VENUE COORDINATORS

We have a team of Venue Coordinators and one will be assigned to your wedding date.

A Venue Coordinator is different from a Wedding Coordinator, a Day Of Coordinator, and a Wedding Planner.

The main thing to know is that, our Venue Coordinators are here to ensure everything the venue provides is set up as per your timeline. They are responsible for making sure everything runs smoothly with the venue. This means a lot of behind the scenes problem solving. Ex. A vendor needs an extension cord, the caterers don’t know where to set up, a guest spills a drink, a layout needs to change to accommodate something last minute, and the list goes on. A venue coordinator is not a Day of Coordinator, and vice versa.

We do have Day of Coordinator services and Wedding Planner services now if you do want that extra support! We love all things wedding so we have The Wedding Architects to offer those elevated services, whether it’s problem solving (like creating a budget or a timeline), having support thirty days before your wedding and having someone to set up all of your stuff on the wedding day, or full wedding planning, our Wedding Architects are experienced in the wedding industry and eager to help.

What Does a Venue Coordinator Do?

Mainly: Set up almost everything the venue provides that is in your package

This includes Pendennis items like: Chairs, tables, decor

When do you meet them: At the Walk Through

Our wonderful Venue Coordinator works with you to make your wedding go smoothly and helps you understand what you need to know about the venue. They meet with you at the venue for your Walk Through 2-3 months before your wedding, after you’ve submitted your Questionnaires, and go over final details with you.

On wedding days your Venue Coordinator and their Pendennis team will set up of all our tables, chairs, and decor.

They will also be the point of contact for all your vendors and will help them navigate the building.

1. The Admin team helps manage all of your wedding day details leading up to the wedding. On the wedding day, the Venue Coordinator helps execute those details.

2. Three months before your wedding, we will reach out to book a Walk Through. This is a one hour appointment at The Pendennis to discuss decor, your day-of timeline, your vendor list and their roles, as well as give you a refresher tour at the venue. Your venue coordinator will start with a tour, then sit down with you to go over the details. After your Walk Through, you have an additional 30 minutes to take photos, walk around with your partner, or invite any vendors who want to see the space.

3. The Rehearsal is a one-hour time slot available in the Platinum Package, and two hours for the Luxury Package. Your venue coordinator will be there to help facilitate the rehearsal and answer questions. The Rehearsal is subject to availability and can be scheduled within 30 days of your wedding. If we receive a booking for this date/time, we will work to re-schedule you to the best of our ability. Please be aware, we do often book up 4-5 days a week during our busy season (May - January).

Before the Wedding our Admin Team:

-        Answers questions about the wedding, our inventory, and any venue/staffing related questions you may have.

-        Processes all your selections in Planning Pod and make sure we know everything we need so on your wedding day, no one is bothering the bride with questions

-        Helps you with meeting your timelines for getting everything in, provides planning support once your questionnaires are in, and ensures all the details we can think of have been considered. We know it’s a LOT to plan a wedding and it’s easy for details to get missed. We make sure it’s considered, planned for, and executed smoothly wherever we’re in charge.

Why do we need all these details?

• Your Venue Coordinator keeps an eye on the timeline and, if a vendor is running behind, they’ll call to see where they are

• We know the venue can be confusing so we go through your plans and details to make sure everything will work smoothly on the wedding day (logistics are our thing!)

• You only do your wedding day once and we want to ensure the day of goes smoothly, so we ask a lot of questions beforehand to make sure we know what we need to, and so do you and your vendors.

The Day of: Your Venue Coordinator

-        They are the point person for vendors.

-        Sets up our décor and chairs for the Ceremony

-      Executes the change-over and/or turnover

-        Sets up our décor, tables and chairs for the Reception

-        Lights the candles

-        Ensure everything runs smoothly and helps direct guests and vendors

-        Are on site until after the first dance.

FAQ’s

Do they set up the couples decor or personal items? Venue Coordinators do not

(Tier II and III of Wedding Architects do)

Do they tear down the couples decor or personal items? Venue Coordinators do not

(Tier II and III of Wedding Architects do)

Do they create a wedding day timeline? Venue Coordinators do not

(Tier II and III of Wedding Architects do)

Do they book vendors? Venue Coordinators do not

(Tier III of Wedding Architects do)

Who does busing of the glassware? The Pendennis team buses all Pendennis glassware (it’s rare for a client to bring in different glassware. If they do, usually the caterer buses it)

Who sets out plates and cutlery at each place setting? This can be done by Pendennis or a caterer but is an additional service

(Tier II and III of Wedding Architects do)

Does the venue coordinator let in all the vendors? Yes, their phone number will be on the door. You will also be given a back door code for your vendors to use

Does the Venue Coordinator/Pendennis let in my friends as they come in in the morning? They let in the first group but after that, please have someone assigned to let people in as the Venue Coordinator has time sensitive work to do

Who let’s in the Guests for the Ceremony/Reception: There will be a Pendennis Welcome Attendant stationed at the front door for 30 minutes before the ceremony until 20 minutes after it begins

Who do I talk to if I have questions and I haven’t been introduced to my Venue Coordinator? Our admin team is there to help! They are also our Coordinator team so you have experienced people helping you out as you plan

What kind of questions do you answer? The admin team can help with directing you to the right spot on the website for questions like inventory, costs, and measurements. Otherwise, they are a great resource confirming if your layout idea will work, and they help make sure all your plans are cohesive. They will also catch gaps in the planning process (ex. Who is cutting the cake and serving it after the couple takes a photo) so the day goes more smoothly. The questionnaires are an amazing planning resource and are designed to make it easy to think through all the steps that need to be considered in a wedding day.

Who fills out the Questionnaires? The clients fill out all questionnaires

(Tier II and III of Wedding Architects answer your questionnaires for you, and create your timeline)

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