Wedding Coordinator Vs Planner: What's The Difference?

Wedding planners and wedding coordinators are often confused with each other, but they are distinct roles with different responsibilities. Wedding planners are involved throughout the entire planning process, helping with everything from budget creation and management to vendor recommendations and negotiations. They are like project managers who ensure that the couple's dream wedding becomes a reality. Wedding coordinators, on the other hand, usually come into the picture about a month before the wedding and are focused on executing and overseeing the plans made by the couple to ensure a stress-free wedding day. They manage vendors, conduct the final walkthrough, orchestrate and manage the wedding day and ensure that the couple's plans are implemented smoothly.

Wedding planner vs. wedding coordinator: who does what?

Wedding planners and wedding coordinators are two different roles that play a part in the lead-up to a wedding and on the day itself. Understanding the differences between the two can help you decide which is right for you.

The wedding planner

Think of a wedding planner as your new best friend. They are there to make your wedding dreams come true and ensure your big day is exactly what you want it to be. Wedding planners are involved throughout the entire planning process and help with everything from creating a timeline and budget to picking out a venue, caterer, florist, and more. They can also help with vendor recommendations and negotiations. Wedding planners typically put in more than 150 hours of work for a couple, with only about 15 of those hours occurring on the actual wedding day.

The wedding coordinator

A wedding coordinator, on the other hand, is focused on the coordination of logistics and is usually only involved in the month before the wedding. They take care of the final details and ensure the day runs smoothly so you don't have to worry about anything. Coordinators manage vendors, oversee the rehearsal, and manage the wedding day and reception, including handling any issues that arise. They typically put in about 25 to 40 hours per wedding, with approximately 15 of those hours being on the wedding day.

If you want assistance throughout the entire planning process and a knowledgeable go-to person, a wedding planner is the way to go. If you're happy to plan the wedding yourself but want to be able to relax and enjoy your wedding day, a wedding coordinator might be a better option.

Wedding planners typically charge a minimum of $4,500 and can quote up to $10,000. Wedding coordinators are more affordable, with rates ranging from $1,000 to $1,500.

What does a wedding planner do?

A wedding planner is a project manager for your wedding. They are involved throughout the entire planning process and help with all aspects and logistics of a wedding, from creating a budget and managing it to recommending vendors and negotiating contracts. They also help with guest management, accommodations, and activities, and create a timeline and floor plan for the wedding day.

Wedding planners put in a lot of hours—often more than 150—and only about 15 of these are on the wedding day itself. They are the couple's go-to person and help make the dream wedding a reality.

A wedding planner's responsibilities typically include:

• Budget creation and management
• Task list creation
• Vendor recommendations and negotiations
• Site visits
• Attending meetings with vendors
• Guest management
• Wedding day timeline and floor plan creation
• Transportation timeline management
• Rehearsal management
• Wedding day management
• Set up and tear down of items

A wedding planner is a good option if you want assistance throughout the entire wedding planning process, lead a busy life, or don't have the time to dedicate to wedding planning.

What does a wedding coordinator do?

A wedding coordinator is an individual who focuses on the coordination of the logistics of a wedding. While a wedding planner is involved throughout the entire planning process, a wedding coordinator usually gets involved about a month before the wedding.

A wedding coordinator's responsibilities typically include:

• Managing vendors
• Final walkthroughs of the ceremony and reception venues
• Orchestrating and managing the rehearsal
• Overseeing everything on the wedding day, including managing vendors, ensuring timelines are followed, handling issues, and executing the couple's plans
• Setting up and tearing down items brought in by the couple or the coordinator

Wedding coordinators usually put in about 25 to 40 hours per wedding, with approximately 15 of those hours being on the wedding day. Their role is to ensure the couple's wedding day goes smoothly and that their plans are executed without a hitch.

When to hire a wedding planner?

When to Hire a Wedding Planner

Hiring a wedding planner is one of the first and biggest decisions you'll make when planning your wedding. Wedding planning is a complex and time-consuming process, and a wedding planner can help you coordinate, manage your budget, and get access to exclusive vendors. They can also save you money in the long run and ensure you stick to your timeline.

So, when is the right time to hire a wedding planner?

When You Feel Overwhelmed

Wedding planning can be stressful and overwhelming, especially if you're feeling drained at the beginning of your planning journey. If you're unsure where to start and need help navigating vendor bookings and crafting your dream wedding, it's time to call in a wedding planner. They will help you uncover your unique couple style and create a roadmap to make informed decisions.

When You Want to Save Time and Effort

The sooner you hire a wedding planner, the more time and effort they can save you. They can help you take advantage of sales and specials and ensure you get the vendors you want within your budget. Starting early also means they can keep an eye out for any interesting opportunities that may arise.

When You're Planning a Destination Wedding or a Wedding During COVID-19

If you're planning a destination wedding or a wedding during the COVID-19 pandemic, a wedding planner can be invaluable. They can help you navigate downsizing, guest communication, distancing guidelines, guest and vendor screening, finding suitable locations, and coordinating safe food practices and entertainment.

When You Need Support and Guidance

Wedding planning can be intimidating, especially if you've never done it before. A wedding planner will provide the support and guidance you need to make informed decisions and bring your vision to life. They will also help you discover your couple style and maximize the features of your event space.

When You Want to Enjoy Your Wedding Day

A wedding planner or coordinator will be your go-to person on the wedding day, handling any last-minute questions and ensuring everything runs smoothly. This means you can relax and enjoy your special day with your loved ones without the stress of coordinating vendors and timelines.

In conclusion, hiring a wedding planner can make the entire process smoother and less stressful. They will help you navigate the complexities of wedding planning and ensure your day is memorable and enjoyable for you and your guests.

When to hire a wedding coordinator?

A wedding coordinator is a great option for couples who want to be actively involved in the planning process but would like professional help with last-minute details and oversight on the wedding day. Wedding coordinators typically begin working with the couple one to two months before the wedding and are responsible for executing the wedding plans and addressing any potential issues that may arise.

• You want to be involved in the planning process but need help with final details: Wedding coordinators allow couples to maintain an active role in planning their wedding while benefiting from professional guidance and support. They can step in a month or two before the wedding to help fine-tune plans and ensure that everything runs smoothly on the big day.
• You're highly organized and detail-oriented: Wedding coordinators excel at managing the myriad details and logistics that come with planning a wedding. If you're naturally organized and detail-oriented, a coordinator can complement your skills by providing an extra layer of assurance that nothing is overlooked.
• Your budget is a consideration: Wedding coordinators typically cost less than full-service wedding planners. If you don't require comprehensive planning services and feel comfortable handling most of the planning yourself, a coordinator can provide valuable assistance within a more limited scope of work.
• You're planning an unusual or non-traditional wedding: If you're opting for a non-traditional wedding venue, such as a couple's home or a national park, a wedding coordinator can be especially helpful. They will ensure that the venue is properly set up and that all the necessary arrangements are made, even in less conventional settings.
• You want to minimise stress leading up to your wedding: Even if you've meticulously planned your wedding, having a coordinator oversee the final months or weeks can provide immense relief. They can address any last-minute snags, allowing you to focus on enjoying your special day with your partner, family, and friends.

In summary, hiring a wedding coordinator is a great option if you want to blend personal involvement in planning with professional support, especially for addressing final details and overseeing the wedding day itself. Their expertise in logistics and timely execution will help ensure that your wedding vision is realised, allowing you to fully savour one of the most important days of your life.

Frequently asked questions