You finally booked your dream wedding venue, and it even comes with a coordinator for your big day! How perfect, you might not need that wedding planner after all… right? Not quite.
A venue coordinator and a wedding planner (or wedding coordinator) are not the same thing. If you’re wondering what the difference is, you’re not alone! The biggest difference is their focus and top priority. One focuses on the venue. The other focuses on you.
If you’re not sure what this means for your special day, but you still want a seamless, unforgettable day where you get to be fully present in every moment, you’ve come to the right place! This blog will walk you through things to consider and the questions to ask so you can take the next step in bringing your vision to life.
Let’s break it down together.
WHAT DOES A VENUE COORDINATOR DO?
A venue coordinator will prioritize the venue and logistics specific to the venue. It’s their job to primarily provide support to venue staff, catering, access, and logistics specific to the property.
They may be able to assist couples with minimal aspects on your wedding day, but their priority will be on the venue’s functions and needs. Most of the time, they are not involved with a couple’s timeline creation or significant vendor communication, or coordination. They typically do not help personalize your wedding day with things or devote their attention to a smooth experience for your guests.
WHAT DOES A WEDDING PLANNER DO?
Having a wedding planner means having someone who truly understands your vision and is fully invested in bringing it to life. The attention of a wedding planner is focused entirely on you, the couple. Your priorities, your people, and your peace of mind.
A wedding planner takes the time to get to know your vision, your priorities, and what truly matters to you both, long before your special day arrives. That’s what makes it personal and customized to you, your love story, and the vision you’re looking to bring to life!
Your planner will help with the overall flow of the day, handle any questions, solve the hiccups (both anticipated and unexpected), and advocate for you and your soon-to-be spouse. When someone’s taking care of the details so you don’t have to, you get to be exactly where you should be, fully present, soaking in every moment of your big day.
For the wedding day, planners create and manage timelines, handle the logistics, coordinate and communicate with the vendor team, and assist with decor setup so you can focus on the experience, not the to-do list. They help with wedding party and guest management, the flow of the entire day, ensuring it stays on track and on time, and making sure your people are where they need to be when they need to be there.
HOW TO KNOW IF YOU STILL NEED A WEDDING PLANNER
Now that you know the differences between a venue coordinator and a wedding planner, let’s talk about what to do if your venue does offer a venue coordinator.
Having one is a great starting point, but it doesn’t mean you won’t need the additional support of a wedding planner. Here’s how to make the most of what’s included in your venue package while still ensuring every moment of your day is stress-free.
When considering the differences between a wedding planner and a venue coordinator, here are some questions to ask your venue coordinator.
question to ask if you have a venue coordinator
“Will they communicate with my vendors?”
Venue coordinators typically focus on vendors tied to the venue (like catering) and are most interested in their timeline as it impacts the venue. If they communicate with any vendors, it’s usually closer to the wedding date. A wedding planner offers custom packages that allow them to come alongside the couple at various stages in the planning process, with at least helping with vendor communication 90 days out to finalize the timeline, confirm vendors, coordinate the rehearsal, and manage the day from start to finish. Depending on your package, a planner is involved for months beforehand, helping you stay organized and supported every step of the way.
“Do they stay the whole day?”
Many venue coordinators leave after dinner or have a shift change for the nighttime staff at some point during the reception. A professional wedding planner stays from start to finish to ensure everything flows smoothly through the final dance.
“Will they help with set up or decor?”
Venue staff may set up tables and chairs, but they don’t usually place centerpieces, personal decor, or detail items. A planner handles all the visual touches exactly as you envisioned them. If you need help moving items from your ceremony to the reception or preparing the special sendoff, that’s a job for your wedding planner.
“Will they create a timeline for the whole day and all vendors?”
While they might say yes, venue staff focus on ceremony start times and timelines that impact their team. A wedding planner builds a thorough timeline that covers everything from vendor arrivals and reception formalities to when your wedding party needs to be where. We also make sure your family is where they need to be for photos, help manage transitions throughout the day, and keep everything flowing smoothly behind the scenes—so nothing gets missed and no one feels rushed.
“Will they run my rehearsal?”
Your rehearsal might be included in your venue contract, but many venues expect you to lead your rehearsal. Your wedding planner leads the walk-through, making sure everyone knows where to be and when.
The answers to these questions will help you understand the gaps between what your venue coordinator offers and where you could use wedding planner services. If you’re left needing help with making sure your wedding day is everything you dreamed of and more, we’re here to help.
SEEK COLLABORATION
At Julie Rupert Events, we are all about collaboration, with you and with everyone who helps make your celebration truly memorable! We believe vendor collaboration is everything when it comes to a seamless wedding. We’ve had the privilege of working with some truly incredible vendors who make wedding dreams come to life! And the good news is that most venues love working with professional planners because it’s truly a win-win for couples, venue staff, and guest experience!
Collaboration between a venue coordinator and a wedding planner is the sweet spot, making it smoother for everyone. When each one comes with their focus and a plan to work together, the couple benefits the most, and that’s always the goal.
hire the wedding planner
If you’ve ever asked yourself, ‘Do I need a wedding planner if the venue has a coordinator?’ Our answer is yes!
On your special day, it should be all about you, which is why we recommend hiring a wedding planner who focuses entirely on you.
If you’re looking for a wedding planner in Virginia, we’d love to help! If you want full-service support or just some help tying it all together, we’ll help bring your vision to life and make the whole experience feel much more fun (and less stressful!).
WEDDING PLANNER PACKAGES MADE FOR YOU
At Julie Rupert Events, we offer customized packages meant just for you and your needs!
Our Full Planning & Design Package is meant for busy couples who want hands-on help from day one. We’ll manage the entire planning process, from vendor research and booking to timeline texts and design decisions, so you can enjoy your engagement. Best for those who want a fully guided, stress-free experience.
Our Partial Planning & Design Package is for couples who enjoy planning but could use a little backup. We’ll guide you through design decisions, help tie up loose ends, and provide ongoing support with regular check-ins. You still make the calls, but we’re there to keep everything on track.
Wedding Day Management (also known as day-of coordination services) is for couples who have most of the planning handled. We’ll step in 90 days out to take over logistics on your special day. This package is best for couples who want peace of mind without giving up control.
Need help filling the gaps a venue coordinator can’t, or simply need help making decisions, or are not sure where to start? Schedule your FREE consultation at Julie Rupert Events. Click here.
Photo Credit: The Mullins Photo Co.
Venue: Veritas Vineyards
Florist: Steelcut Flowers Co.
