read this blog post.

Beautiful blue table setting next to South Window with a bouquet of flowers in the center
Photographer: Brenna Davis Photography

Wedding Planner

A professional who specializes in guiding you through every step of the planning process from your engagement to the honeymoon is a wedding planner.  They will question you to find out your budget, your desires, and dreams; then they will keep track of everything even vendor coordination, timelines, and resolve any issues that may come up during the planning process and last-minute adjustments.  They work closely with the bride and her parents to make one’s vision and the overall theme, decorations, and personal preferences a reality.  Wedding planners are skilled problem-solvers and communicators.

Wedding cake display in corner front of North and East windows
Photographer: Gregg Shipman Photography

Should You Hire a Wedding Planner?

Do you want a professional to manage every aspect of your wedding, then a wedding planner may be the best option.  A good wedding planner will help relieve wedding planning stress if you live a very busy life and have your time already packed and scheduled, are planning a destination wedding, or are simply overwhelmed and feel incapable with planning.

Groom and Bride's first dance as husband and wife at Bella Rosa Venue

The Wedding Day Coordinator

A wedding day coordinator comes at the beginning of the wedding day to make sure everything is in place and runs smoothly. If you hired a wedding planner, they or someone from their staff would be the day coordinator.  The day of wedding coordinator will oversee the rehearsal and work closely with the wedding party and make sure everyone understands who they are walking with, in what order, and where they will stand (or sit) during the ceremony.  They would also go over each person’s roles and responsibilities and assist with the details others haven’t thought about.  They will help each person even the children in the wedding party do their part. They will oversee the timeline and make sure all plans are executed flawlessly.  In some cases, they would also help or do all the decorating. They serve as the main point of contact on your wedding day, communicating with all vendors and the wedding party. Bella Rosa’s day of coordinator will assist with all the above, but the reception work that we do is most crucial. After the ceremony, the food must be placed in order and people served efficiently so that long lines aren’t wasting the evening away, the platters and chaffing dishes are managed and refilled, the bride and groom’s cakes are cut and served for all to enjoy, and the cleanup is executed so not to be a burden to the bride’s family.  Moreover, we will make sure the games, speeches, photo shoots, and music flows smoothly without confusion.

Bride Brooklyn walking down the stairway Groom Rylee holding the train
Photographer: Hayley Sizemore

Who Should Hire a Day of Coordinator?

If you don’t have someone with experience to manage all the details on your wedding day, then you need to hire a day coordinator for your wedding day. Here at Bella Rosa Venue, we strongly advise a Day of Coordinator, otherwise we ask that you appoint us or someone in charge.  We want the person’s name and phone number so we can communicate with the person who will act as your coordinator on your wedding day. Here at the Bella Rosa Venue, if the couple doesn’t have at least a day of wedding coordinator, our staff will do the service for $400 and provide the extra help clear to the end of the day not only in making sure the time line for the ceremony is followed, but that guest are served efficiently during the reception, the photos and entertainment is led smoothly, and cleanup is clearly executed at the end of the day.

white chairs for 150 set up for ceremony facing windows
Photographer: Ashley Waters Media

A Venue Manager

A venue manager is a crucial member of the wedding team and is the on-site expert.  They take charge of the venue operations and ensure that the venue is picture-perfect for the bride’s special day. One of their primary responsibilities is to coordinate with the other vendors that will be delivering items for your wedding day, rental company, florists and bakers, or working on-site for your wedding, such as the caterer, DJ/Musicians, photographer, and videographer. They make sure the venue is prepared and ready for the wedding party arrival and they work closely with the vendors to make sure the set-up and tear-down processes run smoothly.

Here at Bella Rosa Venue our venue manager works to coordinate all the activities from the very beginning when you choose our venue till your grand send off. The venue manager is on-site for your entire wedding till your last guest or vendor leaves. The manager will also schedule the final walkthrough meeting and make sure all insurance riders are signed and each of the vendors that will be on-site on your wedding day are working together smoothly.  This final planning meeting with the Venue manager is to talk about the who, what, and when for the ceremony and to finalize your timeline and table layout.

The bridesmaids dressed in matching green dresses and bride huddled together
Photo credits to Ashley Waters Media

Key Differences

-The Wedding Planner is the coordinator for the entire wedding planning process, budget management, design, logistics, and day of coordination.

– Day of Coordinator – Executes pre-made plans that have been communicated between the bride and her family and the coordinator, manages timeline, ceremony rehearsal, and the-day-of wedding tasks including serving food, and directing cleanup.

– Venue Manager – Provides information and answers questions throughout the entire process, gathers Vendor information, gathers time-line information, directs ceremony rehearsal, and runs the final planning Meeting, overseeing venue-related tasks, and ensuring compliance with venue rules.

We hope this article provides you with helpful information to make an informed decision on whether a Wedding Planner or Day of Coordinator is right for you.  Happy Wedding Planning!

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