The Unsung Hero of Weddings: 5 Things to Know About On-Site Coordinators

on-site wedding coordinator | the inn at virginia tech

You’re engaged! Congratulations! Now comes the fun part. Planning your wedding.

Like most couples, you probably have a million questions and don’t even know where to start. We’re here to help take off the pressure by letting you know all the different ways an on-site wedding coordinator can help make your day perfect, stress-free, and fun!

First, let’s explore the difference between an on-site wedding coordinator and a day-of wedding coordinator.

On-site coordinators are employed by the venue where your wedding will occur. They are there to help you with anything and everything related to your wedding at their venue. As your venue’s point person, your on-site coordinator is there for you from the start of the booking process to completion.

A day-of coordinator is someone you hire separately from your venue to help you with the logistics of your wedding day. They ensure everything runs smoothly so you can relax and enjoy your big day.

As the saying goes, it takes a village to throw a memorable wedding. But, while you might know the value of a great wedding planner —even before you start the planning process— an on-site coordinator remains the unsung hero of your special day. Your on-site coordinator is with you from the beginning, when you first select a date and sign a contract, to the moment you depart as newlyweds.

on-site wedding coordinator | the inn at virginia tech
Bride and Groom Clinging Wineglasses Together at Wedding Reception

How an Onsite Wedding Coordinator is Invaluable for Your Special Day

Here are five reasons why having an on-site coordinator is key to a stress-free wedding day:

1. They are experts in their field

An on-site coordinator is intimately familiar with the space where your wedding will take place. They know the ins and outs of the venue, including all the little details you might not have even considered.

2. They can help you make the most of your budget

Your on-site coordinator will help you stay on budget by recommending vendors who fit your style and price range. They can also offer suggestions for saving money without sacrificing quality or your vision for the big day.

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3. They’ll take care of the details, so you don’t have to

From start to finish, an on-site coordinator will handle all the logistics of your wedding day, so you can relax and enjoy the celebration. This includes everything from setting up the ceremony space and reception area to coordinating with your vendors and managing the timeline for the day.

4. On-site coordinators are a valuable resource for wedding planning advice

Your on-site coordinator is a wealth of knowledge regarding wedding planning. They can offer advice on everything from how to choose the perfect menu to what type of music will get your guests out on the dance floor.

The Inn’s Director of Catering, Bianca Norton, says, “I work with the clients from start to finish and offer suggestions on vendors in the area, the best ways to set up and utilize the space, timing, and menu options.”

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5. They will be there to help you on your big day

On your wedding day, your on-site coordinator will be by your side to ensure everything runs smoothly. They will be there to handle any last-minute changes or problems that might arise, so you can relax and enjoy your special day.

When it comes down to it, an on-site coordinator is there to make sure your wedding day is everything you hoped for and more. So, if you’re wondering whether or not you need an on-site coordinator, the answer is yes!

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Some common questions about on-site wedding coordinators

How are On-Site Coordinators Different From Wedding Planners?

The two roles are fundamentally different. The couple hires a wedding planner to help with everything related to planning the wedding, from selecting a venue to booking vendors. On the other hand, the venue employs an on-site coordinator to help couples with everything related to their wedding at that specific location.

Do I Need Both?

It’s not uncommon for couples to hire a wedding planner and an on-site coordinator. In fact, many planners recommend it. While a planner can help with the big-picture planning, an on-site coordinator is essential for ensuring everything runs smoothly on the wedding day.

What Does a Venue Coordinator Cost?

Here at The Inn at Virginia Tech, the cost of an on-site coordinator is included in your venue fee.

What Makes a Great On-Site Coordinator?

The best on-site coordinators are organized, detail-oriented, and have a calm demeanor. They should also be well-versed in the ins and outs of the venue and have a good working relationship with all the vendors.

An on-site coordinator is an invaluable asset when it comes to wedding planning. From helping you stay on budget to taking care of all the details on your big day, an on-site coordinator will make sure your wedding is everything you hoped for and more. So, if you’re wondering whether or not you need a venue coordinator, the answer is yes!

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