You might be wondering if you really need a wedding planner when your venue already comes with an on-site coordinator. Spoiler alert: they serve totally different roles, and here's why you might want both in your corner! 💍
First Things First: Let's Clear Up the Confusion
Picture this: you're newly engaged (congratulations, by the way! 🎉), and you've just booked your dream venue. The venue mentions they have an on-site coordinator, and you think, "Perfect! That's one vendor I can cross off my list!"
But hold that thought - while venue coordinators are absolutely amazing at what they do, their role is quite different from what a professional wedding planner brings to the table. Let's break it down!
The Key Differences at a Glance
*Note: This comparison reflects full-service wedding planning packages. Month-of coordination services include select features, but begin closer to your wedding date.
Wedding Planner | On-Site Venue Coordinator |
Works exclusively for YOU | Works for the venue |
Available from engagement through honeymoon | Available only during venue hours |
Helps with ALL aspects of wedding planning | Focuses on venue-specific details |
Manages ALL vendors | Manages venue staff only |
Creates and manages your entire budget | Handles venue payments only |
Helps with design and styling everywhere | Handles venue setup only |
Available for unlimited meetings and communication | Limited availability based on venue schedule |
Travels to other locations (rehearsal dinner, brunch) | Works only at the venue |
Assists with personal details (dress fittings, tastings) | Focuses on venue logistics |
Creates detailed timeline for entire wedding weekend | Creates venue-specific timeline |
What Your Wedding Planner Actually Does (That Might Surprise You!)
1. We're Your Personal Wedding BFF
Available for those panic texts about font choices
Provide emotional support during planning stress
Act as a buffer between you and ahem overly enthusiastic family members
Keep you on track with deadlines and decisions
2. We're Your Budget Bestie
Create and manage your wedding budget
Negotiate with vendors to get you the best deals
Help prioritize spending based on what matters most to you
Track all payments and due dates
3. We're Your Design Guru
Create a cohesive design concept for your entire wedding weekend
Source unique rentals and decor items
Coordinate with all vendors to execute your vision
Handle setup and styling at ALL locations (not just the venue)
4. We're Your Logistics Leader
Coordinate transportation between multiple locations
Manage timeline for the entire weekend
Handle all vendor communications and coordination
Create backup plans for weather and other potential issues
5. We're Your Vendor Maven
Recommend trusted vendors who fit your style and budget
Review all contracts before you sign
Coordinate and attend vendor meetings
Manage setup and breakdown schedules
What does an expert have to say?
Don't believe us?! We asked Faith Linz, Special Events Coordinator at The Mount, Edith Wharton’s Home in Lenox, MA her thoughts on having a wedding planner along with a venue coordinator and here is what she had to say:
From my experience as the Special Event Coordinator for The Mount, my focus leading up to the wedding day is on coordinating with the couple and/or their planner or family members, as well as with the vendors for their event. I need to know who the vendors are so I can ensure that we have their point of contact, insurance information, and arrival/departure times. This is especially important in terms of scheduling around other events and programs here on property. As a cultural center, historic landmark, and museum, we may not be as flexible with timing and locations as other venues.
In terms of working with the couples, we need to ensure that all of the legal contracts are executed, payments, deposits, and donations are made. On the event day, my focus is on readying the property for the hosts’ and guests’ arrival, ensuring the vendors are all set, and ensuring the bar(s) are stocked and re-stocked with the agreed upon alcohol and mixers. This being said, my ultimate responsibility is to the venue, whereas a planner’s ultimate responsibility is to the couple.
When asked what is NOT in the realm of the venue's responsibility, Faith said:
This includes set up and care of their personal items such as escort cards or seating chart, additional signage or photographs, guest book, card box, cake knife, etc. Additionally, we are not responsible for the couple’s ceremony specifics such as wedding party organization or running their rehearsal, so a planner is needed for this. We have a Preferred Vendor list, with professionals we can refer couples to, but will not be able to contact vendors on their behalf, or negotiate pricing etc. These are the responsibilities of the couple and/or their planner. As many couples are so busy with their careers and day-to-day life, they may not have the time or energy to research and contact all of the vendors necessary to execute their vision for their wedding day. This is where a planner comes in as well, to do the legwork and finalize the commitments.
The Bottom Line
Think of it this way: your venue coordinator is like the manager, making sure everything runs smoothly at their location. Your wedding planner? They're more like your personal concierge, handling every detail of your entire wedding experience, wherever it takes place.
Both roles are crucial, and they work together to create your perfect day. Your venue coordinator knows every inch of their space and how to maximize its potential. Your wedding planner knows every detail of your vision and how to bring it to life, regardless of location.
Whether you're considering full-service planning (where we handle every detail from day one) or month-of coordination (where we step in to bring your vision together), let's chat about creating your perfect wedding day experience.
XO,
The KE Team
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