Planner vs. Coordinator vs. Venue Coordinator: What’s the Difference?
Planning a wedding can feel overwhelming, especially when you hear terms like wedding planner, wedding coordinator, and venue coordinator thrown around. At first glance, they sound interchangeable, but each role has its own set of responsibilities. Understanding these distinctions can help you decide which professional support best fits your needs and budget.
Wedding Planner
A wedding planner is by your side from day one. They’re instrumental in cultivating your vision, managing your budget, and selecting the right vendors. Beyond logistics, planners contribute to the creative side of the process, assisting with décor choices and the overall guest experience. They’ll review contracts, negotiate with vendors, and craft a comprehensive timeline to keep everything running smoothly.
Planners are ideal for couples who want guidance throughout the entire journey or who don’t have the time to manage all of the finer details. They essentially serve as your wedding project manager and ensure that nothing is forgotten from the start of your engagement to your last dance.
Wedding Coordinator
A coordinator’s role is narrower, focusing on pulling together all the planning you’ve already done. Couples typically bring in a coordinator about four to eight weeks before the wedding. At that point, the coordinator confirms vendor details, creates a timeline, runs the rehearsal, and manages the wedding day from start to finish.
This option is perfect for couples who enjoy organizing and making decisions themselves but want peace of mind on the wedding day. A coordinator allows you and your family to be fully present, knowing a professional is overseeing the execution.
Events by Madeleine is a unique exception to this rule, as we meet with you right after signing an agreement to discuss your timeline. We know this is a crucial part of your planning process where you might need support. This is not common in the coordination industry which makes us a great asset to your wedding planning experience!
Venue Coordinator
Unlike a wedding planner or coordinator, a venue coordinator works directly for your venue. Their primary responsibility is ensuring that the space and venue services run smoothly. This can include coordinating catering (if provided in-house), overseeing setup of tables and chairs, restrooms and maintenance, and making sure that all venue policies are followed.
While incredibly helpful, it’s important to note that a venue coordinator does not manage outside vendors or your full event timeline. Their loyalty is to the venue, not the couple. That’s why many couples still choose to hire a planner or coordinator in addition to the venue coordinator.
The Takeaway
Each role serves a different purpose:
Planner: big-picture strategist and partner from beginning to end
Coordinator: execution expert for the final weeks and wedding day
Venue Coordinator: ensures your venue operations run seamlessly
Most couples benefit from using a combination. The venue coordinator handles space logistics, while a planner or coordinator ensures your unique vision comes to life. Together, they form a dream team that allows you to truly enjoy your special day!
XO - Events by Madeleine
