Planner vs. Venue Coordinator: What’s the Difference?

Understanding the Roles That Shape Your Wedding Day Experience

Planning a wedding comes with many moving pieces, and a common questions couples ask is: What’s the difference between a wedding planner and a venue coordinator? Although both roles sound similar, they serve different purposes and understanding these differences is essential for setting up a seamless, stress-free wedding day and choosing if a planner is right for you.

As a Connecticut wedding planner, I work closely with couples to guide them through every detail long before the wedding day arrives. Venue coordinators are very valuable and we work hand in hand with them making sure that our timeline reflects how the venue and kitchen run best- which they know best because they work for that specific venue on an ongoing basis. Their focus is primarily on the venue logistics where as a planner can offer personalized coordination and full-day management in advance and of the wedding day and helping you choose the vendors that are right for you. Depending on if you’re going with an external coordinator or full service planner they may help you with design as well.

What a Venue Coordinator Handles
• Oversees venue-owned items (tables, chairs, if using onsite linens, table settings, bar, etc)
• Manages a food & beverage–focused timeline with basics of the day. Example: Ceremony begins (if on site), Cocktail hour begins, Reception begins, First Course, Dinner, Cake, Reception Ends.
• Ensures venue spaces are ready on time
• Coordinates with catering staff
• Assists with venue logistics
• Steps in day-of
• Does not build your full wedding-day timeline (starting with hair and makeup and transportation timing)
• Does not coordinate with outside vendors (band, florist, photographer matching up the timeline to flow on all ends)
• Does not manage ceremony flow, personal décor setup, or family movement (occasionally the venue will setup escort cards, etc if asked)

What a Wedding Planner Handles Before the Wedding
• Builds your full-day timeline from rehearsal day prior, through getting ready, all details of the day, packup of the day, next day
• Coordinates with every vendor in advance
• Smooths out timing gaps
• Reviews layouts, logistics, floorplans, deliveries
• Confirms all transportation schedules

Ceremony Coordination
The church or venue does not:
• Determine your processional order, work this out with you ahead of time going through what is standard and what will work best for your family and bridal party lineup
• Line up the bridal party
• Cue each person to walk, cue music with musicians or dj
• Coordinate with transportation
• Communicate with vendors about timing

Your planner does all of this plus coordinates directly with the officiant and manages bus/shuttle timing.

What a Planner/external Coordinator Manages on the Wedding Day
• Oversees all vendors
• Manages ceremony cues and flow
• Sets up personal outside décor making sure it is exactly how you pictured
• Troubleshoots behind the scenes
• Manages families and bridal party (making sure your maid of honor is reminded prior to her speech, keeping the bridal party outside of the reception space before entrances, etc)
• Breaks down your personal items and packs them neatly for easy pickup

Looking for a Connecticut Wedding Planner?
Your wedding deserves a partner in your vision and manages every detail from start to finish. If you are planning a wedding in Connecticut, New York, or New England, I would love to help bring your day to life.

Inquire here to begin planning your wedding with Of Elegance Events!

Featured Venue & Photos: Smith Farm Gardens, https://smithfarmgardens.com/

Margit Ann Photography, https://margitannephotography.com