Venue Coordinator Responsibilities

We are excited to be a part of your big day! We hope our extensive planning documents and review meetings will put you at ease. Our coordinators have years of experience and can be a great resource in wedding day execution.

We will be on site for up to 7 hours the day of your wedding. Several hours before the ceremony, we will assist with vendor arrivals including getting your DJ or band set up, talking through the ceremony logistics with your minister, confirming the evening’s timeline with your caterer, and making sure your ceremony and reception tables and chairs are set up correctly. Once guests begin to arrive, we will direct them to your ceremony location, line up your wedding processional, and direct them down the aisle. During your reception, we will assist with a flip (if needed), and keep your timeline running by working with your DJ or band on bridal party introductions and toasts, communicating with the caterer on dinner details, and directing the bride and groom when it’s time for the cake cutting and first dance. After the first dance, your day-of coordinator will leave and be replaced with another Silver Oaks Chateau team member.

We do not assist with décor including placing centerpieces, decorating guest book or gift tables, setting up ceremony décor such as unity candles, organizing table assignment charts, or any other décor items. We ask that if a flip is necessary from the ceremony to the reception, your florist be on site to help with table décor set up. Silver Oaks Chateau will gladly handle putting out tables and chairs with the help of your caterer. We do not assist with loading in or loading out décor and personal belongings at the beginning and end of your rental. We also do not coordinate a bouquet or garter toss, seeing as this generally takes place after the first dance, once your coordinator is off-site. Please be advised that your coordinator also will not be initiating any communication with vendors before the wedding day to determine arrival times or contact information. The bride in the second bridal meeting should supply this information.

Helpful hints:

Our couples are offered up to two staff-led walkthroughs prior to the wedding day. The first takes place roughly 6 months out from your wedding date. Then you are assigned a specific Venue Coordinator who will host your final walkthrough, approx 2-3 weeks out, be present at your rehearsal if you choose to add one, and be present the day of your wedding.

Your Venue Coordinator should be included in your vendor meal count to the caterer.

You still may choose to hire an outside wedding planner for more extensive, hands-on help for planning your day.