What is the Difference Between a Venue Coordinator and a Wedding Planner?
ADVICE FROM A DESTINATION WEDDING PLANNER
Understanding the Difference Between a Venue Coordinator and a Wedding Planner
When planning a wedding, couples often find themselves questioning the roles of a venue coordinator (sometimes known as an in-house planner) and a wedding planner. Both play pivotal parts in the wedding planning process, but their responsibilities and allegiances differ significantly.
The Wedding Planner
An independent wedding planner's primary focus is on the couple. From the moment they are hired, their goal is to ensure that your wedding day is as seamless and stress-free as possible. They are involved in every aspect of the planning process, ideally starting before the venue is even chosen. Here's a closer look at what a wedding planner offers:
Comprehensive Planning: Wedding planners assist with all stages of wedding planning, from the initial concept to the final execution. They craft each and every design detail and manage all the behind-the-scenes logistics to ensure that the production goes off without a hitch. On average, a wedding planner spends 400+ hours planning a one-day wedding and 600+ hours on a weekend wedding.
Time-Saving Research: Planners save you an inordinate amount of time by researching and contacting venues and suppliers, comparing quotes, and presenting you with a personalised shortlist of the very best options for your style and budget. And the suppliers they recommend can be trusted to do the best possible job.
Day-of Coordination: On your wedding day, a planner is onsite from first thing in the morning until the last supplier leaves. They are constantly keeping track of the schedule, trouble shooting delays and overseeing every detail - ensuring that everything from the place settings to the production is as you envisioned. In this respect, their scope of work on the event day is far more comprehensive than that of a venue coordinator.
A wedding planner has your best interests at heart. With a limited number of weddings each year, planners can dedicate significant time to understanding and executing your specific wedding vision. They work exclusively for you, ensuring that every detail is managed to your satisfaction.
The Venue Coordinator
In contrast, a venue coordinator (or in-house planner) is primarily focused on the venue itself. Their role is integral to the smooth operation of the venue on your wedding day, but their responsibilities are more limited in scope. Here are the key aspects of a venue coordinator’s role:
Venue-Specific Duties: Venue coordinators handle tasks related directly to the venue, such as organising venue quotes, managing menu tastings (if they have in-house catering), and overseeing payments. They ensure that the venue basics are set up according to your specifications and that the service runs smoothly.
Limited Contact: You may have limited contact with the venue coordinator until closer to your wedding date. Their primary role is to liaise between you and the venue's operations team, ensuring that the venue's interests are maintained.
Day-of Responsibilities: On the wedding day, the venue coordinator ensures that the venue is ready and that suppliers adhere to venue rules. However, their involvement may be limited to specific periods, such as during the ceremony and meal service. A venue manager won’t be checking in with your hair & makeup artist to see that they’ve arrived on time or making sure your production company knows which way the stage should be set up.
Supplier Recommendations: While some venue coordinators can recommend trusted suppliers, these recommendations may sometimes be based on commercial agreements rather than personal experience. Venue coordinators do not provide the same level of service as a wedding planner when it comes to supplier recommendations that are personalised to your style and budget.
Multiple Venues: If your wedding involves multiple venues, the venue coordinator’s assistance will not extend beyond their specific site. An independent wedding planner, however, would oversee all locations and manage logistics between them.
Key Differences
The fundamental difference between a wedding planner and a venue coordinator lies in their allegiance and scope of work. A wedding planner works for you, the couple, and is invested in ensuring that every aspect of your wedding day meets your expectations. They provide personalised, comprehensive planning and coordination, addressing every detail of your event.
On the other hand, a venue coordinator or in-house planner works for the venue. Their primary responsibility is to ensure that the venue’s operations run smoothly on your wedding day. While they can offer valuable assistance related to the venue, their involvement is not as extensive or personalised as that of an independent wedding planner.
Choosing between a wedding planner and a venue coordinator depends on your needs and the level of support you desire. For those seeking extensive, personalised planning and day-of coordination, an independent wedding planner is a necessity. If your needs are more venue-specific and you are comfortable managing all the other aspects of the wedding yourself, creating schedules and floorplans, and liaising with 15+ suppliers throughout the planning process, a venue coordinator will suffice. Understanding these roles can help you make an informed decision, ensuring that your wedding day is everything you envision.
