What’s the Difference Between a Wedding Planner, Venue Coordinator, and Day-of Coordinator?

Hey friend! Welcome back to the Let’s Get You Hitched Podcast, powered by Melchy Hill Photography. I'm Melchy, your favorite wedding photographer and photo BFF. Today, we're diving into a topic that pops up a lot in wedding planning groups—what’s the difference between a wedding planner, venue coordinator, and a day-of coordinator?

It’s a great question—because honestly, the lines can get a little blurry. So let’s break it all down together, nice and simple.

1. Wedding Planner (aka Your Ride-or-Die from Start to Finish)

A wedding planner (or wedding coordinator, depending on the terminology used) is your go-to person for the entire planning process. Think of them as your wedding MVP. They’re with you from the moment you say "Yes" to the final dance of your reception.

Here’s what they usually help with:

• Creating a vision board and managing your budget

• Recommending trusted vendors (photographer, caterer, DJ, etc.)

• Crafting your timeline (super helpful for your photographer—you’ll thank yourself later!)

• Handling RSVPs, seating charts, hotel blocks, and even transportation

• Solving last-minute problems (aka being a superhero in heels or loafers)

• Coordinating the rehearsal and wedding day flow

• Helping with final touches like bustling your dress or managing gifts

💡 Pro Tip: If the thought of juggling a million tiny wedding details makes your eye twitch, a full planner is worth every penny.

2. Venue Coordinator (Team Venue All the Way)

Your venue coordinator is there to make sure everything runs smoothly at the venue. Their job is all about representing the venue’s interests, making sure everything on their side is handled perfectly.

Depending on what your venue offers, they might:

• Help you choose linens, tableware, or other decor included in your package

• Coordinate in-house catering or bar service

• Oversee setup for tables, chairs, and AV equipment

• Work with outside vendors (if allowed) to manage setup

• Ensure the facility stays clean and secure (especially in unique venues like museums)

💡 Important: They’re amazing, but they don’t typically manage your timeline or coordinate with all your vendors. That’s where your planner or day-of comes in.

3. Day-of Coordinator (The Wedding-Day Ninja)

A day-of coordinator actually steps in about a month before the big day. They're perfect for couples who did most of the planning themselves but want someone to make sure everything flows beautifully.

Here’s what they do:

• Review your timeline and vendor contracts

• Attend and run your rehearsal

• Handle last-minute problems on wedding day

• Coordinate vendor arrivals and set-up

• Manage your timeline so things stay on track

• Oversee clean-up and teardown

💡 Think of them as the person who brings your months of hard work to life—without you having to manage the chaos on your wedding day.

So, Which One Do You Need?

It really depends on your budget, venue offerings, and how much planning support you need (or want to outsource). Here’s a quick breakdown:

If you want...	You might need...
Full planning support and vendor help	A Wedding Planner
Someone to help just at your venue	A Venue Coordinator
Wedding-day execution only	A Day-of Coordinator

My Experience (Spoiler: I Should've Hired a Planner!)

When I got married during the middle of COVID, I had to plan and replan my wedding at least 10 times thanks to ever-changing restrictions. By the end of it, I was so done. I remember thinking, “I just want this wedding to happen already!”

If I could do it over again, I definitely would have hired a planner—just to take the pressure off and help me enjoy the moment.

Final Thoughts

Weddings are a big deal, and they come with a lot of moving parts. Whether you DIY the whole thing or bring in a full squad, just know that there’s no wrong choice—only the best choice for you.

And if you’re a wedding planner, venue coordinator, or day-of pro reading this and I got something wrong, feel free to reach out! I’m always happy to update and keep couples informed.

Thanks for reading, and if you’re in the middle of planning—hang in there. You’ve got this. 💍

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Need photography to match your dream wedding team? I’d love to capture your big day with timeless, authentic images that tell your love story.

Reach out here → melchyhillphotography.com/check-your-day

With love,

Melchy

Melchy Hill Photography