Blog Post

The difference between a wedding planner vs a venue coordinator

Natasha Grant • Jul 10, 2020

Wedding Planner Vs Venue Coordinator

Wedding Planner sitting at desk talking on the phone

1. Roles of a wedding planner v a venue coordinator

You may have been offered a venue coordinator as part of your wedding venue package, but what does it mean? I have been asked before what’s the difference between a wedding planner vs venue coordinator. And do you need both. So today, I thought I would provide some advice to explain some differences between a venue coordinator and a wedding planner.

Venue coordinators are great, I have worked with some brilliant ones. The key thing to clear up are our roles. A venue coordinator does not work for you; they work for the venue. Their focus is to safeguard the interest of the venue, not your interests. They will ensure your other wedding suppliers adhere to any of the venue’s guidance, they will coordinate the in-house team, show you room layouts, menu options, wine packages etc.

Whereas an independent wedding planner (like me) works solely for you and your interests. Our focus is your whole wedding. Guiding and supporting you on anything related to your wedding, in the run up and on your special day.

For example, wedding planners will be interested in your wedding design plans, tracking RSVPs, helping to manage your wedding budget, set up, to practical logistics like how will you, your bridal party arrive, making sure your suppliers provide what you need and arrive where they are meant to etc. Giving you peace of mind that everything is taken care of.

2. Your Wedding Suppliers

Your venue coordinator may suggest suppliers you can use, based on their recommended list. Whereas your wedding planner will source specific suppliers, (if you need this part of the service) who are a right match for you and your wedding. Undertaking all the research, so that you don’t have to. Your wedding planner will also be the point of contact for your suppliers, to work through the logistics.

For example, if you have gone for a dry hire wedding venue. It is often useful to have a wedding planner onboard with expertise to plan the logistics in venues like these, so that nothing is overlooked. We will be able to review all the plans and make provision for anything you might have forgotten. Most venue coordinators will not do this, although there are some good ones.

On the day when issues arise with your suppliers, your wedding planner will find a solution to whatever the issue is, so that you don’t have that headache to deal with. If you don’t have a wedding planner your venue coordinator may need to liaise with you on your wedding day to help with any unresolved issues. This is not what you want to be thinking about on your special day.

3. Wedding Design

Venue Coordinators do not work on your wedding design. They can show you how the venue has been styled before, but they do not create a wedding design for you, that is unique to you.

A Wedding Planner will design your ceremony and reception (if needed). We can help you choose your colours, linens, flowers, table set-up and so on, that reflects your personalities. We will be there to coordinate between your florist and lighting to ensure they provide what you need. And will be there to set it all up on the day, bringing your gorgeous vision to life, checking and double checking everything is as you requested, whilst you sip on your bubbles and get ready in peace.

4. Wedding scheduling

A wedding timeline may not be something that you are thinking about right now but nearer the time, it is essential. Your wedding venue coordinator will provide a timeline from the point you reach the venue, when your food will be prepared and served (if the venue is providing catering) which is only part of your wedding.

Your wedding planner will provide a schedule that details all aspects of your day, from the moment you open your eyes on your beautiful wedding day. We will know everything that is happening with your wedding day and will factor this into your detailed timeline. From scheduling arrival times for all your suppliers, your bridal party, when and which photos will be taken, what songs you wish to have played for each dance, when your dancing starts, what happens to your gifts at the end of your wedding and so much more. We cover everything, so that you can have peace of mind that it’s ALL taken care of.

5. Wedding Planning Continuity

With some venues, the venue coordinator you are working with now, may not be the person who is assigned to work on your actual wedding day. This can be unsettling, especially when you have built a good rapport with your venue coordinator.

During the 9 months of planning my own wedding our venue coordinator changed 3 times as people left the role for other jobs. I was told a week before my wedding that a new venue coordinator would be looking after us on our special day. This left me feeling frustrated and unsettled. I had to inform this new contact of all my specific wishes and trust that it would be done (as unfortunately I did not have a wedding coordinator for my day and so wish I did). As your wedding planner on the other hand, we will be with you throughout your wedding planning journey, we do not change.

Don’t make the mistake of not hiring a wedding planner because your venue has a wedding coordinator. There are great venue coordinators and brilliant wedding planners, but we do different things.

