VENUE COORDINATOR vs. WEDDING PLANNER: THE MAJOR DIFFERENCES AND WHAT YOU NEED FOR YOUR BIG DAY
Once that big sparkler is on your finger, it’s time to open up the door for all the excitement planning your wedding has to offer.
But as you start learning more about what goes into preparing for your big day, you’ll realize one thing: with wedding planning comes an entire dictionary of the terminology you may not have heard before.
Without the proper resources, that can easily become confusing! What’s a cathedral-length veil? What’s a first look? And what’s event management?
At Lindsay Plank Events, I’m determined to make wedding planning as easy as possible for you. And that’s why I’m breaking down a venue coordinator vs. wedding planner. I’m chatting about what the two terms mean for your wedding day and what you should invest in!
What is a Venue Coordinator?
As you start narrowing down your search in choosing a wedding venue, you may notice that some venues include a venue coordinator.
But what is a venue coordinator?
It may vary from place to place, but a venue coordinator works directly for the venue itself. They’ll help you plan some of the logistics for your day as it relates to the venue, including giving a preferred vendor list, helping you create a location layout, and processing your invoices for the wedding venue.
If you’re starting your search for Niagara and Greater Toronto Area wedding venues, be sure to ask if your venue fee includes a venue coordinator.
It’s also important to note that a venue coordinator is not the same thing as a wedding coordinator, either.
A venue coordinator is looking out for the venue’s best interests. A wedding coordinator is closely related to a wedding planner and is looking out for your best interests.
What Does a Venue Coordinator Do On Your Wedding Day?
When it comes to a venue coordinator vs. a wedding planner, the two have somewhat similar roles at certain points in the wedding planning process.
However, there are some stark differences between them, too.
A venue coordinator is often directly tied to the responsibilities of the wedding at that specific venue. That means if you’re planning on having your wedding ceremony at a location separate from your reception, your venue coordinator will only help you with the ceremony or reception that takes place at their location.
At their venue, a wedding venue coordinator often handles tasks such as:
Processing invoices for your wedding venue investment
Providing a preferred list of wedding vendors
Helping you create a reception or ceremony location layout
Finalizing any catering or bakery needs if working within in-house food and beverage services
Confirming vendor arrival times but will not oversee the vendors
Making sure all facilities and amenities of the venue are in pristine working order
Sometimes, venue coordinators will also help with vendors like signaling to the DJ to announce the cutting of the cake or directing guests outside for a grand exit.
It’s also important to note that most venue coordinators will help collect your final guest counts, and coordinate logistics between the venue and the food and beverage manager.
What is a Wedding Planner?
A wedding planner is a wedding professional you invest in during your planning process. Depending on the wedding planning services you’re wanting, they may start assisting you as soon as you’re engaged. Or they may step in with Event Management within the last 1-2 months of your planning to help make sure your day goes well.
But one thing to note about a venue coordinator vs. wedding planner is that a wedding planner is separate from your venue. They work directly with you on all facets of your special day.
Depending on when you decide to invest in their services, a wedding planner can help you choose the perfect venue for you.
What Does a Wedding Planner Do On Your Wedding Day?
A seasoned wedding planner is there to guide you every single step of the way through the planning process. Their roles and responsibilities begin well before the wedding day itself.
While it may vary from planner to planner and their respective services, a wedding planner typically handles tasks such as:
Helping you create a custom wedding budget that fits your priorities
Works with you to create a wedding vision, mood, and personal style
Provides custom vendor referrals to help make the wedding vision and style come to life
Handles logistics of coordinating the venue, your entire vendor team, and your entire wedding party
Builds a timeline and floor plan for your big day
Manages your wedding day rehearsal to make sure your wedding party is on the same page
Provides wedding etiquette regarding stationery, ceremony etc.
Placement and styling of personal details
Oversees everything on the wedding day to make sure it runs smoothly
A wedding planner who offers wedding design as a service, as well, will help you design the entire wedding ceremony and reception space so it fits the aesthetic you’re hoping for.
Venue Coordinator vs. Wedding Planner: What’s the Difference On Your Day?
We’ve addressed the major responsibilities of a venue coordinator vs. wedding planner, especially leading up to your big day. But what’s the difference between the two as you get ready to walk down the aisle?
Wedding Planner Helps You and Your Partner
A wedding planner’s main responsibility is guiding you and your partner through the wedding planning process. They’re there to make sure they understand your wedding vision and how you want your day to go.
That means they’re there to review your Pinterest boards to help you come up with a cohesive theme for your entire day.
It means they’re there for you in the getting-ready suite to make sure you have an extra bottle of hairspray should you need it.
And It means they’re acting as the point of contact between all of your vendors to make sure everyone’s on the same page as far as your custom-created timeline goes.
Your wedding planner makes sure that no detail is left unseen.
Venue Coordinator Helps the Venue
Ultimately, a venue coordinator is invested in the venue. They make sure that everything runs smoothly at the venue itself. While that can be important on your big day, you should know it usually means they’re not handling the logistics of creating a timeline and managing your multiple vendors.
Usually, a venue coordinator does handle tasks and responsibilities as it relates to your venue package. For example, if you’ve chosen a venue that includes tables and chairs, they’ll more than likely step in and help set those up according to the room layout.
And, they’re an excellent asset to have for your venue to make sure things like restrooms, the kitchen, or the bar area are properly functioning for you and your guests.
Venue Coordinator vs. Wedding Planner: What Do You Need for Your Big Day?
Ideally, it’s not a bad decision to have both a venue coordinator and a wedding planner. Each wedding professional on your day is a professional in their respective area of expertise. That means allowing your wedding photographer and videographer to capture the memories of your day. And having your DJ or live band handle the music and entertainment.
Just like you wouldn’t switch those two roles, or you wouldn’t expect your wedding stationer to come and do the tasks of your wedding DJ, the same goes for a venue coordinator vs. wedding planner. The venue and you as a couple are our focuses respectively, and we are here to work together to ensure your day runs as smoothly as possible.
The two have separate roles in the wedding planning process. Allowing each of them to do their responsibilities means you’ll have a smoother experience on your day!
While there are some similar responsibilities, when it comes to a venue coordinator vs. wedding planner, the two roles are very different.
In the grand scheme of things, a venue coordinator helps protect the venue itself. On the other hand, a wedding planner guides and takes care of you and your partner.
The two combined make sure you have an extraordinary wedding day that runs as seamlessly as possible!
And if you’re looking for guidance from a Niagara and Greater Toronto Area wedding planner for your big day, you’re in the perfect place!
View Lindsay Plank Events’ Wedding Planning Services
