What is the difference between a hired day-of coordinator vs. in-house coordinator?

One of the most frequent questions we receive is “What is the difference between yourself and the in-house coordinator provided to us by our venue?” The follow-up question typically is: “Why would I spend the money on you if the venue supplies one to me?” These questions are completely valid and I understand why they’re so common. I’m always happy to explain the difference to my brides but today I’m happy to shed some light on the topic for my blog readers, too. There are a number of differences between our roles for the day – below are the roles that a hired day-of coordinator like me will take on in order to make your wedding day run smoothly.

The differences between a day-of coordinator and in-house coordinator

1. We are accessible the days, weeks, and months leading up to your weddings. Once we are contracted, we are accessible to you offering consulting services up until the day of your wedding. We assist in putting your schedule together and in making sure all items are checked off on your to do list. We assist in helping to make some decisions regarding decor, in proofing your save the date and/or invitation, in selecting vendors or making suggestions regarding which vendors to use for particular services.

2. We are by your side for the entire day, starting our day the same time you do. In fact, our day starts as soon as your hair and makeup artists arrive on site. This allows us to keep you and your bridal party on schedule as well as resolve any issues that may arise.

3. We establish a relationship with your vendors. We contact your vendors and discuss your plans and vision for the day, ensuring that we are all on the same page. We help them gather any outstanding information, relaying any messages that may be causing a stall in the planning process. By meeting them prior to your big day, it makes for a friendlier environment on the day of the wedding when we are reviewing and confirming information.

4. We ensure that your vision comes to life. Since we are fully aware of all of your contracted plans – what flowers are to be used in your centerpieces, what stations are to be present during cocktail hour – we make sure your vision and expectations are met. We ensure your vendors provide exactly what is contracted between you and them. If your centerpieces have the wrong flower in it, we will know. If you’re missing a food station or specialty cocktail, we will know and can bring it to the attention of your venue/caterer. If a table is missing a setting, we will know prior to your reception and can have it corrected prior to the arrival of your guests.

5. We have your best interest in mind, there is no ulterior goal. At the end of the day, it is our goal to make you (the bride and groom) happy, ensuring that this is your Best Day Ever! We are not concerned with the second bride and groom celebrating across the hall, or checking on the staff making certain they are where they need to be at certain times. We are not sitting in an office, waiting to be called upon. We are conspicuous, yet in sight, should you need us or should an issue arise. For instance,  if your bustle rips and needs to be fixed, or someone just handed you a card while you are walking around saying hello to your friends and family.

A hired coordinator has a very separate role from an in-house coordinator, whose primary function is to ensure that the venue provides what is contracted regarding food, beverages and service. Their primary focus is making sure the venue is favorable to you and your guests. However, your hired coordinator will be the one to ensure that your guests leave the evening saying they just attended the best wedding ever!

Day-of Coordinator NVS Events

Are you planning a wedding in the NJ / NY area? I’d love to help you plan it! Click here to contact me so we can get started!