Wedding Planner vs. Wedding Coordinator: What's the Difference?
Planning a wedding involves lots of details, timelines, and organizing. Knowing the roles of a wedding planner versus a wedding coordinator can help couples decide which one fits their needs best. Think of a wedding planner as a general contractor building a house—they gather all the materials (vendors), work with everyone involved, and make sure the plan (wedding) goes smoothly. On the other hand, a wedding coordinator steps in closer to the wedding date, similar to the role of a home inspector to tie up loose ends and ensure everything runs smoothly on the day.
Photographer: Kristen Thomison Photo
Wedding Planner:
A wedding planner usually starts working with couples early on in the planning process, often a year or more in advance. Although all wedding planners are different below are some of the basic tasks of a wedding planner:
Vendor Management: Researches, books, and communicates with vendors based on the couple’s preferences and budget
Budget Management: Keeps track of spending to stay within the overall wedding budget
Design Process: Helps with the overall look and style of the wedding
Logistics: Organizes picking up and dropping off rentals
Meetings and Check-Ins: Has a set number of meetings (typically one per month) to update and adjust plans
Vendor Liaison: Acts as a go-between for vendors and the couple to make sure everything matches the wedding vision
Hotel Accommodations: Sets up and manages hotel room blocks for guests
Site Visits: Visits multiple venues with the couple to find the perfect match
Expertise: Knows all the wedding details well, sometimes better than the couple
Timeframe: Starts planning about 12 months in advance
Photographer: Kristen Thomison Photo
Wedding Coordinator:
A wedding coordinator focuses on managing the crucial final weeks before the wedding and the wedding day itself. Although all wedding coordinators are different below are some of the basic tasks of a wedding coordinator:
Timeline and Vendor Management: Takes over communication with vendors about three months to two weeks before the wedding
Final Walkthrough: Checks the venue only once before the wedding to finalize the layout, discuss traffic patterns, and acquaint themselves with the venue's procedures and policies.
Limited Meetings: Offers a few meetings and limited hours of coordination on the wedding day
Vendor Communication: Couples continue talking directly with vendors until the coordinator steps in
No Budget Management: Doesn’t handle the wedding budget
No Design Process: Doesn’t help with the look and style of the wedding
No Pickup or Drop-Off: Doesn’t deal with picking up or dropping off rentals
General Oversight: Keeps an eye on things rather than being deeply involved
Timeframe: typically takes over about three months to two weeks before the wedding
Choosing between a wedding planner and a wedding coordinator depends on what you need:
Full-Service Planning Package: Best for couples who want lots of help from the beginning. The planner manages everything so you can be involved without worrying about anything slipping through the cracks.
Month-of Coordination: Perfect for couples who feel confident planning their own wedding but need help finalizing the details, managing logistics, and overseeing vendor communication during the final weeks leading up to their wedding.
Understanding the differences between these two roles will help couples make an informed decision on how much support they want throughout the wedding planning process. Ready to decide? Contact us to discuss your wedding planning needs and find the perfect fit for your big day!
