If you’ve started planning your wedding, chances are you’ve seen the terms “venue coordinator” and “wedding coordinator” tossed around. And while they sound similar, they actually play two very different roles on your wedding day. We’re here to help you understand the difference!

Understanding who does what can save you a lot of confusion—and help you build the right support team from the start.

So… What’s the Difference?

A Venue Coordinator (or Venue Representative*)

This person works for the venue. Their job is to make sure the venue spaces are ready, safe, and running on schedule. Their responsibilities typically include:

• Opening the venue and overseeing access

• Setting up venue-provided items (tables, chairs, etc.)

• Managing site logistics like lighting, restrooms, and parking

• Answering vendor questions about the space

• Keeping the venue locations clean and orderly

They’re an essential part of the day—but their role is focused solely on the venue itself.

A Wedding Coordinator (Also Called Wedding Planner or Day-of Coordinator)

This person works for you. They manage the entire wedding-day flow, keeping all the moving parts—vendors, wedding party, timeline, details—running smoothly. Their responsibilities often include:

• Creating your wedding-day timeline (working with you months before your wedding)

• Confirming details with all vendors beforehand

• Directing your ceremony and cueing music, entrances, etc.

• Overseeing the reception flow: toasts, first dances, cake cutting, etc.

• Managing decor setup, personal items, and end-of-night wrap-up

• Troubleshooting any issues so you never have to stress

They’re your go-to for peace of mind, and their job is to make your experience seamless.

Where It Gets Confusing (Psst…Not At Hazelwood!)

Many couples assume that their venue coordinator will take care of all those personal and logistical details—but that’s rarely the case. In reality, most venues provide someone to oversee the venue itself, not the full wedding day.

That’s why so many wedding pros recommend hiring a dedicated wedding coordinator, even if your venue includes an on-site contact.

How Hazelwood Approaches This—Clear, Thoughtful Support from Both Sides

At Hazelwood, we’ve seen firsthand how much smoother, calmer, and more enjoyable the wedding day becomes when couples have the right support. That’s why we’ve built a system that offers clarity and experience—without leaving anything up in the air.

“I did not have to set up one thing and was truly able to just bask in the joy of being in the same place with all the people I love. I am so grateful to Hazelwood for giving me the opportunity to be completely  present on the happiest day of my life.” -Alyse

Here’s how it works:

Venue Representatives, Not “Venue Coordinators”

To avoid confusion, we intentionally refer to our on-site team as venue representatives. Their focus is on Hazelwood itself:

• Opening, prepping, and tidying up the indoor and outdoor spaces

• Setting up venue items like tables and chairs

• Helping vendors navigate the property

• Keeping things running within your contracted timeline

They’re experienced, approachable, and always nearby—but they’re not the ones creating your timeline, directing your ceremony, or managing your vendors.

All Hazelwood Couples Work with Blake Events

Unlike most venues that either leave coordination entirely up to you (aka your family) or require you to find a planner on your own, we’ve partnered with Blake Events, a professional planning team that’s been working at Hazelwood for over five years. All couples who book with us are required to work with Blake Events for wedding-day coordination. This means:

• You don’t have to spend time researching or interviewing planners—we’ve already vetted the best. 

• You’re working with someone who knows our venue and logistics inside and out and has guided over 150 couples through their best day ever right here at Hazelwood.

• You get a dedicated point person who’s 100% focused on making your day feel smooth and stress-free.

Blake Events offers multiple packages, so couples can select the level of support that fits their needs. Every couple receives expert coordination, and those who want additional guidance can upgrade to include design services or partial planning.

The Result? A Calm, Seamless Wedding Day!

With our venue representatives managing the space and Blake Events managing the flow of your celebration, you get the best of both worlds—without the confusion or chaos. Seriously, how amazing is that?!

One of the biggest reasons Hazelwood weddings run so smoothly is because our venue team and your planner from Blake Events already know how to work together. We’re not meeting for the first time on your wedding day—we’ve handled over 150 events side by side. That means we’ve already ironed out communication, timing, and behind-the-scenes logistics long before your day arrives.

There’s no guesswork or last-minute scrambling. The Blake Events team knows how to build timelines that flow naturally with Hazelwood’s layout. They know where things go, how long transitions really take, and what weather backup plans are actually realistic. Our venue reps don’t just show up and unlock doors—we’re in sync with your coordinator the entire time, ready to support whatever the day brings.

The result? Your wedding feels effortless, because it is! Instead of putting out fires or answering questions all day, you’re present. You’re soaking it in. And your family isn’t stuck acting as day-of point people—they’re enjoying the celebration with you. Your mom’s not running interference with the DJ. Your best friend isn’t stress-texting about the cake. Instead, everyone gets to enjoy the day—including you. Champagne in hand, surrounded by people you love, fully present for every little moment. That’s what happens when the people running the show are already on the same page!

Let’s Chat About What This Looks Like for Your Wedding

Want to see how it all comes together?! We’d love to show you around Hazelwood, introduce you to our approach, and help you start envisioning a wedding day that feels like you—supported, relaxed, and FUN.

You can schedule your tour or send us an inquiry with what’s on your mind. We’re here and always ready to chat–talk to you soon!

Photos by (in order): Kylee B Photography, The Maewood Collective, Kylee B Photography, Sage Design Co.