Should I Hire a Wedding Planner or a Wedding Coordinator?
Have you started planning your wedding and need a little help?
Not sure of the difference between a wedding planner and a wedding coordinator? They may sound similar, but they help with different wedding tasks at different times.
As a wedding photographer, I’ve spent my fair share doing double duty and helping out with the tasks of a wedding coordinator because there was no one there to do it. I don’t want that to happen to you – I want to get all those gorgeous shots you hired me to capture, after all!
In this article, I’ll discuss the roles of both a wedding planner and wedding coordinator, explain the benefits of each and how they differ, and why you might work with one over the other.
What is a Wedding Planner?
A wedding planner is a professional who assists couples like you organize and manage the details of your wedding from start to finish. They can help you with everything from budget management and venue selection to design and day-of coordination. A wedding planner helps according to your needs – they don’t have to help with everything. You can choose to have them as involved as you’d like.
Wedding Planner Benefits
Let’s break down exactly how a wedding planner can help you.
Budget Management: Sticking to a wedding budget can be hard. Plus, many couples don’t have a realistic understanding of how much things cost for a wedding. A wedding planner can not only help you understand the cost of things, but they can help you create and stick to a budget. They’ll also help you allocate your funds according to where your biggest priorities lie.
Venue Selection: Don’t have endless hours to research wedding venues but you do have a vibe in mind? Leave it to your wedding planner. They’ll help you find the perfect venue in your budget. They can also go with you on the tour and help you ask all the right questions.
Vendor Coordination: There are so many vendors to juggle as you’re planning your wedding – from the photographer and videographer to caterers and florists. A wedding planner can help you source these vendors, negotiate contracts, and keep the communication lines open through the wedding day. Chances are, they probably have preferred vendors they work with so they may be able to get you better prices. At the very least, they’ll have a lot of recommendations for you.
Timeline Development: Planners create a detailed schedule for the wedding day, ensuring everything runs smoothly and on time.
Design and Decorations: Do you not have an eye for design? That’s okay! Your wedding planner has already planned dozens of weddings and they know what’s in style. Many of them offer design services and will help you plan and execute on your theme. They’ll help you choose a color scheme, decorations, flowers, and more.
Day-Of Coordination: On the wedding day, you can hire the wedding planner to also oversee the entire day. They’ll make sure everything goes off without a hitch by keeping everything on schedule, coordinating with vendors, and handling any unexpected issues so you can enjoy your day without worrying about all the moving pieces.
Why Should I Hire a Wedding Planner?
Hiring a wedding planner can alleviate much of the stress associated with wedding planning, allowing you to enjoy your engagement and your wedding day. They bring expertise, industry connections, and a calm presence, which can be invaluable in making the wedding a memorable and well-executed event.
What is a Wedding Coordinator?
A wedding coordinator is a professional who focuses on managing and executing the logistics of a wedding day. They typically step in closer to the event date. Oftentimes, venues have wedding coordinators on staff or they’re hired separately, which is highly recommended. Sometimes they’re an additional fee and sometimes they’re included with the price of the wedding.
While a wedding planner is involved in the majority of the planning process, a wedding coordinator’s role is more about ensuring that the plans the couple has already made are carried out smoothly. A wedding coordinator typically gets involved a month or so before the wedding day while a planner is involved from the beginning. In fact, they may be the first vendor you hire.
Wedding Coordinator Benefits
The wedding coordinator is very involved on the day of the wedding and in the days leading up to the wedding. They help with the following:
Day-Of Coordination: The primary role of a wedding coordinator is to oversee the wedding day itself. They ensure that the schedule is followed, vendors are in place, and everything runs according to plan.
Timeline Management: Wedding coordinators typically help create a detailed timeline for the wedding day after coordinating with you and your vendors.
Vendor Communication: A wedding coordinator acts as the main point of contact for vendors on the wedding day. They confirm arrival times, oversee setup, and ensure vendors know where they need to be.
Rehearsal Management: Many wedding coordinators also manage the wedding rehearsal if you have one. They’ll make sure everyone in your wedding party knows what they’re supposed to be doing during the ceremony and when.
Problem-Solving: If any issues arise on the wedding day—such as a vendor running late or a last-minute change—they handle it discreetly, so you either don’t even know about it or don’t have to worry about it.
Set-Up and Breakdown: They often oversee the setup and breakdown of the event, ensuring the venue is arranged according to the couple's vision and that everything is packed up properly after the event.
Why Should I Hire a Wedding Coordinator?
Couples who want to plan their wedding themselves but want to ensure that everything goes smoothly on the day often hire a wedding coordinator. This allows them to relax and enjoy their wedding, knowing a professional is handling the details and any potential issues.
A wedding coordinator – because they’re primarily only involved in the weeks immediately leading up to the wedding – is more affordable than a wedding planner that’s helping plan the entire wedding from start to finish. It can be a more affordable option for couples on a budget.
Who Should I Hire?
If you don’t want to plan your wedding alone and you want a lot of help, a wedding planner is the way to go. Oftentimes, they’ll take care of everything a wedding coordinator would (especially if you also hire them for day-of coverage too), so you likely don’t have to worry about hiring a coordinator as well. If you’d like to plan the wedding yourself, don’t hire a wedding planner.
It is recommended that you at the very least work with a coordinator. They’ll make sure everything runs smoothly on the wedding day so you can spend time with your new spouse and guests and less time making sure all the details are in place. Some people have a friend or family member help them coordinate on the day-of, but this isn’t the perfect solution. Oftentimes, the venue will have a wedding coordinator on staff that you can work with.
Enjoy the Perfect Wedding Day
In the end, whether you choose a wedding planner or a wedding coordinator, the goal is to ensure your big day unfolds exactly as you’ve envisioned it.
A wedding planner is your go-to for comprehensive support throughout the planning process, guiding you through every detail. On the other hand, a wedding coordinator ensures that all those plans are flawlessly executed on the day itself. Depending on your needs, budget, and the level of involvement you want, either professional can be invaluable in making your wedding day stress-free and unforgettable.
No matter which path you choose, remember that the most important thing is that you get to enjoy every moment of your special day with your loved ones. For more tips on having the best wedding day, check out my tips and tricks.
