We get a lot of questions about the different roles of a venue coordinator, a wedding coordinator and a wedding planner, which is understandable because the titles are quite similar and some of our roles do overlap. So let’s break it down.
First let’s talk about the difference between a wedding coordinator and a wedding planner, because we offer both of these services.
Wedding Coordinator
You are probably familiar with the term “Day of Coordinator”. Most wedding planners don’t prefer to use that term, because it’s very misleading. No one can just show up on the wedding day and flawlessly execute the wedding plans without doing some work with the couple and vendors ahead of time. Our Wedding Management Package starts 6-8 weeks prior to the wedding, so we can collect all of the information we need, connect with the other vendors, prepare the timeline, and confirm details with everyone. When couples book us for this package we refer to ourselves as ‘wedding coordinators’ because our job is to coordinate and execute the planning that the couple has already done.
Wedding Planner
We also offer full service wedding planning in which we help our clients plan their wedding from beginning to end, guiding them with their budget, vendor selections, and all of the other details that go into planning a wedding. This package is a lot more involved and since we are a part of the entire planning process, we refer to ourselves as ‘wedding planners’.
Venue Coordinator
Most wedding venues offer an onsite venue coordinator. What this means is that person is handling the wedding coordination for that particular venue. The main difference is that the venue coordinator is focused on the logistics and behind-the-scenes aspect of running the venue whereas a wedding coordinator (or planner) has been hired by the couple to ensure the day is going according to their plan. We handle many small details that a venue coordinator typically doesn’t, such as coordinating an offsite ceremony, setting up personal decor items, etc. We work for the couple and the venue coordinator works for the venue.
Here are some (but not all) tasks that each person is typically responsible for:
Wedding Coordinator/Planner
Creating the wedding day timeline
Confirming all vendor details and logistics and making sure they all work cohesively
Sending all of the necessary documents to all vendors beforehand
Being available on the wedding day for last minute errands or contacting vendors who are running late, etc.
Regularly checking in with the other vendors and the wedding couple
Managing the timeline throughout the wedding day
Coordinating items that occur offsite from the reception venue (church ceremony, getting ready locations, transportation, etc.)
Setting up the couple’s personal decor (place cards, guest book, card box, signage, etc.)
Handling any last minute questions or problems that occur
Being the main point of contact and advocating for the couple
Overseeing everything to make sure the couple’s needs and wishes are being met
Venue Coordinator
Making sure the operations of the venue are running smoothly (toilet paper/paper towel is stocked, electricity is on and working, doors are unlocked, adjusting the temperature or lighting if needed)
Managing the bartenders and/or catering staff (if the venue provides the food and/or bar)
Answering questions that pertain specifically to the venue
Making sure the rules and regulations of the venue are being followed by vendors and guests
Managing the furniture the venue provides (typically tables and chairs for the ceremony and/or reception, etc.)
Managing any venue staff
We have worked with many venue coordinators over the years and some are very hands on while others are not, so it’s always a good idea to clarify which items they will and won’t handle. Regardless of how hands on the venue coordinator might be, we always tell our clients that even if some of our wedding day duties do overlap with the venue coordinator’s, it never hurts to have another person on the vendor team, because we work together closely to get the job done. We have also experienced turnover with venue coordinators and sometimes a new person comes on board shortly before the wedding. In this case, it’s really beneficial to be working with a wedding planner who already knows the ins and outs of your wedding and can oversee everything on the wedding day in case any details slip through the cracks.
Photography: Nicole Donnelly Photography