Wedding Planner vs. Venue Coordinator
I HAVE A VENUE COORDINATOR…why do a need a wedding planner
The Role of a Venue Coordinator
A venue coordinator’s role is exactly as it sounds — to take care of everything related to the venue itself. They are responsible for staffing, meal service, ensuring the power and lighting are running smoothly, and overseeing the overall flow of the venue. Their services are typically included in your venue fees, and they are often the person who gives you a tour when you first visit the property.
It’s important to understand that a venue coordinator’s responsibilities begin and end with the venue. If you’re getting ready off-site, hosting your ceremony elsewhere, or incorporating additional elements that are not part of the venue, they will not be involved in coordinating those pieces.
If your venue is providing items such as tables, chairs, linens, catering, bar service, or rentals, the coordinator will manage the setup of those specific items. They may also share a preferred vendor list. While this list can be a great starting point, keep in mind that sometimes these vendors pay to be featured, much like advertising in a magazine. The list may not necessarily be curated to your specific needs, though it can be helpful if the vendors included have worked at the venue before.
On the wedding day, not all venue coordinators are present. If they are, they generally arrive 1–2 hours before your first scheduled event (like the ceremony or cocktail hour) and typically leave after dinner service. Their focus is always on the venue, so their time may also be spent managing staff, giving tours, or responding to emails throughout the day.
Because venue coordinators represent their property, they often balance a high volume of weddings — anywhere from 20 to over 50 weddings a year — along with other events hosted on-site. Their role is essential, but it is very different from the personalized support a dedicated wedding planner provides.
Why You Should Still Consider Hiring Your Own Wedding Coordinator
Having your own independent wedding coordinator on your team means having someone 100% dedicated to you. They’re there to support you—and your entire team of wedding vendors—through every key moment of your wedding day. Whether it’s guiding you through etiquette, finding the perfect wording for your invitations, reviewing contracts, or even fixing a broken bustle on your dress, your coordinator has you covered.
While some venue coordinators have been in their roles for years, turnover is more common than you might think. In fact, I once worked with five different venue coordinators at the same venue for the same wedding over the course of a year. Each person came and went, leaving the couple grateful to have one constant presence keeping everything organized and on track through every transition.
Many venue coordinators will provide a list of preferred vendors who have worked at their venue before and had an overall positive experience. It’s important to note that this list may be comprised of vendors who have paid to be listed (similar to paying for an ad in a magazine) and the list is often not customized to you or your needs in any way. Overall, it’s a good list to reference IF the vendors listed have experience working at your venue.
Of course, there are always exceptions—but if you’re not sure whether your venue coordinator is one of them, here are some questions to ask:
Will you help coordinate events happening off-site?
(Getting ready, off-site photos, or an off-site ceremony)
Will you assist with transportation logistics?
(Beyond just to and from the venue)
Will you help determine the timing for hair, makeup, and photos?
Will you assist during family photos?
Will you be in communication with all of our wedding vendors?
(Or only those involved in setup or delivery at the venue)
How quickly can we expect a response from you?
(Anything more than one or two business days feels like too long to me.)
Will you be present on the wedding day?
When do you typically arrive and leave on the wedding day?
(If your reception ends at 11pm but they leave at 9pm, who’s there to help pack up, manage personal belongings, and ensure guests get home safely?)
The Role of a Wedding Coordinator
Wedding coordinators—sometimes called planners, managers, or day-of coordinators—are there for one main reason: to coordinate your wedding. Unlike venue coordinators, who work for the venue, a wedding coordinator works for you, the couple.
They’re responsible for every event happening on your wedding day, including off-site moments like a church ceremony, local park photos, or any other special locations you’ve chosen.
A wedding coordinator also takes care of your personal items—favors, menus, place cards, programs, and more. Many venue coordinators are happy to help with a few items, but the scope is often limited. For example, if you’re DIY’ing your centerpieces, your wedding coordinator will place them on the tables for you. A venue coordinator may tell you that’s something you’ll need to delegate to a friend or family member.
Your coordinator will also help you build your dream team of wedding pros, drawing on their own trusted network and a deep understanding of your style, budget, and personalities. You’ll get custom recommendations tailored specifically to you, along with tips to make the most of your investment with each vendor.
Throughout your planning journey, your coordinator will be there to answer questions, guide decisions, and keep everything on track. With me, my clients always hear back within one business day, unless I’m at an event—or have been kidnapped. Most of the time, responses come in just a few hours (or less).
Because of the hands-on nature of our work, wedding coordinators typically take on a limited number of clients—often 10–30 per year—so we can give each couple the time, attention, and care they deserve throughout their entire engagement.
How These Roles Should Work Together
Teamwork really does make the dream work.
Venue coordinators and wedding coordinators each have their own roles, but when they work together, it’s all about creating a seamless, stress-free day for you.
For example, the venue coordinator focuses on the big-picture details—making sure dinner service is flowing, staffing is on schedule, and the venue itself is running smoothly. Meanwhile, your wedding coordinator is orchestrating the personal and timing details with your photographer, videographer, DJ or band—coordinating introductions, your First Dance, and the toasts.
When the venue coordinator is overseeing tables, chairs, linens, and overall setup, your wedding coordinator is focused on the details that make your day feel personal: placing place cards, arranging favors, and making sure table numbers are perfect.
With a wedding coordinator on your team, the venue coordinator can stay fully in their lane without trying to be everywhere at once. They don’t have to worry about making sure your Dad is ready for his toast, helping you change into your dancing shoes, or grabbing your bouquet after your Grand Entrance so you can smoothly move into your First Dance. Your wedding coordinator takes care of all of that—and more—so you can enjoy your day without stress.
Why Some Venues Might Say “You Don’t Need to Hire a Planner
It honestly breaks my heart when I hear a venue telling couples they don’t need their own wedding coordinator or planner. But there are a few reasons why this might happen.
First, sometimes venues have had a bad experience with an unprofessional, inexperienced, or bossy wedding coordinator who came in trying to change rules, disrupt systems, or be disrespectful to the staff. Sadly, it does happen—and it’s the reason some venues are wary. Please, couples, don’t hire planners who are rude or disrespectful. Egos have no place in weddings. For me, I’m confident in what I do, but I always make sure I’m respectful of the venue and the team I’m working with.
Second, some venues may be uncomfortable with someone taking a closer look at what they’re doing. A wedding coordinator is there to advocate for you and make sure things are done as promised—no cutting corners, no “good enough.” On your wedding day, things move fast, and it’s easy for little details to get forgotten. Your wedding coordinator? They don’t forget. ;)
Finally, if a venue advertises that their rates “include a wedding planner,” that often increases the perceived value—but the reality may not match expectations. Many times, that “planner” is actually a venue coordinator, who cannot provide the full support, advocacy, and personalized attention a couple really needs.
Here’s the truth: some of the most high-end, luxurious, and amazing venues in the world welcome—and even love—working with professional wedding coordinators. If five-star venues can happily collaborate with planners, your venue absolutely can too.
If you’re unsure or feel that your venue has unique considerations, I’d be happy to offer a complimentary consultation call to discuss your wedding in more detail. Please don’t hesitate to reach out—I’d love to chat. Contact MTE today!
Photos provided by wildpeachphotography
