Top 2 Issues Facing Wedding Venues About Mandatory Wedding Coordinator Policy & 3 Suggested Solutions

Photo: Mary Jane Weddings | Location: San Ysidro Guest Ranch

Throughout the years, more and more venues are requiring a professional coordinator for their wedding events, as they know that weddings are full-scale productions and require the careful (and experienced) eye and guide of a seasoned professional.  They know the difference it makes to the client's event experience and also for helping to protect the interest of the venue.

As more wedding locations adopt a mandatory "Coordinator Required" policy,  new issues emerge:  more wedding clients were designating family friends or members of the bridal party to be their "coordinator" and ultimately these well-intentioned self-appointed "coordinators" did not do anything remotely close to what the venue needed from a professional coordinator.  Further, if clients did hire a professional coordinator, clients ended up choosing the least expensive one and made the coordinator's duties fit their (the client's ) budget, rather than duties desperately needed by the venue.  This defeated the whole intent of why a professional coordinator was needed in the first place for the venue.  No one was winning.

We interviewed several wedding locations to find out what the top issues were about their requirements for clients to hire a wedding coordinator. Here are the top 2 items that came up:

1.  Lack of Legitimate Professional & Experienced Coordinators Causing Disasters.  In requiring a before they happen by a seasoned expert.  Additionally,  reviewing and planning and putting together a detailed Timeline and Production Schedule for all in advance.  The lack of experience from non-professionals resulted in disasters affecting the venues and their reputations in some cases. Why? Because most of the well-intentioned family members or friends who were "coordinators" were doing this for the first time and had no idea what to look for in advance or how to review vendor contracts, the venue's requirements and much more. 

Photo by Mary Jane Weddings

"coordinator", many venues found that brides were asking family members or friends to "coordinate" , having no idea what was actually entailed. Most thought it was just standing around telling vendors where to go and had no idea that even for "day of" coordination,  it is essentially "month of" at the very least, with detailed work going into preventing crises


2. Insufficient Staffing & Scheduling:  Ultimately the venue found that while they had a policy requiring a coordinator, there was no way to influence or find out for what services the client ultimately hired the coordinator.  What resulted was this:  brides hiring coordinators whose duties were so limited, they did almost nothing to benefit the venue.  And yet, the client (bride) , had "technically" followed the venue's policy of "hiring a coordinator" - and many of whom were on the venue's Preferred Vendors List.  Additionally, some coordinators, to keep their prices competitive, sacrificed their services and hours to save the client some money to get a booking ending their services shortly after the ceremony or before the event has ended, because it's what the client wanted, and not what was best for the event or the venue.

So what is a wedding venue to do to ensure quality for their clients and also make sure their venue and its policies are being protected and followed for maximum benefit?  Consider these three suggestions:

1.  Make a list of what it is your venue needs schedule-wise & logistically from the standpoint of every single wedding service provider. 

Photo by Mary Jane Weddings

Every wedding venue is different.  For example: some venues require a coordinator be there for any and all rental deliveries, installation and striking, even if it is days before the event itself;  some require a coordinator to stay until the very last vendor has completed striking , even if it's 2am the same night of the event.  What are you flexible on? On which points are you non-negotiable? Keep in mind this: if ask too much, your wedding coordinators (and other vendors) may have to price themselves so steeply to your clients to cover their labor and expense for your requirements, clients may not be able to afford them (or your venue) and everything could backfire completely.

2.  Contract a professional industry consultant like Engaging Inspiration who specializes in helping wedding venues to do just this to assist in taking number one above to the next level.  This means helping you formulate a plan which includes a custom-built evaluation of your policies, unique event location logistics,  identifying  key areas that are not working and designing and implementing a plan to make things work;  Designing a packet and form unique to your venue for both your coordinators and clients that all must sign and agree to from the start so there is no room for misunderstanding or event disasters in the future. 

3.  Finally, insist that every wedding coordinator be a professional.  This means:

• Having a dedicated business to professional wedding consulting, being able to show a legal business name as on file with the bank or their local courthouse.

• Being in business for a minimum of 3 years and/or having done at least 20 weddings professionally.

• Holding certification in wedding and/or special event planning.

• Being able to provide at least 5 references from previous wedding and event clients.

• Being able to provide at least 5 references from other professional venues and vendors who have worked with the coordinator.

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Engaging Inspiration provides sparkling training, marketing and social media to the luxury wedding business, catering sales executive, wedding venue and winery that is designed to inspire and engage.