Q+A: What Is the Difference Between a Wedding Planner and a Venue Coordinator?
Welcome to our wedding Q+A series. From wedding etiquette and vendor needs to guest experience and design advice, we’re here to teach you more about the wedding planning process and inform you of best practices.
Q: “I have a venue coordinator, why do I need a wedding planner?”
A: In short, the difference between a wedding planner and a venue coordinator is who they are responsible to; venue coordinators represent the venue, whereas a professional wedding planner has been hired to represent YOU.
We love working hand in hand with your venue staff to ensure you have the best possible wedding day! But it’s important to know what roles we each have during your event; and what tasks won’t get done if you don’t hire a wedding planner or coordinator.
So who does what?
What if I asked you, “What do you expect your venue coordinator will do for you?” Oftentimes, couples are expecting a lot more from the venue than what they actually provide.
Of course, your venue wants your wedding to be an amazing day! But, just because they have a venue coordinator or offer a “day-of coordinator" doesn’t mean you won’t need a wedding planner or wedding coordinator. Our roles are vastly different, starting from our pre-wedding involvement to the specific tasks we manage on your wedding day.
The Hutton House // Emily Paulson Photography
Essentially, the venue coordinator is there to ensure the venue fulfills its end of the contract and that venue rules are being followed.
Pre-wedding, the venue will likely help you create a floor plan and determine your arrival and curfew times. But the venue coordinator (or sales manager) will not be responsible for helping you build a full wedding day itinerary or contacting each vendor to align on the timeline.
On your wedding day, the venue coordinator will typically oversee tasks such locking and unlocking doors, set up of tables/chairs, assisting the DJ at the loading dock, or directing food & beverage staff (if the venue provides in-house catering). It is also the venue coordinator’s job to enforce venue policies such as curfew or noise ordinances and rules about parking, outside alcohol, or smoking.
The venue coordinator is not responsible for managing any vendors you hire, assisting with decor setup, keeping your timeline on track, or helping to direct the ceremony, cue speeches, or first dances.
Furthermore, your venue typically won’t provide you with professional planning tools to use throughout the process, like a wedding planner will. They may share a sample timeline, but it’s just that; a sample, not customized based on your vision for the day, wedding party size, accurate timing for dinner with your guest count and number of speeches, etc.
In contrast, your wedding coordinator or planner provides you with the tools to make wedding planning easier, helps manage your vendor team, and always has your best interest in mind.
First and foremost, most wedding planners provide their clients with a toolkit of wedding planning tools to make your process easier and more organized. Working with HappiLily Events means you receive access to your own “client site” or “planning portal” of tools including a Budget Tracker, interactive Planning Checklist, Guest List + RSVP Tool, Vendor Comparison Tool, and resources such as a Vendor Hiring Guide, Preferred Vendors List, Ceremony Planner, Design Questionnaire, Invitation Etiquette guide and more! These are resources a venue doesn’t provide.
We’re also more involved in the planning process, helping you and your partner from day 1. We’re here to answer any and all questions, and we work with you to create a seamless wedding day timeline, based on your ideal flow for the day and vendor needs. With our expertise, we identify those little details that may have been forgotten and remind you of final wedding planning tasks. We also personally contact each vendor to align on the timeline and confirm details such as their arrival, set-up needs, meal choice, etc.
On wedding day, your wedding coordinator/planner is there with you from set-up to teardown. We assist with your personal decor (placing signage, table numbers, the card box, ceremony programs, place cards, etc.), check in with the wedding party to keep you at ease and assist with any needs, and we confirm you and your crew know where to be and when. We also run interference with vendors (and your venue); ensuring set up is as expected, any questions are answered without having to go to you, and we keep everyone informed of the next-up events or any timeline shifts.
Simply put, a wedding coordinator or planner is much more involved; we provide you with more personalized and hands-on support while planning one of the most important days of your life.
HL Photo
Ultimately, a venue coordinator is focused on managing venue needs. A wedding planner is focused on executing the day according to *YOUR* plan and vision.
HappiLily Events plans crazy-fun weddings for couples in Minnesota and Wisconsin. We specialize in making each wedding day as unique as it is memorable with thoughtful details and personal touches.
Whether you dream of getting married in a modern downtown venue, a romantic barn, or celebrating in your backyard, HappiLily Events is here to support you through the entire planning process.
