Do you know the difference between the two job titles? Generally, when an individual goes to plan an event that carries the weight of a wedding, they find that it gets overwhelming rather quickly…
Which venue do I pick? Which vendor is the best for full service catering? Does this DJ fit my personal style? When should I be sending out the invitations? There can (& will!) be a million questions to answer…
Enter a Day-Of Coordinator. This person’s primary role is to create and ENFORCE your wedding day timeline. They are likely going to schedule a meeting with you at the very beginning of the planning process and then are there to advise you along the way. Typically, they will also be a resource on all types of different wedding vendors and can suggest who you should book. So many people will brag about how they are not a “Bride-Zilla”, but unfortunately this is the same person that will forget to eat on their wedding day. While being a passive person is great should things not go exactly according to plan, you may end up with regrets should you not keep on task throughout the day. This is why having someone holding you to a timeline on your wedding day may be essential.
Time flies when you’re having fun; Some will tell you the day goes by in a blink. Without someone there directing you, letting you know, “Hey, it’s time to cut the cake”, you’re running the risk of missing all of the photo opportunities throughout the night. Since photos are tangible proof of memories made, you’ll be grateful someone made you stop and take the picture. This is also the person that would be available to answer your guest's questions as they arise, so that this does not fall onto you, the bride, on the day of your wedding. All to say, for this reason alone, it is worth investing in day-of coordination services.
While a Day-Of Coordinator is an amazing resource to have on your wedding day, be sure you do not confuse this role with the Venue Manager. The Venue Manager is the individual responsible for anything regarding the venue itself. Depending upon the venue you choose will determine how big or small of a role the Venue Manager will play in your wedding. Speaking on behalf of the Vox Theatre, the Venue Manager will be the individual that tours the venue with you. After you book the Vox, our Venue Manager will reach out to you about a month away from your special wedding date to schedule a walk-through meeting. It is during this meeting that clients share their chosen vendors contact information, final guest count, and other pertinent wedding vision details. This is when your custom floor plan is created and when your three hours of set-up time are determined as well. On wedding week, the Venue Manager is the individual who contacts each vendor to coordinate their load-in times for you. The Vox Venue Manager also sees to it that your included event host is scheduled to be on site to meet and direct said vendors as they arrive. Since three set-up hours are included at the Vox Theatre, you can arrange for this time to be the day before your wedding; Meaning you can show up on your day when you want to since someone will be present to instruct your vendors. One thing to mention is while we ask for a timeline of the day, we are not the person responsible for holding you to that itinerary; This would fall back onto the Day-of-Coordinator’s duties. Why do we ask for a timeline? So that your event host will know when to adjust venue lighting or audio accordingly. Other than for those purposes pertaining to the venue, we will not be keeping you on this schedule, so again it may be best to seek the services of a Day-Of Coordinator.
Both roles are essential for the big day, but there are key differences. Important to note that the Venue Manager might not be as accessible as a Day-Of Coordinator is on the day of your wedding. Venue Managers are typically in office during the week, while your Day-Of Coordinator will be right by side along for the day's joy-ride. Should you need that extra direction, consider hiring a Day-Of Coordinator to ensure your wedding day flows smoothly and you have plenty of memories to look back on fondly. While it is not required for you to enlist coordinating services at the Vox Theatre, we do highly recommend designating someone to this important role.
Katelyn Duesterhoft is the Venue Manager at the Vox Theatre Event Space. This Texas native enjoys experiencing Kansas City hot-spots with her fiance, Daniel. When she gets a rare spare moment, you'll find her painting or creating in her basement art studio.