Planning a wedding or another momentous event can be an overwhelming task, filled with countless decisions and details to consider. One of the first questions couples often ask themselves is whether they need an Event Planner or a Day-of-Coordinator to help bring their vision to life. Here at The Legacy Castle, there is a ton of staff to help and support you every step of the way:

Sales Representative

When you visit the castle for the first time you’ll be assigned a Sales Representative. This individual handles all of your contract details, and can help advise you on the best ballroom to accommodate your guest count, the best timeline and flow for the event to make everything run seamlessly.

Details Coordinator

As the event date gets closer, a Details Coordinator will be assigned to your account. This individual will help you fine tune all the details to facilitate a flawless event. They help you decide on your specific menu items, table linen colors, napkin colors, floor plans, and coordinate all the required paperwork and insurance documentation for your vendors. They also help schedule the arrival times for your vendors on the day so that you don’t need to! 

Additional Support On The Day

When you arrive at The Legacy Castle on the day of your event, you’ll be greeted by a Hostess, Bridal Attendant, and/or your Maitre D! 

Hostesses: The Hostesses are in charge of the doors- directing your guests where to go throughout the facility, if they need the restroom, coat check, any questions etc. 

Bridal Attendant: Your Bridal Attendant will be at your side until the event ends. They help bustle wedding dresses, direct you and the photographer to all the best photo opportunities throughout the facility, and make sure you eat and drink throughout the evening! Most clients don’t think they need a bridal attendant, but by the end of the night, you’ll be incredibly thankful they were there to help every step of the way. 

Maitre D: Your Maitre D will be coordinating everything happening inside the ballroom. They make sure your bars are being restocked accordingly, the food is coming out on time, the courses are being served and cleaned up in a timely manner. They also control the lighting of the event throughout the night – they’ll touch base with your DJ or Band to ensure that the lights slow down during speeches, and speed up during dancing! If you are having a wedding ceremony on site, your Maitre D will also line up your bridal party and que them when it’s their turn to walk down the aisle.

With all of the above support included as part of our packages, not a lot of couples deem it necessary to hire someone in addition to that. Some clients still choose to hire additional support staff, whether that be an Event Planner to assist with the event from start to finish, or a Day-of-Coordinator that only helps out on the Big Day. Here is how that these individuals may be helpful to you, so that you can decide what works best for your event!  

Event Planner

A wedding planner is like the conductor of an orchestra, overseeing every aspect of the wedding from start to finish. They are involved in the planning process from the very beginning and work closely with the couple to bring their dream wedding to fruition. Some key responsibilities of an event planner include:

  • Budget Management: Event Planners help couples establish a budget and allocate funds to different aspects of the wedding, ensuring that they stay on track financially.
  • Vendor Selection: From choosing the perfect venue to selecting vendors such as caterers, florists, photographers, and entertainment, event planners have a network of trusted professionals and can help couples find the best fit for their needs and budget.
  • Design and Styling: event planners assist with creating a cohesive theme or design concept for the wedding, including décor, color schemes, and overall aesthetics.
  • Timeline and Logistics: They develop a detailed timeline for the wedding day, coordinating logistics such as transportation, setup, and breakdown to ensure everything runs smoothly.
  • On-Site Management: On the day of the event, planners are present to oversee all aspects of the event, troubleshoot any issues that may arise, and ensure that everything unfolds according to plan.

Day-Of-Coordinator

A coordinator, sometimes referred to as a day-of coordinator, focuses primarily on executing the plans that the client has already put in place. While they typically become involved closer to the event date, their role is crucial in ensuring that everything runs smoothly on the day of the event. Here’s what a wedding coordinator typically handles:

  • Final Details: day of coordinators work with couples in the weeks leading up to the event to finalize details such as vendor contracts, timelines, and layouts.
  • Vendor Coordination: They communicate with all vendors to confirm arrangements, delivery times, and setup instructions, acting as the main point of contact on the day of the wedding.
  • Ceremony and Reception Management: Wedding coordinators oversee the setup of the ceremony and reception spaces, cueing the wedding party, musicians, and other participants as needed.
  • Problem Solving: In the event of any unforeseen issues or emergencies, wedding coordinators are on hand to handle them discreetly and efficiently, allowing the couple to enjoy their special day without stress.

What works best for your party?

That’s up to you! If you’re looking for comprehensive assistance throughout the entire planning process and want someone to help bring your vision to life from start to finish, maybe an event planner would be helpful. 

If you’ve already taken care of most of the planning and simply need someone to ensure that everything goes smoothly on the day, maybe a day-of-coordinator would  be a better fit. 

Maybe you have everything good to go, and want to put that additional budget towards flowers, or entertainment and have the incredible staff of The Legacy Castle handle all the details on the day! Whichever direction you decide to go, The Legacy Castle is here and willing to support you every step of the way. Please reach out to your Sales Representative if you’d like any recommendations for Event Planners, Day-of-Coordinators or would just like to pick our brains to determine which vendors are best to work with. We’d be more than happy to help, and look forward to hearing from you soon! 

Categories: Weddings

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