Venue Coordinator VS Wedding Coordinator

Weddings are a dream come true and one of the most memorable days of your life. With there being so many titles in the industry, couples end up confused about who does what and often thinks they won’t need a wedding coordinator (also called a planner) because their venue has a venue coordinator (also called a venue manager). 

The venue plays a huge part in your wedding day, as does a Wedding Coordinator. To have a well-executed wedding day, you will need both a Wedding Coordinator AND a Venue Coordinator. These two professionals work together to produce a day free of stress and made for pleasant memories. 

            Wedding Coordinators and Venue Coordinators are different positions, and each has separate responsibilities which work together on your perfect day. A Venue Coordinator oversees everything taking place at the venue of choice. They are accountable for seating set-up, management of food and beverage supplied by the venue, electricity up and running, etc., including the venue’s complete cleanliness. They work exclusively for the venue. 

            A Wedding Coordinator works with the entire bridal party and all outside vendors. A Wedding Coordinator takes care of the set-up and clean-up of personal items and does this while focusing on and following a precise timeline of events. The Wedding Coordinator has an allegiance to the Bride and Groom and represents your wishes on the Wedding day. 

             Truth being, there might be some slight overlap in duties, but both jobs work hand in hand to make sure your day runs smoothly. RC Events team loves the venue coordinators we work with and know we could not do our job without them. We hope this diagram provided will help you understand the differences. If you think you would like the benefits and peace of mind that comes with knowing you have a team of professionals on your side, reach out to us.

Other Resources Recommended For You

8 fun ideas for hosting a virtual Bridal Shower

15 suggestions for Wedding Planning during Covid-19!

The Perfect Wedding Anniversary Gift For Her At Every Decade

8 fun ideas for hosting a virtual Bridal Shower

Many Bride’s are having to cancel showers because of restrictions on gatherings. However, instead of cancelling, what if you can switch to a virtual bridal shower and have the same amount of fun?

Here are the platforms that you can use for your virtual bridal shower:

  1. Google Hangouts
  2. Skype
  3. Facebook
  4. Zoom

You will want to create an Invitation to send to your guest-list. The invitation should include the following:

  1. Date and Time
  2. Link to the Platform
  3. Short explanation of the Shower
  4. RSVP information
  5. Gift Registry information and address to send gifts to

Here is where we can get creative! Use the following ideas to get your creativity flowing. 

Bridal Backdrop. In order to make this special for the Bride, I would set up a special backdrop and decorated chair for the Bride to sit in. Balloons are still being delivered or you can DIY a balloon backdrop for your Bride!

Open your gifts from afar. Use that special backdrop and chair to sit in to broadcast your present opening. Remember how you included your registry and address information with your Invitation? Your gifts were sent directly to your home and you are now able to open while your guests watch. This is one of the most fun parts of a shower anyhow!

Send your Bride a special meal. As the bridal shower host, find out your Bride’s favorite meal and have it delivered for her. If your budget permits, and your guests are in a similar location, have the same restaurant deliver to all guests.

Send your guests a care package – how about a “boxed” lunch delivered to their doorstep? Or a care package created around the theme you choose for your Bridal shower (see below).

Have a Netflix Party (www.netflixparty). You can now watch Netflix with your friends online. Send all your guests a movie watching package complete with popcorn and your Bride’s favorite candy.

Host a Sip and Paint. Again, send your guests a care package around this theme. Have them open their favorite bottle of wine or send each guests the Bride’s favorite bottle. Send them a canvas, paint brushes and paint. Once the call starts, show them a picture of what they will be creating. Have the Bride choose her favorite at the end and provide that person with a special e-surprise.

Bride or Couple’s Cocktail Party. There are companies that will send sourced cocktail ingredients directly to your door. How amazing to send each guests the cocktails they will make so you are all drinking the same thing during your online cocktail party!

Host a yoga or sweat session to get ready for the big day! Get that sweat dripping you’re your favorite bridal party. Contact your local gyms to find an instructor that would host a private virtual session. Try for an online class! 

I hope these ideas have sparked some creativity. There are so many ways you can make a special time despite Quarantine. As always, we are just an email away, if you need an e-invite or more ideas. 

Much Love! xo, rc

wedding planner orange county

Complete Checklist for rescheduling your Wedding due to Covid-19.

