Meeting Your Event Coordinator

For this post, I was lucky enough to sit down with my good friend and past work mentor, Katie Hunt. Katie is a recent UNI graduate, now working at Park Place Event Centre. She got her start in event coordinating while interning at Park Place in 2012 and Red Frog Events in Chicago, Ill., in 2013!

Our goal was to create an “Event Coordinator 101” guide for newly engaged brides! But, before we get into the good stuff, I think it’s important to first know the difference between an event coordinator and an event planner. An event planner typically works with the bride and is involved in all aspects of the wedding planning, including working with outside vendors like florists, bakeries, photographers, etc. An event coordinator is typically employed by the venue itself, and is in charge of all the details of the timeline, like making sure that all the vendors the bride or an event planner contracted are following the schedule, and that the event runs smoothly.

Where to start:

So, you just got engaged? Congratulations! Make sure you take at least a couple of weeks for you and your fiancé to celebrate appropriately and enjoy being newly engaged before you start planning! Once you are ready to start making plans for your big day, Katie recommends starting with the location. Call different venues, keep a list of prices and menu options, and eventually choose the one that is perfect for you and your fiancé. Keep in mind that when it comes to your venue you need to be willing to compromise. Your perfect date may not be available, but any good venue will do anything they can to find another date for your special day.

Time to meet your coordinator:

Here is a list of tips that Katie felt were the most important to remember when you are meeting your event coordinator for the first time.

• Don’t stress! Easier said than done, we know, but don’t feel like you need to know all of the details for your first meeting!
• Bring a list of general ideas of what you are looking for, like your budget, a rough date, number of guests, color swatches or sample pictures, and a list of questions you may have!
• Break the ice with your coordinator; you are going to be working with each other until the day of your wedding, so it’s important that you are all on the same page and communicate well.
• Be open-minded! It’s not unusual to get swept up in the excitement of planning and go over budget. Fortunately, the coordinators are full of great tips and ideas as long as you are willing to hear them out!
• Remember, the coordinator is here for you! If you choose to go the coordinator route, it is important to remember that most coordinators are in the business because they are just as excited about your event as you are! They are also just as understanding. Planning a wedding can be a tedious and time-consuming project and they don’t expect you to do it alone! Katie said she is always communicating with her brides via phone, email, and in person, just to assure the bride that her event will go off without a hitch!

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Good luck & happy planning!!

XO.