Investing in a wedding planner earlier in your journey will save you from heartache and stress closer to your wedding. Venue coordinators and wedding planners can work well together, to ensure you have the absolute best day.

If you need help planning your wedding, please get in touch natasha@pearlineevents.com I would be delighted to hear from you.

Natasha x

< Older Post

Newer Post >

Black woman smiling at camera dressed in peach jacket and holding flowers

Top 5 wedding Stationery Tips

by Natasha Grant • 16 Apr, 2024

Wedding Stationery is important to provide a clear idea about your wedding design or theme. Once you have agreed on your wedding guest list. You need to decide how to notify your guests about your forthcoming nuptials, this includes everything from the wedding stationery style, to the wording you use, when to ask guests to reply by and more. So here are my top 5 tips that you need to consider when deciding on your wedding stationery.

Pink wedding details flat lay including women's pink shoes perfume, and a wedding ring

Top 10 things to do the month before your wedding

by Natasha Grant • 07 Apr, 2024

Tick, tock if your big day is fast approaching, the days may seem like they are flying by, but it can also feel hectic as there is plenty to do. Discover top 10 things to do the month before your wedding.

A bottle of Vevue cliquet champagne next to a group of gold rim champagne glasses

Tips for planning your engagement party

by Natasha Grant • 18 Feb, 2024

Discover 5 tops tips for planning an excellent engagement party with style

Image of the outside of Northbrook Park Manor House covered in green Wisteria

Best Dry Hire Venues for Multicultural Weddings

by Natasha Grant • 25 Jan, 2024

The South East of England has a range of gorgeous wedding venues available. This post provides details on 3 fantastic elegant wedding venues that can be booked on a dry hire basis which is a great option for multicultural weddings.

Wedding Planning Tips - Engaged now what?

by Natasha Grant • 17 Jan, 2024

Are you engaged? Well congratulations!! How exciting. By now you have probably told your engagement story thousands of times and looked at your ring millions more! Friends and family may have already started asking you all about the pending wedding, wanting to know all the wedding planning details. It is likely you may not have had a chance to think about it all yet! This article shares some wedding planning tips, to help you decide what to do next or first, when you are ready!

A young black boy in a black suit sitting behind a mini black Mercedes and driving it down the aisle

Tips for dealing with children at your wedding

by Natasha Grant • 05 Dec, 2023

If you do decide that you want to include children in your wedding, you’ll want to make sure that they’re happy and entertained. Discover 5 tips and fun ideas for keeping children entertained during your wedding.

A fireplace filled with cream lit candles with white rose and anemones decorating it

Winter wedding Ideas: 5 top tips for planning your Winter Wedding

by Natasha Grant • 11 Nov, 2023

Winter weddings can be so beautiful, with the cooler weather, seasonal blooms and lots of twinkly lights and candles. It's a great excuse to incorporate this season in your wedding, whilst keeping in mind the importance of keeping your guests warm and comfortable. Read 5 top Winter wedding ideas to help with your planning.

Deep red and gold winter wedding colours mood board

Winter Wedding Colour scheme ideas

by Natasha Grant • 05 Nov, 2023

For engaged couples planning your wedding during the winter months and seeking wedding inspiration for colour palettes, look no further than these unique winter wedding colours inspired by the utter romanticism of the season.

Mirrored seating plan in a white frame on a wooden easel

Wedding Seating Plan tips

by Natasha Grant • 22 Jul, 2023

Creating a wedding seating plan can be a challenging task, but with careful planning and attention to detail, you can create one that ensures everyone has a great time at your wedding. Here are 8 top tips to help you create a wedding seating plan.

Mood board with lilac and pink wedding details flowers and cake

Spring Wedding Colour palette

by Natasha Grant • 23 Apr, 2023

Spring is a season of new beginnings, fresh starts, and beautiful flowers. When creating Spring wedding inspiration, start by selecting a colour palette that reflects the season. Pastel colours like light pink, baby blue, and mint green are popular choices, as are bright and bold colours like fuchsia, coral, and yellow. If you are wondering what is the best colour scheme, here are 3 gorgeous Spring inspired colour palette ideas for your wedding.

Created with