couple kisses on bridge at mistwood golf club

You've probably encountered this advice before: "The venue has a coordinator, so you don't need to hire an event coordinator."

But, let's set the record straight. That venue coordinator, they are all about the venue – not you, your wedding party, or your family. While they're undoubtedly skilled and super supportive, their focus is on ensuring the food arrives on time, room temps are set properly, lighting is perfect, and preventing any fiery mishaps with those candles. They won't meticulously cross-check your details, hand your mom tissues, oversee your timeline, rescue your bustle from tipsy bridesmaids, hunt down runaway veils, round up elusive groomsmen, pin boutonnieres, or dash to the hotel for your forgotten items. (Starting to catch my drift?)

This is precisely where a dedicated wedding planner or event coordinator steps in to save the day.

Meet Kelsey and Michael – two of the warmest souls I've had the pleasure of meeting. They were facing an avalanche of little tasks when they reached out to our team. Despite having wonderful venue coordinators at their venue, they were grappling with the onslaught of extra intricacies of pulling everything together.

A teacher with a knack for planning, the bride was wrestling with the question of who would handle the countless odd jobs on her never-ending to-do list. And guess what? My event coordination team had an emphatic answer: "...we will!!"

Top 12 Ways the Event Coordinator steps in where the Venue Coordinator does not:

Genuine Vendor Recommendations: We offer candid referrals in your area and within your budget (key*). Our team has experience working with vendors all across Chicagoland and can help pair you with the right vendors - not just ones that have worked at this venue before.
Comprehensive Weekend Timeline: We craft a seamless wedding weekend timeline, spanning from rehearsal dinner, welcome drinks, all the way through your wedding day, and into post-wedding brunch. The venue team will support and focus on the timeline at the venue, but not the full wedding weekend.
Vigilant Timeline Management: We coordinate with all of your vendors and ensure flawless execution of your timeline and setup plan after every tweak and change along the way. A second set of eyes is priceless!
Party Bus/Trolley Point Person: We're the go-to support system for your transport logistics.
Veil Pinning Extraordinaire: We've got your veil, and your back.
Hotel Detective: Lost or forgotten something? We're on the case! That’s why we always like to have a lead planner + assistant day of to make sure we can divide and conquer any little side quests that might need to happen.
Groomsmen Wrangler: We corral the groomsmen or rouge family members for those essential photo ops.
Tissue Delivery to the Rescue: We're there with tissues for mom and grandma just before the ceremony.
Pre-Ceremony Support: We provide a reassuring hand to hold and veil untangling services. Everyone needs an extra set of hands to settle the jitters just before walking down the aisle.
Graceful Dress Bustling: After hundreds of weddings, we have mastered the art of dress bustling. Which allows your family and friends to remain off the floor.
Speech-Wrangling Ninja: We always ensure all speech givers (and the photo + video teams) are present and accounted for before we silence the music.
Dessert Bar Guardian: We protect that delectable dessert bar until the photographer captures its glory. Plus make sure you two get first dibs on your favorite treats.

And the list could certainly go on and on... ;)

K and M were a very special case. Their exceptional organization and preparedness shone through as they tackled every questionnaire and query we presented. No surprises left them saying, "Oh dear!" They were the embodiment of readiness, poised to conquer their big day. Having our planning team by their side brought them serenity – they could sit back, savor the moment, and relish in their extraordinary day, confident that we had every detail masterfully managed.

The festivities commenced with a beautiful outdoor ceremony, accompanied by live cello and violin melodies, overlooking the picturesque Mistwood grounds. Post-ceremony, guests migrated indoors for cocktails and appetizers in the bar area. The grand ballroom doors swung open, and the live band struck up the tune. Kelsey and Michael settled at their grand kings table, nestled by a majestic fireplace adorned with their newly shared name. All of the décor and details meticulously planned by Kelsey, was lovingly placed by the BW Studio event coordination team.

A delightful twist emerged as friends unveiled a humorous and endearing tradition – gifting the newlyweds their own trophy and champagne service, a tradition ingrained in their circle. The enormous display of wedding trophies hinted at the longevity of this cherished ritual.

couple enjoys best mistwood photo locations

The night unfurled in a whirlwind of dancing and laughter to the infectious beats spun by Ring of Music. Through it all, K and M fully grasped the value of a seasoned coordination team. Their serene and collected demeanor throughout their wedding day was a testament to this insight. Here's to countless more years of joy, K and M!