Wedding Planner vs. Venue Coordinator
One of the questions I am asked the most as a wedding planner is, “What is the difference between a wedding planner and a venue coordinator?” While you might think that they are the same thing, they are in fact very different! As you begin to tour venues here in New Jersey, you are going to hear the term ‘venue coordinator’ a lot. Many venues in our area provide one when you book the venue. And, since most venues offer the help of a venue coordinator, many couples make the mistake of thinking they don’t need a wedding planner.
Before we dive into the roles of wedding planners vs. venue coordinators, I want to emphasize that even if your venue has its own coordinator, you need a wedding planner. Venue coordinators work for the venue—not you, the couple. Accordingly, they will make sure all of the venue’s policies are being followed and will always have the venue’s interests at heart. A wedding planner, however, works for you and will be present throughout the entire planning process! Now, let’s break down more of the differences between the two.
What do they do?
Wedding Planner:
We will be with you from the start, meeting with you prior to your wedding day to ensure your vision is executed and comes together perfectly.
We will coordinate with all of your vendors to create a timeline of your day that spans from the minute you wake up until you return to your hotel or home at the end of the evening. Your timeline is one of the most important parts of your wedding day! As your planner, we will create a complete timeline that takes every moving part into account so no detail is overlooked.
Then, on the day of, we will manage your vendors and that timeline all the way through. We will take care of you and your VIPs and be present at all relevant locations. We are also there on the day-of to handle any logistical issues and problem-solve. From a rain backup plan, to adjusting the timeline if things are running behind, we are on your side the whole day!
Many planners will also handle aspects of set up/tear down at your venue. These are just a few of the benefits that planners bring to the table!
Venue Coordinator:
A venue coordinator's job is to focus on the venue itself. They will be there to assist with the venue and their packages, as well as any add-ons they provide. They will also be there to make sure the venue's policies and rules are followed.
They will coordinate your menu and final guest count, and tweak the layout as needed. If you have rentals, they will also oversee those. At venues where catering is provided, they will also manage the catering timeline. Above all, the venue coordinator is present on behalf of the venue, managing the facility and staff. They are focused on handling venue-specific logistics.
What are they responsible for?
Wedding Planner:
We are responsible for, well, everything! We handle all of the little details that you don’t want to be worrying about, from vendors to timeline to bridal party. We make sure everything and everyone is in the right place at the right time. When you need help with your bustle: we’re there. When guests require transportation from space to space: we’re there. We’re even there post-reception to help pack up your belongings!
Venue Coordinator:
They are responsible for the venue and its staff. As planners, we work with venue coordinators to finalize layouts, rentals, and food and beverages if they are being provided by the venue. They will determine the amount of food and staff needed once you’ve provided your final guest count. Also, they’re responsible for all events happening on-site, so your wedding may or may not be their sole focus.
Who do they communicate with?
Wedding Planner:
We establish direct contact with all of your vendors and the venue. We know all of the details of all aspects of your day—making it easier to plan.
Venue Coordinator:
In most cases, they will not coordinate with nor reach out to your vendors; they will rely on your wedding planner for that. Instead, they will communicate with their own staff to finalize details such as food and beverages (if, again, these are being provided by the venue).
Who helps you find vendors?
Wedding Planner:
We will provide you with custom vendor recommendations that suit your vibe and budget. We work with our couples to design their wedding, and then we recommend vendors. This way, all of the details align with your vision! Our favorite vendors don’t pay to be on a referral list because we know and trust them. Often, they are vendors we have worked with on dozens of weddings, and so we know they will execute your vision!
Venue Coordinator:
They will give you a list of recommended vendors, which is usually outdated and not customized to your needs. And many vendors pay to be on the list.
When do they work with you?
Wedding Planner:
We begin working with you immediately. We are with you throughout the whole planning process so we have a good handle on who you are, what your wants and needs are, and ultimately, how to execute your vision. We are available to you more often since we make our own hours and aren’t tied to a venue.
Venue Coordinator:
Typically, you’ll meet your coordinator on your wedding day. In most cases, they will be making sure that everything is going well at the venue, while occasionally checking in on you. Prior to your wedding day, they are only available during business hours at the venue.
One important thing to note is that if your wedding ceremony is off-site, your reception venue coordinator will not attend your ceremony. We often work with couples whose ceremonies occur at a different venue, and they don't realize that their venue coordinator won't be there to oversee the ceremony! A venue coordinator’s job is to focus on their property. Conversely, a wedding planner is there to oversee all of your locations!
They work as a team!
The primary reason that couples need both a wedding planner and a venue coordinator is that the two work together, with their different roles complementing one another. Together, your wedding planner and your coordinator will make sure that your day is efficient and smooth so that you and your guests have the best experience possible. A wedding planner and a venue coordinator are a team of two, and one doesn’t replace the other.
At Weddings with Verve in NJ, we are here to help you plan your wedding every step of the way. We work with all of your vendors from the months before the wedding to the weeks after, and we ensure that everything goes according to plan! Of course, we also work with your venue coordinator to create the optimal timeline and layout, and make it gorgeous! Contact us here to have us design the wedding day of your dreams!
