Why an Onsite Venue Coordinator is NOT the Same as a Wedding Planner

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

One of the most common misconceptions in wedding planning is when couples say, “I don’t need a wedding planner; my venue has an on-site wedding coordinator.” If you’ve ever thought this, you’re not alone—but, excuse me for being so blunt, this is one of the silliest and most uninformed things a couple can say when planning their big day. While both roles are important, and they are complimentary, a venue coordinator is NOT the same as a wedding planner. They are two very different, very distinct roles.

Venue Coordinator vs. Wedding Planner: Know the Difference

A venue coordinator works for the venue. A wedding planner works for the couple. These are two very different jobs with different priorities and responsibilities. Both roles are very important to a seamless wedding day.

What a Venue Coordinator WILL Do:

• ✅ Manage venue-related logistics, such as lighting, heating/cooling, restrooms, and security.
• ✅ Ensure the venue is set up according to its policies and standards.
• ✅ Oversee the in-house catering and bar staff (if provided by the venue).
• ✅ Act as a point of contact for venue-related questions and troubleshooting.
• ✅ Ensure the venue is cleaned and ready for use.

What a Venue Coordinator Will NOT Do:

• ❌ Help you choose and book outside vendors like florists, photographers, or DJs (of course they will have a list of preferred vendors to share with you).
• ❌ Manage vendor contracts, timelines, or payments.
• ❌ Assist with designing and styling your wedding vision.
• ❌ Be available for meetings, dress fittings, or overall wedding planning.
• ❌ Troubleshoot issues with outside vendors or guest logistics on the wedding day.
• ❌Attend any element of your wedding that is offsite (like coming to your home on the wedding day to assist with getting ready, or attending offsite wedding photos, etc.)

What a Wedding Planner Brings to the Table

A wedding planner is your personal advocate throughout the entire wedding planning process. Their sole job is to make sure your vision is executed flawlessly and that everything runs smoothly—far beyond what a venue coordinator can or will do.

Key Responsibilities of a Wedding Planner:

• ✅ Vendor Management: Sourcing, booking, and coordinating vendors to fit your budget and vision.
• ✅ Timeline Creation: Designing a full wedding-day schedule, ensuring every detail is accounted for.
• ✅ Design & Décor: Helping bring your wedding aesthetic to life with styling guidance and recommendations.
• ✅ Guest Experience: Managing seating charts, RSVPs, transportation, and special requests.
• ✅ Crisis Management: Handling last-minute issues like missing flowers, late vendors, or unexpected weather changes.
• ✅ Full-Day Coordination: Managing the event from start to finish, ensuring vendors arrive on time and everything runs smoothly.

Why You Need Both

A venue coordinator ensures the venue operates efficiently on your wedding day, but they are not responsible for ensuring your entire wedding day runs smoothly. On the other hand, a wedding planner oversees every detail of your wedding, from vendor management to guest experience and timeline execution.

When both professionals work together—each staying in their own lane—the result is a seamless and stress-free wedding. However, relying solely on a venue coordinator is a risky move that often leads to unnecessary stress, unmet expectations, and a lack of personalized attention on one of the most important days of your life.

Final Thought

Saying, “I don’t need a wedding planner because my venue has a coordinator” is like saying, “I don’t need a travel agent because my hotel has a concierge.” Sure, the concierge can help with dinner reservations or room service, but they’re not planning your entire vacation, booking your flights, or handling your itinerary.

If you want a wedding that is meticulously planned, stress-free, and flawlessly executed, hire a professional wedding planner. Your venue coordinator is there to ensure the venue is running smoothly, but your wedding planner is there to ensure that your entire wedding day is everything you’ve dreamed of.