Whether your chosen venue has an in-house coordinator or you’re going it alone with a dry-hire setup, you have a wealth of expertise at your fingertips—if you know how to use it.
First up, a quick (and important) distinction:
- Wedding Planners are the logistics pros you hire to take your Pinterest boards and budget spreadsheets and turn them into an actual event. They also usually come on board before you’ve even chosen a venue.
- Wedding Coordinators, on the other hand, tend to be based at your venue and step in once you’ve booked. They’re focused on bringing your plans to life on the day, working within the space’s quirks and capabilities.
Some venues offer day-of coordination only. Others are more hands-on from the moment you book. And if you’re working with a dry-hire venue, well, you can expect to do the majority of the heavy lifting yourself or consider hiring a planner to help manage some of the moving parts.
Good communication is key. Let your coordinator or venue team know exactly what you need and expect. They’re not mind readers; a little clarity early on can save you a world of back-and-forth later.
This leads me to say that silence definitely isn’t golden when it comes to wedding planning. Keeping the conversation going with your venue helps build a rapport and ensures you’re across the details before anything has a chance to go awry. From experience as a wedding venue manager, it’s far easier to support a couple who keep in touch than one who ghosts for 12 months and resurfaces the week before the wedding.
Your venue coordinator knows the space inside out—what works, what doesn’t, and how to avoid unnecessary faff. So, if you’re wondering about ceremony timings in winter light, the best flow between spaces, or where not to place the cake? Ask. They’ve likely seen it all before… and then some.
If you’re local, get familiar with the space. Every visit you make will give you a better sense of how the day will flow and where things should happen and allow you to run ideas past the team (multiple times!). It’s also much easier than trying to remember if there’s a plug socket near the bar area three months down the line.
Coordinators are fountains of local knowledge. Recommended suppliers, reliable transport companies, pre-wedding dinner spots, nearby accommodation—chances are they’ve got some excellent suggestions. Therefore, go ahead and ask the questions… and take lots of notes.
Accessibility, parking, loading bays, loos, supplier access times… not exactly the glamorous side of wedding planning, but ignore them at your peril. Your coordinator can help you map out what’s possible and help flag any potential issues before they become serious problems.
Most wedding venue teams have a wealth of creative knowledge, so why not take advantage of it? They’ll know what’s been done before, what’s worked brilliantly, and what looked great in theory but didn’t quite live up to expectations. Use that incredible insight to finesse your own plans.
- Supplier Recommendations: Even at the most flexible of venues, it’s worth asking who they would recommend highly. Preferred suppliers usually come vetted and venue-savvy.
- Timings: Your wedding coordinator can help you structure the day sensibly, factoring in the season, daylight hours, and what each space is best suited for.
- Layout and Flow: From magical ceremony spots to the champagne tower placement, they will know how to get the very best from the venue, so definitely ask what’s worked well previously.
- Guest Experience: From accommodation logistics to quiet spots for grandparents, coordinators often have clever solutions that make all the difference to you and your guests.
- What’s On Nearby: Local festivals, road closures, major events—it’s worth checking what’s happening locally around your date, as your venue team should have the heads-up.
Choosing your venue isn’t just about the bricks and mortar. It’s also about the brilliant people who’ll help you bring your day to life. Therefore, treat your coordinator as part of your wedding dream team, not just someone who unlocks the door on the morning of your big day. Ask ALL the questions, trust their knowledge, and don’t be afraid to make use of their expertise—it’s exactly what they’re there for.
With thanks to one of the best out there; the team at Thicket Priory in North Yorkshire (pictured) and Carla Whittingham Photography.