Decoding Venue Roles: Who Really Does What (And Why It Matters)

Not all "venue coordinators" are created equal—and assuming they are can derail your entire event. In this episode, COO Krisy Thomas sits down with Master Certified Wedding Planner and Certified Educator Nikki Rodgers to pull back the curtain on how venue teams actually operate, so you can stop guessing and start collaborating with confidence.

Nikki breaks down the four core roles you're likely to encounter—from the owner who sold the date to the banquet captain directing service—and explains how responsibilities shift between contract signing and day-of execution. Through real-world examples, you'll discover why assumptions cause chaos: the venue that provides tables but won't set them, the dry-hire space where the coordinator handles electrical emergencies, and the neighboring property with completely opposite policies.

You'll learn the exact questions to ask the moment you're hired, including "Who will be my primary contact during planning?" and "Who is on a radio on event day?" Nikki and Krisy share their proven handoff strategy: send your working timeline early, reconfirm with the on-site lead the week before, and loop in owners when operations like pressure washing or rental staging might impact your schedule.

If you've ever built a detailed timeline only to discover the venue created their own, or arrived on event day to find no one planned to set chairs, this conversation gives you the playbook to prevent double work and last-minute scrambles. You'll also discover how to navigate venues with in-house catering versus outside caterers, when to defer to the banquet captain's service pacing, and how small, thoughtful gestures—like thanking staff in front of the couple and leaving authentic reviews—transform single events into lasting partnerships.

Ready to master these essential skills and elevate your planning expertise? Join the ranks of the industry's most respected professionals by earning your certification through CWP Society. Our comprehensive training equips you with proven strategies, professional protocols, and the confidence to handle any venue relationship with grace. Become a Certified Wedding Planner and join a community committed to excellence. Learn more at CWPSociety.com.

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