Do I need both a venue manager and a wedding coordinator?
YES!
We want to be clear on what our role is as the venue manager for your wedding day. Every wedding day there will be a member of the Emerson Fields staff on-site to help with any matters concerning the facility. Rest assured, we are always close by. But you’ll also need, at minimum, a wedding coordinator as well.
“We were constantly reassured by Steve and Amelia and our wedding coordinator that everything was going to be exactly how we imagined it to be. Emerson Fields gives you the canvas that allows you to create the perfect wedding day. It was absolutely perfect. We would not change a single thing about our wedding weekend at Emerson Fields.”
Photos by Bri Whitman Photography of St. Louis
There is a difference between what our venue manager does and what a wedding coordinator does for you on your wedding day.
Both a venue manager and a wedding planner or coordinator are needed for a smooth wedding day. We act as venue managers on-site and offer support on anything venue-related, but the inner workings and style of the wedding day belong to the wedding planner or coordinator. We love working alongside a planner or coordinator who knows what the bride’s wishes are for her wedding day details. This saves time and frees up the bride's day so she can enjoy her friends and family instead of constantly answering questions.
As venue managers, we know every facet of the building.
We can give you accurate ideas on the best way to set up your specific design for your wedding day and we go over these plans with you and your planner or coordinator personally, at least 10-14 days before the ceremony during our Design Consultation. We will also meet with a bride and her planner earlier on in the planning process by appointment when necessary. Our Open Venue Experiences are an excellent time to come and see the building set up, make plans, measure things, and dream about the day you'll celebrate here. We typically host two of these events each year, usually in March and September. We offer an open house feel so you can come and go as your schedule allows and we showcase exceptional vendors at these events and offer tastings and one-on-one time for questions. These are also ideal times to bring your family and friends in to view the space if they haven’t seen it before.
Photos by Bailey Pianalto Photography of Kansas City
Your wedding planner or coordinator knows every facet of your decor, timeline, style, preferences, and wishes.
You will want to work with a professional who knows the ins and outs of a wedding day and is equipped to handle any surprises that come your way. Your wedding planner will have seen your Pinterest board, met with you several times ahead of the wedding to be brought up to speed on all of the details and we will work behind the scenes with this person to make everything as perfect as possible. It’s important that your planner or coordinator be at your Design Consultation to learn about our facility, go over the timeline with everyone and be able to ask questions. You will want to share all of the details with your planner or coordinator and they will share those with us and keep the day running smoothly. It’s a team effort but we want to be clear about the roles of all of the team members.
Here are some examples of things you will see the venue manager taking care of on your wedding day:
having the entire venue set up and ready for you by noon Friday,
making sure all vendors are following guidelines for venue use,
checking the bathrooms for plenty of paper supplies,
having our tablecloths on your reception tables,
welcoming your DJ and going over facility instructions,
setting up the outdoor ceremony and tearing it down afterward,
setting up tables and chairs if it’s necessary to flip the center section of the main venue after an indoor ceremony,
making sure the ice machine is working properly,
adding or taking away additional tables and tablecloths
moving the head table to the stage after an indoor ceremony has taken place,
adjusting the heating/ac,
salting the walkway or shoveling snow during the winter,
setting up the outdoor sound system for the ceremony if needed,
putting away chairs from the honorary family rows during an Oscar-style ceremony,
taking quick care of any system problems,
clearing the parking lot and driveway of snow,
checking in with catering and bar service,
being present to assist your planner/coordinator with any questions,
going over any emergency preparedness plans with vendors or family members if inclement weather approaches,
anything that's venue/property/site related.
Photos by Lily Wilson Photography of Quincy, Illinois
Here are some examples of things your venue manager is not responsible for on your wedding day:
decorating, lighting the centerpiece candles and dimming the lights,
contacting or tracking down tardy vendors,
gathering the grandparents to line up and be ushered in,
telling the bridesmaids when it's their time to start down the aisle,
giving the ring bearer or flower girl a pep talk,
cueing the DJ or officiant that it’s time to start the ceremony,
cueing the DJ for the grand entrance music and providing him with playlists,
setting the head table place settings or décor,
paying and tipping your vendors,
parking cars,
stocking the bar and bringing champagne out for toasts,
pinning corsages on mothers,
setting up a place for the marriage license to be signed,
moving the cake table into position,
cutting the cake or replenishing the dessert bar,
organizing family for pre/post-ceremony photographs,
loading or unloading your décor, supplies, gifts, etc.
Hopefully, this little blog entry will start your wedding planning off on the right foot. We are always open to visiting with you about the details of your wedding planning because it's our goal for your wedding day to be the best ever. Please reach out if you have any questions.