First of all, I want you to know that you are allowed to be sad, unhappy and even mad that you have to reschedule your Wedding date. It is okay to grieve the loss of a date that you planned for, prepared for, and invested in. I know that many times the date you picked to get married on may have special meaning for you as a couple, but please remember that in the grand scheme of things, it is just a supporting factor to marrying the love of your life. You will still be together and have the chance for an amazing celebration that you so deserve.

Here are the things I would keep in mind when you are trying to weigh the pros and cons of rescheduling your Wedding date.

  1. How much of your guest list will be traveling?
  2. Do you have elder or immuno-compromised loved ones on your guest list that you really want to celebrate the day with?
  3. How about cutting the guest list down to 50? Is this doable for your family?
  4. Is streaming your wedding virtually an option?
  5. Do you feel that people will be hesitant to want to gather in big crowds? If you continue moving forward, you might get many declines – do not let this hurt your feelings.

So, let’s say that after long and hard conversations with each other and your immediate family that you decide you don’t want to (or you just can’t because of regulations) get married on your original Wedding date. When you are in the right mind frame, hopefully having a clear plan will help alleviate some of your stress. Please use the below notes and the checklist document to help.

Before jumping into the checklist, keep these two tips in mind:  

Tip #1: Try to reschedule and not cancel. As a wedding vendor, I highly recommend rescheduling rather than cancelling. Oftentimes, deposits that you paid will be transferable to other dates throughout the year but if you cancel, you might not get those deposits back.

Tip #2: Stay Flexible. Take this time to make your day better – you might be happier with this plan than your original date. If getting married in 2020 is a big deal to you, how about doing a less popular day of the week – Thursday for instance? How about a Micro-Wedding? You can also stream your Wedding virtually for other guests to join.

Rescheduling Checklist: 

  1. Reach out to your venue and find out the following information: What is your Rescheduling Policy? What are your remaining available dates in 2020 and 2021?
  2. Pick a few date options based on your venue’s availability. It is best to have your first choice and then back up choices when reaching out to your vendor team.
  3. Reach out to your remaining vendor team at once. You may not get everyone available on the same day so prioritize which vendors are the most important to you. If say, everyone is available except your bakery, you might choose to look for another baker.
  4. Re-read your contracts to determine the cancellation/refund policy on each. This will be important only if you need to consider cancelling with a vendor. You can request refundable deposits, however, be prepared not to receive these back. In most instances, your deposit will not be refunded but your vendor will let you out of the remaining balance due.
  5. Inform your guests. Your guests love you and your fiancé. They want to do what is best for you so they are going to understand the postponement and do everything they can to be there for your new date. You can call, email, post on your wedding website or send out an e-change of date. I am still offering to create your e-change of date for free. Just email us!
  6. Re-evaluate your Wedding decor and access new needs. Now is the time to think about whether you want your new celebration to look the same as what you have planned. Colors, Flowers, etc. can change with the season – a spring wedding may look quite different than a winter wedding – but ultimately, this is up to you! Maybe you are deciding that you want to lower your guest count, which will then lower the tables, centerpieces, room block number and so forth. These are all details you will want to re-evaluate and make sure you are the right track with.


Postponing Checklist PDF

You may not see it now, but I promise by the time your Wedding Day arrives, your stress will be far behind you. Also, you and your fiancé can take pride in the fact that as you navigate this pandemic, your relationship will come out stronger and more resilient.

Should you have any other rescheduling questions, we are just an email away. Now is the time to utilize your Wedding Planner or hire one if you do not have one yet.

xo, rc 

wedding planner orange county

5 tips for working on your Wedding Planning business during quarantine.


Many of my students started their Wedding Planning career by getting their certification right before Covid-19 wreaked havoc on our industry. I’ve been asked a few times what they can be doing now to build their business until the pandemic is over.

Here are 6 things I want you to be working on now!

  1. Grow your vendor network. Reach out to those vendors that you’ve been wanting to connect with. Have virtual cup of coffee to get to know them and a little about their business. We are all in the same boat here and any bit of connection and referrals is going to truly keep our business going.
  2. Start your Website. If you don’t have your website started yet, now is the time to get it going! I often think ‘oh, I’ll just do that myself’ but as someone who has both created a website with a template AND hired someone to redo it , I would suggest hiring someone from the start that is knowledgeable! Email me for a recommendation!
  3. Clearly define your business practices. Make sure you have your business practices clearly defined. Remember those handouts I gave you? Put them to use and create all your own documents to have ready to go. Now is the time to make sure you have your protocol and documentation in order. Don’t forget that Force Majure clause to protect your company.
  4. Start a blog! Blog about your new business, past events, vendors you love, venues you love and so on. This will help potential clients find you when they are searching.
  5. Get your business listed online. Research and find all the sites that you can list your business for FREE. There are a ton of them out there that allow you to have a free listing – The Knot and Wedding Wire are two of them.

