A marquee wedding lacks the built-in hierarchy of a hotel. There's no General Manager who's been running weddings in that space for years. There's no events team who knows exactly when to clear plates, cue the band, and dim the lights.
This "management gap" is one of the most underestimated aspects of marquee weddings. Filling it properly is the difference between a smooth day and a stressful one.
The Management Gap
At a traditional venue, couples are essentially guests. The venue's team manages:
- Supplier coordination and delivery schedules
- Running order and timeline
- Infrastructure issues (power, toilets, heating)
- Guest flow between spaces
- Troubleshooting and crisis management
In a marquee on private land, all of this responsibility transfers to you. Unless you hire someone to take it on.
The Family Helper Trap
"We'll ask Uncle John to coordinate things" sounds reasonable until you realise Uncle John doesn't know when the caterers need to serve, hasn't met the florist, doesn't have the generator technician's number, and will be drinking champagne at the drinks reception when the timeline starts to slip.
Professional coordination costs £1,000-£2,500. The peace of mind is worth it.
Key Roles Explained
On-the-Day Coordinator
An independent wedding coordinator hired specifically for the wedding day (and often the day before for setup).
What they do:
- Manage the "run of show" from setup to sparkler exit
- Direct the 10+ independent suppliers (florist, band, caterer, generator tech, etc.)
- Handle delivery logistics — ensuring the right truck arrives at the right time
- Troubleshoot issues (power trips, missing suppliers, weather changes)
- Keep the timeline on track
- Be the point of contact so you don't have to answer questions all day
Important distinction: A "Venue Coordinator" (if at a dry-hire venue) protects the venue — unlocking doors, monitoring noise, checking damage. They do not cue the bride, move guests, or manage your suppliers. These are different roles.
Toastmaster / MC
A professional Toastmaster (formal) or MC (informal) handles the guest-facing side of coordination.
What they do:
- Welcome guests and make announcements
- Move 150 guests from drinks reception to dining tent (harder than it sounds)
- Introduce speeches and manage timing
- Announce the first dance and key moments
- Ensure food service starts on time
- Provide the "Voice of God" that gives authority to the timeline
In the sprawling environment of a marquee and garden, this authority is especially valuable. Without it, transitions drag, guests wander, and the timeline drifts. Read more about the art of wedding announcements.
Security Personnel
Often overlooked, sometimes an insurance requirement.
What they do:
- Overnight security during setup/breakdown (expensive equipment left on-site)
- Manage uninvited guests or gatecrasher
- Noise and neighbour liaison
- Car park management
Check your insurance requirements — some policies require a security presence overnight when generators, PA systems, and bar stock are left in remote locations.
The Combined Approach
Some professionals can cover multiple roles. An experienced wedding DJ and MC can handle announcements, guest flow, timeline management and supplier coordination — while also providing the entertainment.
This isn't about cutting corners. It's about finding someone with the breadth of experience to see the whole picture. I've worked at over 2,500 weddings, many of them marquees, and understand both the back-of-house logistics and front-of-house hosting that makes a marquee day work.
The "Unknown Unknowns"
Beyond the obvious coordination needs, marquee weddings have blind spots that catch first-time couples out. These are things a venue's team would handle automatically, but someone needs to think about in a marquee context.
Perimeter Lighting
Guests leaving at midnight need lit pathways to the car park. Pitch-black fields are a liability hazard. Solar lights are rarely bright enough.
Supplier Meals
The band, photographer, videographer and coordinator are working 8-12 hours. Contracts usually mandate a hot meal. Budget for 10-15 crew meals beyond guest count.
The "Day Two" Hangover
Marquee companies take the tent. Caterers take their food waste. Nobody takes the empty bottles, flowers, or decor unless contracted. Site clear is your responsibility.
Changing Areas
Bands need a "green room" to change, store equipment and take breaks. A small tent or room in a nearby house must be allocated.
Delivery Choreography
Marquee on Monday, toilets Tuesday, generator Wednesday, florist Thursday, caterer Friday morning. Someone needs to be on-site for each delivery.
Overnight Cover
Once decor is installed and the bar is stocked, the site may sit unattended overnight. Insurance often requires someone on-site.
Related reading: The unseen role of a wedding MC
Why MC Services Matter More in a Marquee
At a traditional venue, the events manager handles much of the logistics. The MC's role is primarily announcements. In a marquee, the MC often becomes the central figure holding the day together.
Moving 150 Guests
In a sprawling outdoor space, guests don't automatically drift from drinks to dinner. They need clear direction. An MC who understands how to build and maintain energy can move people efficiently while keeping the atmosphere alive.
Timeline Authority
When the caterer is ready but half your guests are still wandering the garden, someone needs authority to gather people. "If the coordinator says sit, people sit" only works if there's someone guests recognise as the voice of the event.
Supplier Coordination
An experienced wedding MC has worked with hundreds of caterers, bands, and photographers. They know the cues, the standard timings, and how to make handovers seamless. They're often the first to spot when something's drifting off-plan.
Crisis Invisibility
When the generator trips, the good MC keeps guests entertained while someone fixes it. When the cake arrives late, they adjust the announcement order. You never know it happened.
Looking for Marquee Wedding Services?
I combine professional DJ services with experienced MC hosting — entertainment and coordination in one. I've worked at hundreds of marquee weddings across the Home Counties and understand what makes them work.
Frequently Asked Questions
Can the photographer run the timeline?
They can take photos according to a timeline, but they shouldn't be responsible for running it. Photographers need to focus on capturing moments, not chasing the caterer or managing guest flow. Let them do what they do best.
What if we have a wedding planner?
Excellent. A full-service wedding planner often provides on-the-day coordination as part of their package. Clarify exactly what they cover on the day itself — some planners hand off to a coordinator they hire, others are there themselves. Either way, you still benefit from a professional MC for the guest-facing announcements.
How do coordinator and MC work together?
They're a team. The coordinator manages suppliers and back-of-house timing. The MC handles announcements and guest movement. They communicate constantly — "caterer's ready, give me 5 minutes to seat everyone." The best outcomes happen when they've worked together before or have time to coordinate in advance.
What about the venue's "event manager" at dry-hire sites?
Be careful with assumptions. A venue event manager typically protects the venue's interests — noise curfews, damage, keys, etc. They're rarely there to run your wedding. Some excellent dry-hire venues provide full coordination; many provide access and nothing more. Ask specifically: "Will someone from the venue manage our timeline and suppliers on the day?" The answer is usually no.
How far in advance should we book coordination?
Good coordinators and MCs book up 12-18 months ahead for peak season. Even if you're still planning details, securing your team early is wise. They can help shape the timeline and supplier choices as planning progresses.