And Confidently Answer: “Why do I need a planner if the venue has a coordinator?”

by Danielle Andrews, President and Co-Founder of The Wedding Planners Institute of Canada Inc.

Nearly every wedding planner has heard this question, and it’s completely understandable why couples ask it. The titles sound similar, and many venues proudly promote that they offer an in-house coordinator, often leading couples to believe the role replaces a wedding planner.

But as professionals in the industry, we know the truth:

A Venue Coordinator and a Wedding Planner serve very different purposes, report to different people, and manage entirely different aspects of the wedding.
When both roles work together, the result is a seamless, stress-free, beautifully executed event.

This article gives you the clearest, most professional way to explain that difference to your clients.

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Start with the Simple, Memorable Explanation

When a couple asks, “Why do I need a planner if the venue has a coordinator?” respond with:

“Your Venue Coordinator manages everything that belongs to the venue.
I manage everything that belongs to you and your wedding vision.”

That single sentence instantly removes confusion.
Now you can expand with clarity and confidence.

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The Venue Coordinator’s Role: What Couples Need to Know

Venue Coordinators are valuable partners, but their role is specific and limited to the venue’s responsibilities. Explain that their priorities include:

Venue Coordinator Responsibilities

• Managing banquet and venue staff
• Overseeing food & beverage service
• Ensuring the space is set based on the venue’s standards
• Maintaining venue rules and policies
• Troubleshooting venue-specific issues (power, washrooms, lighting, HVAC)
• Handling menu selections, tastings, and venue paperwork
• Coordinating setup of items included in the venue package
• Ensuring venue safety and liability protocols

Then emphasize:

“The venue coordinator’s first responsibility is to the venue, not to your entire wedding.”

This helps couples understand that the venue coordinator’s scope is focused and operational—not holistic.

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The Wedding Planner’s Role: What You Bring to the Table

This is where you highlight your full value:

Wedding Planner Responsibilities

• Creating the complete, all-vendor timeline
• Managing the day from start to finish, not just once the couple arrives onsite
• Overseeing all vendors: beauty, photo, video, florals, décor, entertainment, transportation, officiant, rentals, stationery, and more
• Styling, placing, and setting personal décor and sentimental items
• Running the rehearsal (venues rarely do this)
• Directing the ceremony processional
• Managing guest flow, cues, and timelines
• Handling personal emergencies and sensitive family situations
• Fixing issues with attire, makeup, hair, or missing items
• Navigating contract misunderstandings or vendor delays
• Creating Plan B, C, and D for weather, logistics, or unexpected complications
• Collecting, packing, and ensuring personal items are returned at night
• Being by the couple’s side every moment they need you

Then reinforce:

“My role is to manage the entire wedding, from the moment you wake up until the last item is packed and loaded.”

Couples often don’t realize planners provide this level of comprehensive support.

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What Venues Don’t Do: Clarifying Expectations

Couples don’t always understand what is not included with a venue coordinator. This list is extremely helpful when explaining your value:

A Venue Coordinator typically does NOT:

• Confirm all vendors or manage their arrival
• Create the full wedding timeline for all suppliers
• Set up décor outside of what the venue provides
• Personalize the ceremony order or cue the wedding party
• Run the rehearsal
• Handle beauty schedule delays
• Manage wardrobe issues
• Troubleshoot missing items (bouquets, boutonnieres, rings, etc.)
• Navigate family conflicts
• Execute a complex design vision
• Stay late into the night if their shift ends
• Pack up personal belongings or décor afterward

This list alone often creates instant clarity.

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Use Real Wedding Day Scenarios to Drive the Point Home

Couples understand examples more easily than abstract explanations. These scenarios always resonate:

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Scenario 1: The florist is late

Wedding Planner: Calls the florist, adjusts timeline, reallocates setup help.
Venue Coordinator: Cannot intervene—it’s not their vendor.

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Scenario 2: It starts raining 15 minutes before the outdoor ceremony

Wedding Planner: Moves décor, informs guests, redirects photographer, cues revised plan.
Venue Coordinator: Prepares the indoor space and adjusts staff setup.

Each solves different parts of the problem—together.

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Scenario 3: Hair & makeup is running behind

Wedding Planner: Reorders photo timeline, updates vendors, keeps the day on track.
Venue Coordinator: Isn’t onsite yet, so this isn’t in their scope.

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Scenario 4: A family disagreement escalates

Wedding Planner: Handles it with professionalism and discretion.
Venue Coordinator: Not part of personal matters.

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Scenario 5: Décor needs to be set up

Wedding Planner: Places signage, escort cards, candles, personal touches, sentimental items.
Venue Coordinator: Sets only what is included in the venue contract.

Couples love these examples—they make the roles extremely easy to understand.

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How to Phrase It When Speaking to Couples

Here are client-friendly explanations you can use verbatim:

“Your Venue Coordinator is an expert in their space.
I’m an expert in making your entire wedding come together.”

“Think of me as the project manager of your whole wedding,
and your Venue Coordinator as the manager of the venue.”

“Your venue coordinator starts when the venue opens that day.
I start long before: confirming vendors, styling décor, managing the timeline, and guiding the entire event.”

“A venue coordinator executes the venue’s responsibilities.
I execute your vision.”

These phrases are clear, professional, and non-confrontational.

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Why Having Both Is the Dream Team

This final point reassures couples that the goal is collaboration, not replacing anyone.

When you have both, you get:

• A venue expert
• A wedding expert
• Seamless communication
• Full coverage of every detail
• A stress-free experience for the couple
• A flawless flow for guests

“Your venue coordinator and I are not duplicates. We are two professionals working together to create the best possible experience for you.”

Couples feel reassured knowing everyone is working as one team.

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Final Thought

When couples understand the difference, they immediately recognize the value of hiring a professional wedding planner. This explanation empowers you to clearly (and kindly) communicate your expertise, your role, and your irreplaceable contribution to their wedding day.