As always, focus on your mental health during this time! Inhale that confidence and exhale your doubt. YOU GOT THIS! Good luck and if you need anything from us, we are always here to chat!

xo, rc

wedding planner orange county

15 suggestions for Wedding Planning during Covid-19!



As event industry leaders, we are working through new standards, expectations and ways to support our couples that have had to postpone their weddings and those that are currently trying to plan their own wedding during this lockdown time.

Although the Country is on lockdown, there are still things you can be doing in the comfort of your own home. These tips will help you use this down time effectively. Let’s continue to plan a celebration that is worthy of your LOVE.  You can use this time to make your wedding more personal, more thoughtful and simply awesome. Remember, we will all come out of this together!

Practice your first dance. You Tube has tons of videos to master the basic steps or you can take a virtual dance lesson. Don’t forget to pick your song first! And have a little fun together!

Write your vows. This is something you can work on together as a couple. Do you want to have traditional vows, personal vows or a combination of the two? You don’t want to leave vow writing to the last minute, so find a special notebook and let those reasons you love your fiancé flow out.

Work on that guest list. In the early stages of planning? Start jotting down your guest list and organizing it into A and B lists. Knowing your rough numbers is essential for making your budget, picking your venue and is one of the first questions most vendors will ask.

Pin those pictures and refine your style. Looking through some inspiration photos is sure to make you smile. You now have time to take those 20 Pinterest boards you have going and refine your style. Make some decisions now – is there a dress designer that you love? What do you want your flowers to look like? – and this will help you to hit the ground running when things finally open back up.

Start your invitations and have them ready to print.
As an invitation designer, I suggest working with your designer to get the ball rolling. This will give your designer time to get your drafts over to you for approval and have the files ready to send out to print once shops are back up.

Create a playlist. Who doesn’t love a good song to dance too? At the end of all this your guests are going to be so happy to be out and celebrating with some great music! Your DJ will appreciate the extra work you put in to pick out some of your favorite (or DO NOT PLAY) songs! Along those lines, start picking your songs for all the protocols that we go through on your Wedding day (First dance, Mother/Son, Father/Daughter, Bouquet and Garter). If you need a starter list, please email me!

Have zoom meetings to build your vendor team.
At this time, all potential vendors will be happy to hold a phone or zoom consultation to answer any questions you may have. You can continue researching and interviewing to build up your vendor team.

Work on your wedding website. Wedding websites are the best way to keep your guests informed. Your website will include important times, locations, room blocks, registry information, transportation and for now, can help if you need to inform your guests of a potential postponement. Try Minted or The Knot.

Create your online Wedding Registry. Target, Macys, Amazon, Pottery Barn … Now is the perfect time to spend those boring hours online dreaming of all the items you’ll need for your new life together. Don’t want actual gifts? Try Honeyfund or Traveler’s Joy.

Choose your Signature Cocktail. Everyone likes an excuse to do a little cocktail tasting! Find some recipes on-line and get to work. What a fun in-home quarantine date night!

Virtual venue hunting. Start your venue search online. Find Real Weddings from your favorite venues and see what you like or don’t like about each one. Many sites on-line will have 360 degree videos but you can also ask the sales manager to give you a virtual tour of the space.

Order your Cake tasting to your door. Many bakeries will be happy to deliver your samples boxed up and ready for you to taste at home. A little treat to make your day sweeter.

Get crafty – Stop putting off that DIY favor project. These are the tedious things most people put off to the last minute that end up leaving them feeling stressed out.

Focus on your Health
– both physical and mental. Take a deep breath and find your center. Let me remind you why you are getting married in the first place – to spend the rest of your life with your love. This will happen and all the rest are just supportive details.

Don’t forget to have a virtual happy hour with your Bridesmaids! I did a virtual happy hour for the first time the other night and had a blast with my friends. Grab your drink, your girls and get to chatting. I don’t know anything that can cheer me up faster than seeing their faces.

Find the right Wedding Planner!  We see, understand and hear you. We are here to answer any questions you may have navigating this uncharted territory. Not only has this hit our industry and vendor friends very hard, we also know that you are having to make tough decisions regarding your Wedding Day. We are a call away.

xo, rc and team

wedding planner orange county