The Power of Partnership: When Venue Coordinators and Planners Collaborate

Krisy Thomas, COO of the CWP Society, sits down with Master Certified Planner and Certified Educator Nikki Rodgers, who brings 22 years of experience on both sides of the aisle, for an eye-opening episode that tackles one of the wedding industry’s most common confusions: the difference between venue coordinators and wedding planners.

When couples hear "your venue comes with a coordinator," they often assume this person will handle all wedding day logistics and details. This common misconception doesn't just affect couples—even seasoned wedding professionals sometimes perpetuate this misunderstanding, leaving crucial gaps in wedding day management.

Nikki shares her unique perspective from her extensive background working in luxury venues and as an independent wedding planner. She clarifies that venue coordinators focus exclusively on venue-specific operations—managing staff, monitoring facilities, handling food service timing, and ensuring venue policies are followed. Their role is vital but limited to the venue's interests, and they often transfer responsibilities to other staff once the reception begins.

Wedding planners, by contrast, serve as the couple's advocate throughout the entire process. They manage comprehensive timelines including photography schedules and beauty appointments, coordinate all outside vendors, handle personal décor items, cue the wedding party, and perhaps most importantly, solve unexpected problems without the couple ever knowing—from torn dresses to timeline adjustments when things run behind.

The magic happens when both professionals work in harmony, respecting each other's domains while communicating openly. Nikki shares practical advice for building these productive relationships, recounting real-world examples where communication breakdowns created unnecessary stress for everyone involved.

For wedding professionals listening, Nikki offers actionable takeaways to strengthen venue-planner relationships: proactively reaching out to venues before weddings, sharing timelines early for feedback, and respecting venue policies. These practices not only enhance the couple's experience but also build valuable industry connections that lead to future referrals.

Ready to elevate your wedding planning career? Join the CWP Society's community of supportive professionals and access continuing education that will help you master these crucial industry relationships.

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