Post # 1
Finally, having had a nightmare about this last night, I think it’s time to vent. Our venue coordinator has been a thorn in our sides ever since we signed our contact. I won’t go into her long history of indiscretions, but the latest one is giving me headaches.
First, our venue coordinator is unwilling to accept any rental deliveries before the morning of the wedding (we’re getting married at 1pm so this will be cutting it awfully close) because there is a wedding the night before and there will be "no room". Of course, most delivery places are not terribly cool with Saturday morning deliveries. There’s also plenty of room, especially given that there are multiple venues on the grounds and the other wedding will not be using more than 1 of them. My suspicion is that she just doesn’t want to deal with thinking about it.
The second and much bigger issue? Our venue coordinator doesn’t want to give us any more setup time (we’re currently at an insufficient 2 hours) because she wants. to. sleep. in. She scheduled a wedding (after we had signed) for the night before and won’t get to sleep until late. Our caterer, who we hired specifically for her gorgeous setups, needs to be there 3 hours earlier than our venue coordinator will currently allow. I kind of want to throw them in a pit and have them go at it (I hope our caterer would win since we love her). There certainly was nothing in our contract about "timing subject to the sleeping schedule of our coordinator." Arrrrgh.
Anyone else having vendor troubles?
Post # 3
I’m so sorry to hear about your vendor issues!! That is rediculous that she is putting sleep ahead of her job! People like that should NOT be in the wedding business!!!!! I dont have any advice because I am the worst at dealing with situations like that… but have you talked to her? Maybe if you pulled the "this day is so important to me.. and there are things that need to be done to make my dream come true.. please understand this" she might cave a bit.
I really do hope it all works out!!! And if she doesnt budge.. maybe some of your friends can get there early to help with set up… more hands might make it go quicker!!!
Post # 4
I can sympathize with her hectic work schedule but it’s not really your problem! This is the venue’s problem – if she can’t handle working two weddings back to back, there should be another coordinator to help you out. Have you tried talking to her supervisor? It seems absolutely ridiculous that her sleeping schedule should dictate when you can and cannot set up.
Post # 5
Can’t you talk to the coordinators boss about these issues you are having? Isn’t there a venue mgr? Or the owner? Someone had to hire this person in order to put her in her place when the time permits. You paid money to use the site- and if the contract allows you to set up early you should be permitted to do so! I’m sorry to hear that.
I know this is hard to hear-but can you ask your caterer for recs on a differnt venue and just dump the first? My wedding is the day before yours- so if your venue is anything like mine you haven’t given the last payment. Maybe you should just cut your loss- this lady will make your day miserable. Already she is doing all these power plays-.
Alternatively maybe you can get your own wedding coordinator (which yes I know is more money), talk to the venue sites mgr or boss of the other coordinator- excuse her services from your wedding and have your own wedding coordinator manage things the way you like it? My venue brides had been complaining about the coordinators… so I chose my own. The coordinators at my venue had ben reported to ‘yell’ at brides and put words in the brides mouth (like telling guests ‘well the bride wants it this way’ when in fact the bride had not said anything of the sort).
I feel like the only way these businesses will learn is if they lose business. Because it comes down to dollars. Unfortunately. And you don’t need a power play with some person leading up to your wedding!
Post # 6
MegK, have you flat-out told your coordinator that you are unhappy and feel she is behaving unprofessionally? I’ve been having a bit of a vendor issue myself, and I found that I had to ignore my normally very mild-mannered tendencies and bluntly tell Vendor X that I was unhappy and I expected her to step it up. Point out politely but firmly that she is violating the terms of your contract and if she refuses to be there, she should find another employee who can, because her decision to coordinate another wedding on Friday night does not justify giving you guys the short end of the stick.
Contacting this woman’s boss, or hiring your own day-of coordinator, are also great ideas.
Post # 7
Thanks for all the advice! We do already have our own coordinator (thank goodness!) who is acting and handling EVERYTHING on the wedding day. She is talking to the venue coordinator this week to see what sort of ground she can gain. Luckily, we haven’t had to make these horrible phone calls ourselves or I think some not very nice words would have been said.
The venue coordinator doesn’t even need to be there, in reality. She can open things up and go home and take a nap! But she appears to have control issues and is annoyed that we have opinions that vary from her own. I suspect she’s used to brides who let her handle everything and have super simple weddings.
I admit, it’s tempting to switch venues. We have not paid the final balance, but invitations are all ready to go out. It would be a rough switch, though we could do it if it came to it. I’d probably find somewhere to pitch a big tent and have my coordinators and caterer handle the rest.
The idea of going to the owners had absolutely crossed my mind and if she does not relent, I suspect that is what it is going to come to. Unfortunately our venue is pretty off the beaten path and I think she might be one of the only actual employees. But, the owner might be able to talk some sense into her. She doesn’t have to like us. She doesn’t have to be involved. I just want her to let us into the venue and then she can stay out of our damn way 😛
Post # 8
Does your contract say anything about access and deliveries? It seems odd that there aren’t policies actually spelled out, but that it sort of depends on how your venue coordinator feels (or when she wants to get out of bed).
Post # 9
Deliveries are not specifically spelled out unfortunately. Access is spelled out, however, and we have to pay a fee for extra hours, but we are very much willing to pay the fee. It’s getting those extra hours on the calendar that’s the issue.
In retrospect, we should have added some things to the contract before signing. We originally were doing everything ourselves (including food), so deliveries and vendor setup weren’t on our radar. I now wish we had planned for contigencies like this, but I suppose hindsight is 20/20.
Post # 10
MegK it sounds like you have everything handled! As much as it aggrevates you having to deal with a control freak. But I sense things will work out. Good luck. You will have to give your coordinator mad props (meaning major gratuity) if she can get this other lady off your back! =o)