Venue Coordinators vs. Wedding Planners: There Is a Difference
Planning your dream wedding? It’s easy to assume that a venue coordinator and a wedding planner are the same thing. But when it comes to pulling off a day that feels seamless, stress-free, and totally you, knowing the difference between a venue coordinator vs wedding planner is key.
Let’s set the record straight (with love and a clipboard).
A Quick Word Before We Dive In
First: this post is absolutely not about bashing venues or venue coordinators. I work with amazing venue teams all the time, and they’re often crucial to a successful day. My goal is always to educate and empower, never to criticise.
Second: there are always exceptions. In rare cases, a venue coordinator does take on the role of a wedding planner. And if you’re one of those unicorns - hi! You’re amazing, and I hope you're being paid accordingly.
Lastly: when I say “wedding planner” here, I’m also referring to day-of coordinators, month-of planners, wedding consultants - you name it. Every planner works a little differently, but the list below reflects the services I provide for my couples.
1. Who Works for Whom?
Let’s start with the biggie.
Your venue coordinator works for the venue. Their priority is making sure everything on-site runs smoothly. Power access, chair setup, kitchen service, and bar flow.
Your wedding planner works for you. We're your personal team, making sure your timeline, vibe, values, and guest experience are exactly what you envisioned. We’ll remind your cousin to bring the rings and keep your playlist clear of your ex’s favourite song.
When you're comparing a venue coordinator vs wedding planner, start by asking: Who’s got my back from beginning to end?
Spoiler: it’s us.
2. Scope of Responsibilities (AKA Who Does What?)
Venue coordinators are brilliant at what they do, but their scope is tied to the venue. Think: bump-in access, in-house catering, air-con, bar service.
Your wedding planner? We zoom out and handle everything. We help you choose and book vendors, manage your budget, refine your vision, build your timeline, wrangle RSVPs, and bring the entire wedding day to life.
We fill in the gaps between venue, vendors, and guests, and make sure everyone’s on the same page.
3. Timeline Management (Because Timing Is Everything)
Your venue coordinator will manage the timeline for their team: kitchen service, room changeovers, staffing.
Your wedding planner builds the master timeline, including when hair and makeup starts, how long the ceremony will run, when to sneak away for golden hour photos, and what time your uncle needs to be gently removed from the microphone.
In short: we time your day around your people, not just the property.
4. Vendor Coordination (AKA The Vendor Whisperer)
Most venues have a preferred supplier list (which is great!), but that’s often where it ends.
Wedding planners go further: we’ll help you choose vendors that align with your budget and style, then manage all communication with them. We'll confirm arrival times, handle logistics, and make sure everything happens where, when, and how it should.
We're your vendor glue, keeping everyone on track and out of your inbox.
5. Why Some Venues Say “You Don’t Need a Planner” (and Why That’s Not the Whole Story)
It stings a little when venues say, “Don’t worry, you won’t need a wedding planner.” But there are reasons this happens:
They’ve had a bad experience. Sadly, there are planners who barge in, disregard venue rules, and make things harder for everyone. Not cool. Respect and collaboration are always key.
They’re nervous about scrutiny. A professional planner keeps vendors accountable, asks the right questions, and ensures promises are kept. That can feel intimidating for a venue, but it shouldn’t be.
The truth? Some of the world’s top venues love working with great planners. If five-star venues welcome us with open arms, yours should too.
6. Why Having Your Own Planner Matters
Here’s something many couples don’t realise: venue coordinators change. Sometimes a lot.
I once worked with four different venue coordinators for one couple over the course of eighteen months. People moved on, and every time, the couple would have had to re-explain everything - except they had me. I was their constant and the person who kept everything stable and moving forward.
If you’re not sure whether your venue coordinator covers more than the basics, ask them:
Will you help us with off-site elements (like getting ready or transportation)?
Will you create a full-day schedule, including hair/makeup and photos?
Will you coordinate all vendors (not just deliveries to the venue)?
Will you be there on the wedding day, and if so, for how long?
How long should we expect to wait for email replies?
Their answers will help you decide whether you need more support.
Spoiler: you probably do.
Conclusion: The Planner Difference
Venue coordinators are amazing at what they do and we love working with them. But when it comes to bringing your entire day together, a wedding planner is your dedicated advocate. We ensure every element reflects your unique love story, without you having to stress over the details.
Want to know how we can help? Explore our services or get in touch and let’s chat about your day.
