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Beginner September 2021

Venue Coordinator

Rebecca, on March 12, 2020 at 5:13 PM Posted in Planning 0 2

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My venue provides a coordinator who is supposed to help with logistic and all the at jazz. I was hoping to not have to hire a Day of Coordinator (in addition to the venue coordinator) but am starting to get a little nervous. I have met with her once about 6 months ago and am now meeting with her again in a couple weeks (5 1/2 months to go).

I want to prepare a list of questions to ask her about day of logistics to determine if i think the venue can handle things or if i need to hire someone (which is not in my budget)

Any suggestions on questions I should ask her when we meet in mid April?

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Latest activity by Marie, on March 12, 2020 at 10:55 PM

Legend June 2019
Melle · on March 12, 2020 at 5:31 PM
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Is she the point of contact person for your other vendors? Does she help with set up and clean up ?
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Dedicated April 2020
Marie · on March 12, 2020 at 10:55 PM
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I was in a similar situation and the deciding factor for me was how responsive the venue coordinator was. He was very unresponsive and I had to constantly remind him of small details that I KNOW are small but a coordinator should be writing stuff down and organized so that they don’t NEED me to remind them 3+ times. That’s the whole point of a coordinator.
Anyway, so that’s when I knew I needed a day of coordinator. In my area I found two affordable coordinators that are newish to the industry; found them thru Instagram.

But to answer your original question re: what to ask:1. What exactly is included in their services (do they set up tables? How about linens and centerpieces? Do they help to establish a floor plan? Etc.)?2. Do they stay during the entire event?3. If you were to get a coordinator, must they be on a venue-approved list of vendors?4. Do they have any helpers there at the venue or are they a one-man show?5. How many times do you get to meet w them before your event?
My venue coordinator had to get back to me on a lot of things and he didn’t get back to me quickly (weeks of waiting), and only after I emailed him a few times to follow up. He also didn’t remember who I was and so had to re-hash a lot of it via email. So if you get good, organized vibes from the person: you might be good to go. But... don’t ignore the red flags either!
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