Reception dilemma- Event coordinator quit our venue!

aparada15 · April 2010

Hi ladies,

I apologize if I come across a little frantic and dramatic- the news is still fresh. I found out yesterday that my reception coordinator will no longer be with our reception venue (a hotel) and that our wedding file is being passed to her director. The kicker is that we weren't informed until yesterday and yesterday was her last day! I am feeling a little abandoned, and oddly enough, like I am going through a break up.
A large part of the reason my fiance and I chose to book this hotel for our reception was because the coordinator was so awesome. I mean, she would answer emails almost instantaneously, always call back the same day, never made me feel like I was asking silly questions, had a great sense of humor, and was 100% polite and professional at all times. I literally had ZERO, zip , zilch worries about our reception being anything less than perfect- that's how much confidence I had in our coordinator.

We have been working with her since our engagement in January 2009, and our wedding is 59 days away! With the wedding so close, and our coordinator gone, we are left to forge a new relationship from scratch with our new coordinator, her boss. I have spoken with the new coordinator once, but can already tell that I may have been spoiled with my previous coordinator. It sounds ridiculous, but I seriously feel abandonded.

Has anyone else been through this? Do you have any suggestions or advice?

Thanks in advance!

brianabrad · April 2010

Don't worry honey! I'm sure her director is more than capable and will do everything she can to make your day special and perfect. Take comfort in knowing that you have been taking with this hotel for a while, I'm sure there are lots of notes on your file and her director will be able to step right in. Schedule a meeting with her and talk about your concerns . . I'm sure she will understand them.

I have this same worry myself . . we are signing on the dotted line with a hotel soon and my only real concern is that the event coordinator we are working with now won't be there in over a year!

lizziemoopsc · April 2010

My concerns would be more around if the contract is still the same/valid and why she left- was there conflict with the venue, and if this is going to affect your wedding. It's in the hotel's best interest to continue to treat you well, since that's what you're used to, and also just for their own sakes. I hope it turns out well and with that much time left you should be able communicate your expectations/desires before the big day

annamal2166 · April 2010

I had the same experience. Our cordinator at our location was there one day, gone then next without notification. There is nothing you can do about it. The good news for us is that it was months before our wedding. But, that said, our new cordinator is getting married the same day as our wedding! So she will not be there, we are left with an intern who will be training for the summer. So be thankful you have the director and not an intern for the day of your wedding. Also, our prices changed with the new cordinator and I have a suspicion that is why the other one left......

baystateapple · April 2010

Just take a deep breath and calm down. FI and I had the same thing happen -- our wonderful coordinator left the hotel to be a stay-at-home mom, and we weren't given any "warning" until the day she quit. I called the hotel right away, and we spoke to he replacement, who had us come in and talk things over with her. The replacement coordinator was very professional and very straightforward, and I have no worries now. Talk to the new coordinator. It's the best thing to do to ease your mind.

pandasquishy · April 2010

We found out a couple weeks before our wedding that our coordinator at our hotel venue was going on vacation the week surrounding our wedding. Yeah, I wasn't happy but everything turned out fine.

I'm sure the director at your venue is quite capable. S/he is the director after all!

danieliza1127 · April 2010

Unfortunately, this is the way it goes. During the one year we were planning our wedding, we had 3 different coordinators at our venue because people leave or quit and new people come on board. Just roll with it. As long as they had everything you wanted and needed documented, you'll be fine. Try to schedule a meeting with the new person as soon as she can get you in to go over everything.

aparada15 · April 2010

Thank you to everyone! I feel much better after reading your supportive comments. As several of you said, this happens in the wedding business and we will just have to take it in stride- no point in stressing out over it

. I am scheduling an appointment to meet with our new coordinator soon, hopefully by next week.

Thanks again!

Catwoman708 · April 2010

Tell them you are panicking a little, and that you are worried about the change so close to your wedding. Ask for a personal consult with whomever will actually be handling your wedding, to make sure everyone is on the same page.

Most venues have changes in personnel. But please rest assured that they are professionals, and have done many, many more weddings than you have. Of course it's a big deal for you, but they do this every weekend, so they are "old hands" at taking care of details as they arise.

trix1223 · April 2010

This happened to my DD and SIL last year. The coordinator that they loved left, and they suddenly had a new guy. The new guy was great~after all, the venue wasn't going to hire someone without experience in the field.

Because of the unexpected change, they actually ended up with more than they originally contracted for. The guy threw in some things for them, made some changes for the better in the contract (I think to reassure them that they were still valued customers), and was simply wonderful on wedding day.

It will be okay. It's a business that is static, and people move around more than you'd think. GL

rands09 · April 2010

I seem to be in the minority in that while I have had this happen, I wasn't thrilled with the result...

The Event Coordinator at our venue when we booked had a pristine, top notch reputation in the industry, as did our venue...Wedding Wire literally had dozens of 5 star reviews, most listing him as the primary reason why....

So, 4 months before our wedding, we get a call from him that he was moving on, and he put me in touch with his replacement. Now, the new coordinator seemed great when we talked on the phone, and at our first meeting, but it went downhill for me after that. Without boring with the details, I'll suffice it to say that he is not in the same league as the previous coordinator in so many ways, its not funny - just my opinion. From communication style (and frequency), to overall personality to just engendering confidence in me, as a client.

My wedding is in a week, and I am still having to chase him down for info/items that he is supposed to be on top of. I get that he is new and still learning his way; but in this industry, there is just not much room for a learning curve - you have to hit the ground running. It may be his job, and he may have other events to get things right, but this is my one wedding day, with no do overs, so that doesn't please me at all.

So, I feel your pain - try to work with the director as best you can, but stay on top of things, and don't be shy about voicing concerns should you have any. Good Luck!

Reception dilemma- Event coordinator quit our venue!

Re: Reception dilemma- Event coordinator quit our venue!

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