At Castle Farms, it is believed that every wedding should be an unforgettable experience, from the moment a couple steps into the venue to the final dance of the night. That’s why each couple that chooses to get married at Castle Farms will be assigned a dedicated Venue Coordinator two months prior to their wedding. This key member of the team is there to guide the couple through every detail, ensuring that the wedding day goes off without a hitch.
Let’s take a closer look at what the Venue Coordinator does and how they play a critical role in making every Castle Farms wedding day stress-free, organized, and magical.
The Venue Coordinator
The Venue Coordinator will introduce themselves two months prior to the wedding with an email that includes multiple helpful attachments to get the couple started on the right foot. These include:
- The reception room sketch: This gives the couple a visual idea of how the space could be laid out and helps them visualize their big day.
- A Set Up Packet: This form will need to be filled out by the couple to provide essential details about the wedding, like the timeline, guest count, any rental items they’ve chosen from Castle Farms, and more!
- A Ceremony-Processional Worksheet: This helps the coordinator understand the flow of the ceremony and the couple’s personal preferences for the processional and other key moments, which will help the venue coordinator run the rehearsal.
These documents are key for the coordinator to understand the couple’s wishes and start planning the logistics of the wedding day.
Photo Credit: Rose Photo
Finalizing Details: Two Weeks Before the Wedding
Once the couple has filled out the Set Up Packet, turned in the final room sketch, and completed the ceremony-processional worksheet—all due two weeks prior to the wedding date—the Venue Coordinator will review all the submitted information to ensure everything is clear. If any questions or clarifications arise, the coordinator will reach out to the couple to finalize any details.
During the week of the wedding, the Venue Coordinator will also reach out to the vendors listed in the Set Up Packet. The coordinator will confirm the timeline and any other specifics to ensure that all vendors are aligned and prepared for the big day.
Wedding Rehearsal: Preparing for the Big Day
One of the key responsibilities of the Venue Coordinator is to help run the rehearsal the day before the wedding. The exact time for the rehearsal will be provided to the couple about two months prior to the big day.
At the rehearsal, the Venue Coordinator will guide the couple through each aspect of the ceremony, providing helpful tips and tricks to make sure everything runs smoothly when it’s time for the real thing. From walking down the aisle to coordinating with the bridal party, the coordinator will make sure everyone is prepared and confident for the big day.
On the Wedding Day: The Venue Coordinator is There for You
On the day of the wedding, the Venue Coordinator will start their day early to ensure everything is ready for the couple and their guests. Here’s how the coordinator will make sure things run smoothly:
- Setting Up the Reception Space
The Venue Coordinator’s first task is to make sure the reception space is set up according to the final room sketch. If the couple has rented any items from Castle Farms, the coordinator will ensure these are placed in the right spots as well.
- Checking In with the Couple and Vendors
Once the couple arrives, the Venue Coordinator will check in with them to address any last-minute questions or concerns they might have. The coordinator will also continue to check in with the couple as the ceremony approaches, making sure they’re relaxed and ready to walk down the aisle.
As the vendors arrive, the Venue Coordinator will direct them to the appropriate locations, communicate the timeline, and make sure they’re ready to go! The coordinator will also stay in constant communication with the Castle Farms team to ensure that everything is running smoothly, from bartending to ceremony and reception set up.
- Ensuring Everything is Timed Perfectly
About one hour before the ceremony, the Venue Coordinator will check in again with the couple to make sure everything feels good. They’ll help the bridal party know when and where to line up. If needed, the Venue Coordinator will also assist with lighting candles or other small setup tasks to ensure everything is perfect for the ceremony.
The Venue Coordinator will do their best to start the ceremony on time and communicate with the Castle Farms team about any late guests, so they don’t interrupt the processional.
- Ceremony and Cocktail Hour
Once the couple takes their first kiss as a married couple, the Venue Coordinator will be watching from the back, quietly celebrating their special day! After the ceremony, the Venue Coordinator will make sure that cocktail hour is running smoothly, check in on the bathrooms, and confirm the timeline with all the vendors.
Photo Credit: Shore Photo LLC
If the timeline happens to get slightly off track—whether because the photographer needs more time, or the dress bustle takes longer than anticipated—the Venue Coordinator will stay in constant communication with the vendors to adjust the schedule and keep things moving in a way that works for everyone. The coordinator will do their best to ensure the evening continues in a way that both the couple and their guests will enjoy.
- Dinner and Final Congratulations
Once dinner is served, the Venue Coordinator will make sure the dinner service is running smoothly and that all vendors are taken care of. After dinner, the coordinator will offer their final congratulations to the newlyweds and say goodbye for the night, knowing that everything is going well.
But don’t worry, if the couple needs anything else after the coordinator leaves, the bartenders—who are also Castle Farms staff—will be the go-to contacts for the rest of the evening. They will help keep the bathrooms tidy, clear any trash on the tables, and assist with any last-minute needs.
End of the Night: Wrapping Up and Clean-Up
As the music fades and the celebration comes to a close, it’s time for clean-up. Since Castle Farms does not allow next-day clean-up, all decorations and personal items need to be picked up within one hour of the wedding’s end.
The bartenders will assist in ensuring that the couple has gathered all personal belongings and will also take care of clearing the tables and handling Castle Farms rental items (linens, tables, chairs, etc.). If any items were forgotten or left behind, don’t worry! A Castle Farms staff member will reach out the following day to help the couple recover them.
Even as the evening winds down, the Castle Farms team is here to make sure everything ends on a high note, allowing the couple to cherish the memories of their perfect day.
Photo Credit: LA Jarrett Photo
Conclusion: The Wedding, Our Priority
From the moment the couple is assigned a Venue Coordinator two months prior to the wedding to the final congratulations after dinner, the Venue Coordinator will be there to ensure every detail of the Castle Farms wedding day unfolds as planned. With their expertise and dedication, the couple can focus on what matters most, celebrating their love and enjoying their special day.