Wedding Planner vs. Venue Coordinator - What’s the difference?

Planning a wedding is a very exciting time, but it can also be incredibly stressful. One of the biggest considerations you'll make is choosing whether or not to hire a wedding planner. You might have heard the terms "venue coordinator" and "wedding planner," and wondered what the difference is. Or maybe you have a venue coordinator and wonder - “Do I also need a wedding planner?”

As a Boston wedding photographer, I want to explain the difference and explain why hiring a wedding planner will be worth it! 

The Role of a Venue Coordinator

Venue coordinators are invaluable. They do so much to make sure your wedding runs smoothly and that the venue looks fantastic. When you book a wedding venue, the package often includes a "wedding coordinator." However, this term can be misleading. A venue coordinator, while essential, has a specific focus: the venue. Their primary responsibilities include:

• Managing Venue Logistics: Ensuring that the ceremony and reception areas are set up according to the venue's standards.

• Coordination with Vendors: Working closely with catering, floral, and other vendors to ensure everything related to the venue runs smoothly.

• Overseeing Venue Staff: Managing the team responsible for setting up, serving, and cleaning up at the venue.

  
  

While a venue coordinator will be available to help you, their main priority is the venue itself. They ensure that the space is beautiful and functional, but their responsibilities often do not extend to the personal needs of the couple or their families. Understanding this distinction can make a significant difference in your wedding experience.

Some venues don't even have venue coordinators at all, leaving tasks like setting tables and lining up chairs to family and friends the morning of, which can add unnecessary stress. When selecting a venue these are important things to ask! 

The Role of a Wedding Planner

A wedding planner / wedding coordiantor is hired by the couple and works solely for them. Whether you choose a full-service planner who assists you from the very beginning or a "day-of" coordinator, their commitment is to ensure your wedding day is perfect. Their responsibilities include:

• Pre-Wedding Planning: Helping you with everything from choosing vendors to creating the wedding timeline. Even "day-of" coordinators begin their work months in advance to understand the logistics and ensure everything is in place.

• Problem Solving: They will be on the side all day handling unexpected issues, like a florist delivering to the wrong address or a delayed trolley. They're there to troubleshoot and ensure everything runs smoothly.

• Managing the Wedding Party: Ensuring that everyone is where they need to be, from lining up the bridal party to making sure family members are present for photos.

• Personal Assistance: Taking care of last-minute details, such as fixing a broken shoe buckle or making a Chick-fil-A run, or steaming your wedding dress.

A wedding planner is your advocate, focusing on every detail to ensure your day is flawless. They handle all the behind-the-scenes work, so you can focus on enjoying your celebration and not even have to think about things that may be going wrong behind the scenes. 

The planners from Pink Tie Productions help the bride on her wedding day get where she needs to go with everything she needs, even in the rain!

Why Hiring a Wedding Planner is Worth It

Without a dedicated wedding planner, many responsibilities might fall on your photographer or other vendors, taking them away from their primary roles. As a wedding photographer, I've often found myself stepping in to help with coordination, which can detract from my ability to capture the special moments you’ve hired me to do. A wedding planner ensures that each vendor can focus on their expertise, providing you with the best possible experience doing the job you hired them to do!

When Things go Wrong

We never want to think things will go wrong on your wedding day, but the reality is that there are so many things and people to manage that inevitable something might fall through the cracks.

Real-Life Example: One of my couples had their first look at a local marina that was not part of their venue. There was a location miscommunication with the videographer and they went to the incorrect location. No one had their contact number so they ended up missing the entire first look - a crucial part of the wedding video. If a wedding planner had been included in this day, this would not have happened.

Real life Example: One of my couples had their wedding in downtown Newport on a super busy summer weekend. They hired a trolley service to pick up the wedding party to bring them to a local park for the first look. The trolley got lost and went to the wrong hotel. The girls ended up having to walk several blocks in the summer heat to meet up with the trolley and it sent their timeline behind over an hour. If a wedding planner had been involved, this would not have happened.

Bridal Attendant

Some venues, like Wychmere Beach Club, offer "bridal attendants" who assist the bride throughout the day. This is an awesome experience for the bride and truly provides a luxury experience for them! However, their role is still different from a full wedding planner. Bridal attendants focus on the bride's immediate needs, like carrying her train or flowers, but they don't handle the broader logistical challenges of the day.

Bridal attendant at Wychmere Beach Club, part of the venue coordinator team, helping the bride take portraits on the beach and keeping her veil safe.

How to Have a Stress-Free Wedding Day

Hiring a wedding planner means you'll have a professional dedicated to making your day as stress-free and perfect as possible. They handle the details, troubleshoot problems, and ensure everyone knows where they need to be and when. This allows you to relax and enjoy your day, knowing that all the details are taken care of.

While venue coordinators and bridal attendants provide essential services, a wedding planner offers comprehensive support focused on you. Investing in a wedding planner can transform your wedding day from stressful to seamless, allowing you to create beautiful memories without worry. You have invested a lot of money in your day so do yourself a favor and make it as stress-free as possible! 

A Real-Life Example of going above and beyond: "Kayla even got me a pair of socks so that I didn't have to go back up to my room when I changed my shoes during dancing! They were so so awesome!" - Bride Hannah, wedding planner Pink Tie Productions.

This flip cup tournament wouldn't have been possible without the setup from Finishing Touch Events! They set up the flip cup table during the ceremony during the cocktail for just the wedding party after they walked back down the aisle. They had everything set up and ready to go!

By understanding the roles and responsibilities of a venue coordinator vs a wedding planner and choosing the right support for your big day, you can ensure that your wedding is everything you've dreamed of and more. I cannot recommend hiring a wedding planner enough! 

xx,

Tam

Tamara Merri Photography

Inquire for me to photograph your wedding here