Wedding Planner vs Wedding Coordinator
- nidhikamboj29
- 3 days ago
- 4 min read
Wedding planner vs Wedding coordinator? Aren't they the same thing? Or are they?
While some duties may overlap, they are not the same thing. These two roles often get confused more than any other and while they may sound interchangeable, their roles are distinct—and knowing the difference can help you decide what kind of support you truly need.
A Wedding Planner is Your Vision Architect
Think of your wedding planner as a project manager in charge of making your dream wedding possible and engagement relaxing! They essentially handle all aspects and logistics of a wedding with your wedding goals and priorities in mind.
A Wedding Planner's role typically involves:
Budget creation and management (while setting the budget is your responsibility, your planner can help you determine if your budget is realistic for your vision and how to best invest your budget.)
Vendor recommendations, negotiations, and contracts (experienced wedding planners can recommend reliable vendors and can help you assemble a dream team of wedding vendors!)
Venue scouting and booking support
Styling suggestions or referrals to designers
Timeline development for the entire planning process
Ongoing communication with vendors throughout the months leading up
Think of your planner as being your second brain and calming presence when things feel overwhelming.
They don’t just help you plan your wedding—they help you design it, navigate it, and execute your dream in a cohesive way. If you’re busy, unsure where to start, or planning a wedding from out of town (like many of our couples visiting Gibsons), a wedding planner can be invaluable.
A Wedding Coordinator is Your Day-Of Guardian
A wedding coordinator's role is to bring all your planning to life by making sure the pieces fit together smoothly. They step in later in the game—usually a few weeks (or a month) before your big day.
A Wedding Planner's role typically involves:
Reviewing all your booked vendors and plans (they don’t choose or hire vendors. This simply includes making sure vendors are on the same page.)
Finalizing timelines and floor plans
Confirming details with your vendors (includes managing vendors, making sure timelines are followed, handling any issues that may arise, and making sure that the plans you’ve made for your wedding are executed.)
Running your rehearsal (if included in their package)
Managing the flow of the event on the wedding day
Handling any last-minute logistics so you can stay present and joyful
Coordinating with venue owners/managers (especially that venue policies are being followed)
Setting up and tearing down of items that have been brought in by rental company or wedding planner
Think of a coordinator as a stage manager of your big day, where the casting, set design and the direction has been done and the coordinator is there to ensure everything flows smoothly behind the scene.
So the question is - which one do you need?
It is important to note that there is no right or wrong answer as it all depends on your requirement and what feels and fits best in your planning and budget. Some couples want a full-service planning while others enjoy doing the legwork and simply want someone to tie it all together.
Few things to consider before deciding if you need a planner or a coordinator are:
The amount of support you require throughout the process.
Will your venue require lots of logistical support? for example at High Beam Dreams, the heaviest rental things like chairs and tables are provided in the rental packages. Therefore, it reduces some logistical challenges. Check our FAQs to find out more on our rental packages.
Are you comfortable managing timelines, budgets, and vendor contracts? (if no, you need a wedding planner. If yes, go for a wedding coordinator)
Do you want help designing the look and feel of the day—or just making it run smoothly?
Consider the above points and this will help you decide which one will fit best in your journey leading to your big day.
At High Beam Dreams Events Venue, we support both. Whether you’re working with a planner from day one or bringing in a coordinator closer to the date, we welcome collaboration. We work closely with all wedding professionals to ensure your experience here on Sunshine Coast is beautifully seamless.
If you're unsure which route to go, we’re happy to share recommendations based on your needs. After all, your wedding day should feel effortless, and entirely yours. Contact us and let's start working on making your day magical!
Book a tour today and let’s create something unforgettable. Contact us about our most sought after dates for the 2025 and 2026 seasons. You can also contact us on Instagram and Facebook.
Image Credit: Image 1: Charissa Jewell Photography
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Thank you so much for stopping by our blog, we hope you found this information helpful. We want to use our blog to increase awareness and support for locally owned wedding venues. Locally owned wedding venues tend to provide a higher level of expertise, service and dedication. They also have far less turnover than corporate owned or investor owned venues. As you plan your wedding we hope you will consider a locally owned wedding venue like ours.
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