Even if you DIY, a wedding planner or coordinator is almost essential to ensure your event goes off without a hitch. You’ve locked down the date, the dress, the venue – and now your inbox is full of vendor questions, timeline chaos, and people asking if they can bring their cousin’s girlfriend. This is where a planner or coordinator steps in to save the day… but which one?
If you’re confused about whether you need a wedding planner, a day-of coordinator, or if your venue coordinator already has it covered, you’re not alone. Let’s break it down in real talk—because they’re not the same thing, and knowing the difference can save you major stress (and money).
The Wedding Planner: Your Full-Service MVP
What they do:
A wedding planner is your go-to person from start to finish. Think of them as your project manager, creative director, and wedding therapist all rolled into one.
They’ll handle things like:
- Creating and managing your full planning timeline
- Budget management and vendor recommendations
- Reviewing contracts (to catch sneaky clauses)
- Designing the overall look + feel of the day
- Managing RSVPs, hotel blocks, seating charts, rentals
- Keeping your brain from exploding
When to hire one:
You’re busy, overwhelmed, or planning a wedding from out of town (or country). You want help making decisions and value guidance every step of the way. You do not want to be texting your florist while in line for your coffee.
What they don’t do:
Most planners don’t book vendors for you (they’ll recommend and introduce, but you sign…if you’re looking for more take a look at a full service or luxury planner). They also don’t magically make problems disappear – but they do know how to solve them fast. Check out my friends at The Perfect Day…they’re the best!
The Day-Of Coordinator: Your Calm in the Chaos
What they do:
Despite the name, they don’t just show up on the wedding day. A day-of coordinator typically hops in 4–6 weeks out to pull all your planning into one cohesive plan and run the show.
They’ll handle things like:
- Creating or finalizing your timeline
- Confirming details with vendors
- Running your rehearsal
- Setting up decor the morning of
- Keeping the ceremony on time
- Fixing whatever inevitably goes sideways
When to hire one:
You’ve planned everything yourself but need someone to quarterback the big day so you’re not answering vendor calls in full glam. You want someone to run the event so you (and your friends) can actually enjoy it.
What they don’t do:
They don’t help you book vendors or design your wedding. They’re not in it for the long haul – they’re there to make sure what you planned goes off without a hitch. Check out Wedding Day Girl…Rhianna is amazing!
The Venue Coordinator: The House Manager
What they do:
A venue coordinator works for the venue – not for you. Their job is to make sure the venue runs smoothly and their policies are followed.
They’ll handle things like:
- Unlocking and locking the building
- Managing the catering team (if in-house)
- Ensuring vendors follow venue rules
- Turning on lights, AC/heat, restocking bathrooms
- Sometimes: overseeing setup if rentals go through them
When to rely on them:
They’re amazing at what they do – but their focus is on the property, not your wedding as a whole. Don’t expect them to know your vendor preferences, cue your ceremony, or wrangle groomsmen for family photos.
What they don’t do:
They don’t manage your timeline, set out your personal items, or communicate with all your vendors. If something goes wrong outside their realm (like your florist running late or your DJ needing help with setup), it’s not their job to fix it.
Quick Breakdown: Who Does What
| Task | Wedding Planner | Day-of Coordinator | Venue Coordinator |
|---|---|---|---|
| Helps plan design + style | ✅ | ❌ | ❌ |
| Manages budget + vendors | ✅ | ❌ | ❌ |
| Runs rehearsal | ✅ (or shares w/ DOC) | ✅ | ❌ |
| Coordinates wedding day | ✅ | ✅ | ❌ |
| Decor setup + tear-down | ✅ (or team) | ✅ (lite version) | ❌ (unless included) |
| Vendor communication | ✅ | ✅ | ❌ |
| Works only for the venue | ❌ | ❌ | ✅ |
So… Who Do You Actually Need?
That depends on your vibe, your bandwidth, and your budget.
- Need help from day one? Go with a full-service planner.
- Planning everything yourself but want support that weekend? Hire a day-of (or month-of) coordinator.
- Venue includes a coordinator? Great – but don’t assume that means you don’t need your own. Ask what they actually do. Spoiler: it’s usually limited to venue-specific tasks.
Pro tip: Some coordinators and planners offer hybrid packages, so if you’re somewhere in-between, ask about customization.
Final Thoughts: Invest in Your Peace of Mind
Your wedding day goes by in a flash—but the right planner or coordinator can make it feel effortless, seamless, and actually fun. Whether you’re planning the whole thing solo or have a Pinterest board that looks like a fire hazard, the real win is having someone in your corner who knows what’s coming, keeps things on track, and lets you soak it all in.
So yes, your venue is beautiful. But if you want to actually enjoy your wedding without running it? You’ll want your own pro behind the scenes.
Want help picking a planner or coordinator that fits your vibe (and budget)? I’ve worked with some incredible ones—happy to share a few recs. Want to check out some of my favorite planners around town? Austin Planners You Need To Know
