Who does what on the wedding day
Venue staff, planner, caterer, DJ, photographer: a simple guide to the roles, so nothing falls between them.
On a wedding day, many teams work in the same room for a few hours. Most problems come from a task that each team assumed another team was handling. A short list of who owns what prevents that.
The venue team
The venue team runs the building: setup and breakdown of the room, the staff, the service schedule and the rules of the space. The venue manager is the person to call when something involving the building, the room or the staff needs a decision.
The planner or day-of coordinator
The planner runs the couple's timeline: cueing the processional, lining up the grand entrance, keeping family photos moving and making sure the couple eats. If you do not hire one, ask your venue what its coordinator covers and what it does not.
The caterer and bar
The caterer owns food timing and service. Share the final guest count, meal choices and any allergies by the deadline your caterer gives you, and make sure the seating chart shows meal choices for each guest.
Music and photography
The DJ or band usually acts as the master of ceremonies, announcing each moment on the timeline. The photographer needs the timeline and a short list of must-have family photos with names. Both should know who the venue contact is.
One contact list
Put every vendor's day-of lead, with a phone number, on one page. Give it to the venue, the planner and a trusted family member. When everyone can reach everyone, small problems stay small.
General Manager at Arts Ballroom, Philadelphia. Writes The Wedding Place.