It’s time to take a step back from admiring the new hardware on your finger and begin that wedding planning! There are tons of moving parts that go into a grand event like this, so you may be thinking of hiring a wedding planner or a wedding coordinator.
But what is the difference between a planner and a coordinator, and do you really need one?
What is a Wedding Planner?
A wedding planner is a professional who specializes in planning, coordinating, and managing all the aspects of a couple’s wedding day. They truly do it all, from helping you choose your wedding venue, theme, and design to helping with any paperwork, arranging transportation and catering needs, and being your right hand on the wedding day.
Wedding planners are different from your venue coordinator and wedding designer because they act as the project manager and handle all the little details and all the vendors.
Of course, you are still rocking your own style, but these wedding pros provide you with guidance and expertise.
What is a Wedding Coordinator?
A wedding coordinator or day-of coordinator is a wedding professional who is skilled at running the wedding day smoothly. Their main role is to keep everything on a timeline, assist with vendors’ questions, keep in contact with the venue coordinators, and ensure everything follows the plan.
Unlike a wedding planner, a day-of coordinator will become more involved the closer to the wedding day—almost like a month of coordinator. They will confirm logistics, including vendor meetings and details, create a day-of timeline, and handle any last-minute details or issues.
Key Differences Between A Planner and Coordinator
Scope of Work and Level of Involvement
The best way to tell a planner and a coordinator apart is that a wedding planner’s responsibilities involve all aspects of the wedding planning process from start to finish. They are involved in all your wedding plans, make them happen, and take care of all the details, not to mention budget management and vendor referrals and selection.
Wedding coordinators are more focused on the day of the wedding. They may offer some partial planning but typically are there to manage the timeline, keep track of your preferred vendors, and ensure your wedding goes off without a hitch. They will provide a detailed timeline and ensure it is followed.
Wedding planners will help in every aspect of the wedding. Coordinators keep the ceremony and reception flowing smoothly. But both can assist you in your dream wedding and reduce the stress that planning weddings can cause.
Cost and Budget Considerations
A professional wedding planner is going to cost more than most day-of coordinators. This is because they provide full-service wedding planning. If you are looking to hire a wedding planner, you’ll figure their cost to be about 15 to 20 percent of your total wedding cost.
This is perfect for couples needing help with all aspects of the wedding day or who have limited time to be involved in the wedding planning process.
But if you want to be more involved with the wedding day and work closer with the venue coordinator, you can look into a day-of coordinator.
Although coordinators are cheaper than wedding planners, that doesn’t mean their services are any less important. You may have planned your own wedding, but a coordinator is there to make sure it all comes to fruition.
They are the go-to person on your wedding day, knowing all the details so you can relax and enjoy your wedding day.
Different Types of Wedding Coordinators
Day-of Wedding Coordinator vs. Full-Service Wedding Coordinator
There are many kinds of wedding coordinators, but the main two are day-of and full-service coordinators. A day-of coordinator is only responsible for the wedding day, typically 8 to 10 hours of service managing every detail.
As a quick note, “Day-of,” while a popular term, is a bit misleading. It’s really more of a “Month-Of.” There’s always a lot of preparation involved, so “Day-Of” really isn’t something that exists within just one day.
A full-service coordinator is more involved in the planning process from the beginning. They not only assist in the planning but will also ensure everything flows smoothly on the wedding day.
Full-service coordinators will help with budgeting, vendor referrals and selection, and timeline creation. A day-of coordinator mainly focuses on executing the plans you make.
Venue Coordinators vs. Wedding Coordinators
Understanding the Distinction
Most venues will set you up with dedicated venue coordinators. Although it sounds enticing to forgo any other planners or coordinators, venue coordinators are just that—for the venue, not the wedding. They are responsible for staffing, dinner service, and ensuring the venue is in pristine condition upon your arrival.
This is a great time to point out that the coordinators and planners you hire are responsible for your actual wedding. They must make sure the photographers are in the right place, the vendors are on the correct timeline, and the venue has the signed contracts and is ready to host your big day.
Choosing the Right Professional for Your Wedding
Consider Your Budget and Needs
If this is your first major event and you need help with budgeting, finding vendor referrals, and creating a timeline, you may want to consider hiring a professional wedding planner.
This will come at a higher price but may be worth it to reduce your stress and worry. Wedding planning takes a ton of time and effort, and these pros know what they are doing.
If you’re working with a smaller budget and/or prefer to handle the wedding planning process on your own, you can stick with a coordinator. That way, it is still your wedding, but you can fully let go and enjoy your hard work the day of the wedding, knowing your coordinator has everything under control.
Most importantly, think about your needs and choose the professional who can provide you with the level of service you require. No wedding is one size fits all, hence the need for many planners!
Questions to Ask Yourself
Do You Need a Wedding Planner or Coordinator?
So, how do you know whether or not you need a planner or coordinator in the first place? Here are a few questions you can ask yourself.
Do you have the time, patience, and expertise to handle the wedding planning process yourself? I’m sure all of your bridesmaids are ready to jump in and help, but things happen, and other life events occur.
It’s hard to make the time or count on everyone to be at the same place at the same time to assist in your planning.
Hiring wedding planners to jump in and get things accomplished when busy life hits can be a great blessing, but this does come at a cost. If you have it in your budget, that is wonderful!
Even if you have a smaller budget, hiring a wedding coordinator may be more your speed. You can handle the planning process, but having help on the big day will keep you worry-free.
It ultimately comes down to your needs, budget, and the services you think you’ll need for your wedding day.
How To Find the Right Wedding Planner or Coordinator
Research and Interview Potential Professionals
Finding the perfect planner or wedding coordinator comes with a little homework. The best way to start your research is by reading reviews and asking for references or if they have written testimonials from past weddings.
That way, you can read first-hand experiences and what other brides and grooms liked from their point of view.
Most wedding planners and coordinators offer free consultations and “just getting to know you” sessions before you sign any contracts. This is when you can ask any questions you may have and get an overall feel for the planner or coordinator.
Some wedding planners and day-of coordinators may have even taken the time to join organizations such as the Association of Bridal Consultants or the Wedding Industry Professionals Association. The fact that they took the time to become affiliates indicates years of experience and expertise.
A Tip For Working with a Wedding Planner or Coordinator
Effective Communication is Key
After getting the right vibes and choosing a wedding planner or coordinator to work with, it’s time to ensure that your communication skills are at the top of your game. Make sure to clearly express your needs and preferences and ask any questions during the planning process from the beginning.
Be sure to establish a clear understanding of the scope of work, timeline, and budget. This way, your planner will have all the information to make your dream wedding run smoothly.
Conclusion
Choosing the Right Professional for a Stress-Free Wedding
Having a day-of coordinator who is involved closer to the wedding day or a full-service wedding planner can both ensure a beautifully set venue, ceremony space, and reception.
Whoever you decide to hire, make sure it fits your preferences, budget, and needs.
With the right professional by your side, you can enjoy your wedding day and create stress-free memories that will last a lifetime.