Minnesota Event Planning Blog

What’s happening at Compass Occasions and around the event planning scene in Minnesota

Day of Wedding Coordinator VS Venue Coordinator

As we are reflecting on another amazing wedding season, we have realized that our clients #1 reviewed & favorite wedding service was our Day of Coordination Package.

” Where to begin? My bride and I both agree.. This was the most USEFUL and BENEFICIAL money we spent for the entire wedding! Having them take care of all the vendors, day of movements, and being there to answer questions? Icing on the cake. I don’t know how far they travel out from Hutchinson, but you better believe that I have been singing their praises every day since the wedding day to everyone who will listen!

Nate G.

Our goal is to make sure all of our future couples have a fun and stress-free wedding day! No matter where you are in the planning, realizing the Wedding Industry can take on a language all of its own may leave you feeling overwhelmed by some of the unfamiliar terms. You’re not alone, so let Compass Occasions offer some advice on one of the most common questions:

What is the difference between a Day of Wedding Coordinator (planner) and a Venue Coordinator?

They may sound the same and yes both are important, but they each play very different roles when it comes to your wedding day. It is important to know where those differences lie to avoid any surprises for you or your family on the day of the wedding!

Let’s start with the Day of Wedding Coordinator. (That’s us.)
YOU are our client. We are there to represent you and all of your wishes. When the big day does arrive, our sole job as your Day of Wedding Coordinator is to work hard to make certain you, your friends, and your family are able to enjoy everything your wedding day has to offer. We manage all of the following details throughout your day.

  • Provide trusted vendor recommendations chosen for you and your budget
  • Answer wedding etiquette questions
  • Review vendor contracts
  • Reach out to all vendors the week of the wedding to confirm arrival time and contract obligations
  • Oversee the decorating of your ceremony and reception area to your specifications
  • Set out personal items (guestbook, escort cards etc)
  • Ensure officiant is prepared and ready
  • Line up and prepare the bridal party
  • Cue the music
  • Ensure the ceremony runs smoothly
  • Organize receiving line
  • Transfer your items from ceremony to the reception
  • Light your candles and polish last minute details
  • Coordinate your grand march or entrance into reception space
  • Oversee logistics of welcome & speeches
  • We act as your hostesses as your guests transition from social hour to dinner
  • Assist guests with seating or dismiss tables
  • Communicate dietary restrictions with caterer
  • Distribute final payments and tips to vendors
  • Manage the loading of your cards and gifts
  • Coordinate beginning of your dance
  • Clean up and pack your personal items
  • Most Important: Take care of any last minute changes and emergencies that come up on your wedding day. You most likely will never know they happened.

Venue Coordinator

This person is employed by the venue, and what they do fabulously is manage that venue. That also means they can’t do the things a Day of Wedding Coordinator does, as their focus is the venue during your wedding day.
You do all the pre-planning with the venue coordinator but when the big day arrives typically they are not onsite. They normally have event staff and it is their job to oversee and execute everything in your venue contract for your big day. Examples of their responsibilities include:

  • Touring the venue with you
  • Securing their contract
  • Ensure basic set up of your contacted items (example table, chairs, linens, place settings)
  • Make sure the venue is clean & the facility is in working order
  • Ensure onsite food and drinks are served correctly & timely (only if included in your contract)
  • Ensure their is no damage to the property by your guests or vendors

They are NOT there to be the point of contact with any outside vendors and are not responsible to ensure those vendors perform their agreed upon obligations set with you. They are also not there to assist your guests, wedding party or you should anything come up. (That’s where we, your Day of Wedding Coordinator can help!)

Once you’ve found your perfect venue, make sure you ask them what details they take responsibility over. If you need any help managing any of the tasks above, please reach out. We can provide you with a customized quote that with compliment your venue, and make your day perfect and seamless. Best of all your friends and family will enjoy the day and be part of the experience.

Kayla + Luke

Wedding
August 17, 2019
Photographers
Kristine Leuze Photography & Chad + Megan Photography
Ceremony & Reception
St. John’s Episcopal Church & Crow River Winery

Kayla + Luke met at the Crow River Winery; she was coordinating a wedding, and he was behind the scenes executing details for the winery. Over a year later their paths crossed at the winery once again when a chuppah blew over just moments before another wedding ceremony was set to begin. Luke, being a Marine, was cool and collected under the pressure. He came to Kayla’s rescue, ladder in hand, fixing the chuppa and saving the wedding. Kayla was cool too, asking Luke for his number in case she would require his assistance for another “emergency.” After a few weeks they went on their first date. A year and a half later Luke asked Kayla to marry him at… you guessed it, the Crow River Winery. They were married at a historic church in Hutchinson and celebrated their love story by dancing the night away at the place where it all began (no ladder required). 

Kayla + Luke trusted their favorite wedding “friendors” to help bring together their perfect day while keeping the details as local as possible. #hitchedinhutch

Wedding Coordination & Design: Compass Occasions
Caterer: Chef Craig’s Catering
Flowers: Flowers by Michelle
Installations: Compass Occasions
Entertainment: David Lee
Wedding gown: Veiled by Sisters
Bridesmaid Clothing: Etsy
Wedding Ring: Etsy
Grooms attire: Macy’s
Make up: Sara Wilhelm Make up
Hair: Denise & Tara at Fringe Hair Studio
Beer for wedding party toast: Earth Rider Brewery

Hutchinson Leadercast Women 2019 – Take Courage

We’ve always known one day we would host our own “Compass Occasion.” We knew it would speak to an issue we both feel passionate about. To be honest, it was never a priority because hosting your own event is a gamble. What if no one comes? What if we lose money? What if we fail? These nagging questions have stopped us from achieving this goal… until now.

Opportunities to take courage rise every day in many forms, and it’s up to us to seize those moments in our leadership. Our opportunity came through Leadercast Women 2019. We are excited to announce this as our first official “Compass Occasion.” The theme this year is COURAGE. Please watch this video if you are not familiar with the event. It reflects on last year.

We believe in the transformation that happens at Leadercast Women through creating an environment of growth for the female leaders in our community. You will be emboldened to take courage in your daily life, whether it be in the work place or at home.

Women’s issues are EVERYONE’S issues and we invite you to join us October 18th.
Tickets are available on Eventbrite, or can be purchased from either of us. Valerie & Kayla
Stay up to date on details and exciting news by joining our Facebook event.

Courage is not the absence of fear; courage is acting in spite of fear.