The Difference Between a Planner and a Coordinator
I am often asked what the difference is between a wedding planner and a wedding coordinator. Aren’t they the same thing? Planning is synonymous with coordinating, right? When it comes to weddings, they’re similar in that both roles have the end goal of making your wedding day as wonderful and special as possible, but they serve different purposes which are important to clarify.
Venue: The Flower Farm Inn, Loomis, CA
Photography: Danielle Alysse
Floral Design: Bloom Room Events
Event Design: Maura Turner
The Planner
A wedding planner is essentially the producer of the wedding. They bring their client’s vision to life through scheduling, budgeting, partnering with vendors, and ironing out all the details in time for the wedding day. They also assist with creative direction and design, researching and hiring vendors, assembling the timeline, managing contracts, setting priorities and deadlines, and guiding clients through each step of the process. They provide sound advice so couples can confidently make decisions that help get them closer to their dream wedding.
While planners can handle the majority, some couples only need help with certain aspects, such as finding and selecting photographers and/or florists, or are curious about which tasks to prioritize first. Some like to do a lot of the planning themselves but need someone to help identify which aspects of the wedding day are most important to focus on and when. Understanding the big picture while paying attention to the smallest details is essential to a successful planning experience, and why many couples choose to hire a planner.
When you hire me as your planner, you’re hiring a partner. I’ll help uncover your needs, including your budget, priorities, timeline, and overall design plan. I’ll be by your side to help you research, meet with, and select vendors that will help bring your dreams to life. I am passionate about collaboration, communication, and setting clear expectations, so I’ll ensure the vendor contracts align with the plans for the day and that everyone is on the same page. I’ll help you identify which tasks to prioritize and when to make certain decisions for everything to fall into place. I can help you decide which tasks to handle vs. what you can delegate to family members or your wedding party without holding up other parts of the timeline. You won’t be alone trying to figure all this out for yourself.
For more info on when to hire a planner, check out my recent blog post:
The Coordinator
The primary function of a wedding coordinator is to oversee the wedding day itself, ensuring the vendors have what they need to do their best work and that the event runs smoothly and according to plan. In addition to executing the day-of festivities, some coordinators may also need to create the day-of timeline and design the venue layout, depending on the level of planning leading up to them starting. Established planners often refer to this higher level of responsibility as ‘wedding management’.
It’s important to highlight that many couples assume they only need to hire a ‘day-of’ coordinator (specifically, someone coming on for the wedding day ONLY). While it’s true that every couple needs someone to oversee the event and keep things on schedule, the term is misleading because it assumes an established plan already exists before the coordinator joins, which isn’t always the case. This common misconception is understandable, given what most couples are familiar with, but it’s not recommended.
If the coordinator is given a timeline only days before the event, it doesn’t allow them the time to get to know the couple and their needs and to iron out any conflicts or discrepancies in the plan. They’ll also be limited in establishing relationships with the vendors and providing them with important information leading up to the wedding day. Setting the couple and their vendors up for success means the coordination process should start much earlier.
When clients hire me to be their wedding coordinator (which I call Wedding Day Management), I start 90 days before the event. During this process, I create and communicate the day-of timeline, venue layout, and decor setup/teardown plan while aligning with vendors to ensure they are equipped to follow the day-of events.
While 90 days out from the event may seem early, starting months in advance provides enough time for me to get to know the couple and familiarize myself with the other vendors, ensuring all the details of the day come together smoothly and that any last-minute adjustments or changes are addressed and communicated effectively. If I’m hired as a full or partial planner, I will incorporate the day-of plan into the rest of the project timeline, communicating it with vendors as they come on board. This allows me to monitor vendor contracts and identify discrepancies to iron out well before the event. Please visit my Services page for more details.
Other considerations:
Some couples feel they can go without hiring anyone to assist on the day. Maybe their wedding is a small backyard affair with only 50 guests. While it seems manageable, having a wedding is much different than throwing a party. Weddings require specific timelines, and family and friends may have certain expectations of what happens during the event. Regardless of the size of the wedding, having boots on the ground is essential for you to be fully present and thoroughly enjoy the day. You deserve the best experience possible, which means appointing someone else to coordinate and communicate with your vendors, keep the day on schedule, and execute important cues to make everything run according to plan.
Some wedding venues provide day-of coordinators in certain situations. If this is the case, it’s even more important to establish their responsibilities in advance. They may be able to run the day-of timeline, but they may not be in charge of creating the timeline or communicating expectations with vendors. All-inclusive venues* most likely provide day-of timelines and coordinators, but it’s best to double-check with them before you start the process. You may need additional professional support to ensure everything comes together flawlessly.
* Disclaimer: While it may be tempting to go with an all-inclusive venue that provides planners or coordinators as part of their packages, take the time to read reviews on Yelp or Reddit to ensure you receive the best possible service. It’s not uncommon for the on-site staff at these venues to feel overworked, and it’s not guaranteed you’ll get their undivided attention or that all of your wishes will be granted. The lower upfront costs may be more appealing, but cheaper rates can often lead to lower quality and lesser service.
Every wedding is unique, just as no two couples are alike. Each has its own story, communities, perspectives, tastes, values, and budgets. While every love story deserves celebration, the ways they are celebrated can be vastly different. Some weddings will be larger and more grand, while others call for simple, intimate gatherings. Regardless of the size or scale of the event, it’s important to have help, either along the way or on the day.
Both wedding planners and coordinators want what’s best for their clients. Planners oversee the entire wedding planning process (or at least some of the planning), including the day-of execution, while coordinators are typically hired to focus solely on the day-of logistics. Regardless of who you choose to work with, planners and coordinators should join early enough to craft a detailed and well-thought-out plan and to communicate that plan with the other wedding vendors. This will result in a more seamless and enjoyable wedding day for you.
Regardless of the scope of your wedding event, you shouldn’t tackle the planning process alone. Without a solid plan, it can quickly become lengthy, expensive, and overwhelming. I’ve been in your shoes and know how exhausting it can feel. Let me help walk you through the process and get you to the finish line - your wedding day!
I offer three main service packages to help mitigate stress and overwhelm: Full-Service Planning, Partial Planning, and Wedding-Day Management. If you’re unsure about your specific needs, let’s chat. I provide every client with a customized quote based on their vision for their day and how hands-on they want to be. Every couple and wedding is unique, and I look forward to partnering with you as you prepare for your special day.
