Couple Responsibilities When Booking an All-Inclusive Wedding Venue Without a Planner
The following responsibilities are handled by the couple or a designated point person.
1. Act as a Decision-Maker
Couples are responsible for all planning decisions, approvals, and final confirmations related to their wedding.
2. Create & Manage the Overall Wedding Timeline
Couples create the full wedding-day timeline, including:
- Ceremony start and end time
- Photography schedules
- Vendor arrival times
- Entrances, dances, speeches, cake cutting, and special moments
Vendor Arrival:
The Seville typically allows vendors to arrive two (2) hours prior to the wedding start time, unless otherwise stated in the contract.
What The Seville Manages:
- Venue opening and closing times
- Ceremony, cocktail hour, and reception flow
- Food service timing
- Bar opening and closing per contract
⚠️ Important Timeline Note:
· The venue coordinator is not responsible for delays caused by the couple or wedding party (late ceremonies, introductions, speeches, dances, etc.).
· While The Seville may adjust service timing when possible in coordination with the couple or designated person, the contracted end time cannot be extended unless pre-arranged with additional fees.
- Proper timeline planning is essential to avoid rushed or missed moments
Couples must also clearly provide key timeline details to The Seville to align the venue food & amenities offered, including:
- DJ introductions and lineups
- Cake cutting (before or after dinner)
- First dance timing
- Sparklers and fog machine timing
- Speeches or blessings
DJ Responsibility:
The DJ is responsible for all announcements and lineups.
3. Book & Coordinate Outside Vendors
Couples independently book and coordinate vendors not included in the venue package, such as:
- Photography and videography
- DJ or band
- Hair & makeup
- Officiant
- Transportation
- Specialty décor or rentals
4. Track Payments, Deadlines & Balances
- The Seville will remind you of venue-related payments
- Couples must independently track payments for:
- Hair & makeup artists
- DJ or entertainment
- Photographer & videographer
- Officiant
- Transportation
- Third-party décor or specialty vendors
5. Communicate With Non-Venue Vendors
Couples are responsible for:
- Sharing schedules and arrival times
- Confirming setup and teardown details
- Ensuring vendors follow The Seville’s venue guidelines
6. Décor & Personalization Beyond Standard Inclusions
Couples may bring additional décor beyond The Seville’s standard inclusions, including signage, favors, specialty linens, and personal items.
The Seville venue coordinator will assist with setup of items listed on the drop-off checklist, such as:
- Poster boards
- Place cards
- Reserved signs
- Table numbers
- Memorial tables
- Wedding favors
Please note: The Seville does not perform DIY décor setup or arrange custom centerpieces provided by the couple.
7. Ceremony & Rehearsal Planning
Couples manage:
- Ceremony order and timing
- Music selections and cues
- Rehearsal details (space and minimal setup provided by The Seville if the rehearsal is booked at The Seville)
8. Seating Charts & Guest Logistics
- The Seville collaborates with couples on creating the floor plan
- Couples are responsible for:
- Seating assignments
- Guest logistics
- Place cards or seating displays creation
⚠️ Important Deadlines at The Seville:
To ensure flawless service and smooth execution:
- Final guest count and meal breakdown is due 1 week prior
- Final payment is due 3 days prior to the event
⚠️ Last-minute changes to:
- Guest count
- Meal selections or breakdown
- Floor plan
may lead to service disruption and unnecessary stress.
9. Delivery, Setup & Removal of Personal Items
Couples oversee:
- Delivery and pickup of personal décor
- Assigning someone to collect all items at the end of the event
The Seville is not responsible for personal items.
10. Vendor Compliance
All outside vendors must:
- Arrive no earlier than two (2) hours prior to the event start time (unless stated otherwise in the contract)
- Follow venue policies and timelines
- Provide required liability insurance to the Seville
11. Serve as the Primary Point of Contact
Couples or their designated representative act as the main contact for:
- Vendor questions
- Day-of coordination outside venue operations
- Handling unexpected situations
12. Assign a Trusted Wedding-Day Point Person
If you prefer not to manage logistics on your wedding day, assign:
- A trusted family member
- A close friend
- Or a hired coordinator
Frequently Asked Questions
Do I need a wedding planner if I book The Seville?
Not necessarily. Many couples plan their wedding at The Seville without a planner, but they must manage vendors, timelines, and logistics themselves or assign a trusted point person.
What does The Seville’s venue coordinator do?
The venue coordinator manages venue operations, staff, food service, and bar timing. This role does not include full wedding planning or vendor coordination.
Who manages outside vendors on the wedding day?
The couple or their designated representative manages all outside vendors.
Can I make changes after submitting my final guest count?
Final counts, meal selections, and floor plans are due one week prior. Changes after this point may cause service challenges.
Can the event run longer if we fall behind schedule?
No. While service timing may be adjusted when possible, the contracted end time cannot be extended unless pre-arranged with additional fees.
Always feel free to call us with any questions/clarification at 630.998.8099
Planning Your Wedding at The Seville
At The Seville, we are proud to be one of Chicago’s top all-inclusive wedding venues, offering professionalism, transparency, and exceptional service. When responsibilities are clearly defined and deadlines are respected, couples can truly relax and enjoy their wedding celebration.
If you’re searching for an all-inclusive wedding venue in Chicago, The Seville is here to make your day unforgettable.
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