The Role of a Wedding Coordinator vs Planner

Wedding Planner vs. Venue Coordinator: What's the Difference?

If you've ever wondered why you might need a wedding planner and a venue coordinator, you're not alone. As someone who has worn both hats-first as a venue coordinator and now as an independent wedding planner-I want to shed some light on the key differences and how they can work together to create your perfect day.

The Role of a Venue Coordinator

A venue coordinator is your go-to person for all things related to the venue. Their primary responsibility is to ensure the venue runs smoothly.

What they handle:

• Overseeing setup related to the venue (tables, chairs, basic layouts).

• Managing vendor access and load-in times.
  Ensuring the venue is cleaned and ready for your event.
  Supervising their own staff (caterers, bartenders, etc., if provided by the venue).

• Enforcing the venue's policies, like timing, noise restrictions, or decor limitations.

While they're incredibly helpful, their focus is on the venue. They aren't responsible for the finer details of your day, like helping with your detailed timeline, keeping your wedding party on schedule, or managing the overall flow of the event.

The Role of a Wedding Planner or Coordinator

As an independent wedding planner, my role is much broader and deeply personal. I work for YOU, not the venue, and my focus is on your vision, your vendors, and ensuring your day reflects your personality.

What I handle:

Creating a detailed timeline for the entire wedding day (not just vendor arrivals).

• Managing all vendors, ensuring they know where to be and when.

• Handling setup of personal decor and ensuring your vision comes to life.

• Problem-solving anything that comes up on the wedding day (big or small).
  Coordinating the flow of the day: lining up the wedding party, cueing music, and more.
  Acting as your advocate and support system from the planning process to the big day.

A Personal Struggle: Finding Balance in Both Roles

Having started my career as a venue coordinator, I often found myself straddling the line between the two roles. It was difficult to limit myself to just venue responsibilities when I knew how important and overwhelming wedding planning could be for couples. I wanted to go above and beyond —not because it was required, but because I truly cared.

I understood that this was one of the biggest days of their lives and felt they deserved so much more than a surface-level, transactional experience. I made myself readily available, whether through phone calls, texts, or late-night emails, even answering questions that typically fell under the scope of a hired wedding planner.

Not all venue coordinators work this way, and they aren't expected to. Most stick to their job description- and that's perfectly fine. But I felt a pull to give more, to develop relationships with my couples and ensure they felt supported every step of the way.

Even now, years later, I still hold many of those relationships close to my heart. Watching my former couples grow their families, reach milestones in their careers, and continue their journeys together is so rewarding. Those connections are why I love what I do, and it's something I bring with me in my role as a wedding planner.

Why Both Roles Are Important

A venue coordinator ensures the venue performs as promised, while a wedding planner ensures your wedding is executed as planned. Without a wedding planner, you may find yourself (or a family member) scrambling to fix problems or answer questions that fall outside the venue coordinator's responsibilities.

When I transitioned from being a venue coordinator to running my own wedding planning business, I realized how much more I could do for couples when I wasn't tied to the venue's specific duties. Now, I'm able to focus entirely on creating a seamless, stress-free experience for my couples, handling all the details so they can focus on enjoying their day.

Which Do You Need?

If your venue comes with a coordinator, you might think you don't need a wedding planner. But if you want peace of mind knowing every detail is covered and someone is there to advocate for you, an independent wedding planner can make all the difference.

By working together, venue coordinators and wedding planners create a team that ensures your day is truly unforgettable.