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 on your wedding day?” Oftentimes, couples are expecting a lot more from the venue than what they actually provide.
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 contact 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.
In contrast, your wedding coordinator or planner helps manage your vendor team and always has your best interest in mind.
Pre-wedding, we help you and your partner create a seamless wedding day timeline and we review and revise your floor plan to best fit your vision. With our expertise, we identify those little details that may have been forgotten and remind you of final wedding planning tasks. We also step in to confirm vendor obligations and distribute the timeline. We coordinate details with each vendor such as their set-up needs, meal choice, and arrival time.
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.), frequently 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.
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.
