Why You Want a Wedding Planner and Need a Coordinator

I never knew what the difference was between a wedding planner and a wedding coordinator. Plus, why would you need one? I can tell you from a Photographers standpoint and a bride - you need a coordinator and you want a wedding planner.

What is the difference between a wedding coordinator and a wedding planner?

A Wedding coordinator is someone that is there to assist you the day of the wedding. They correspond with all of your vendors, help organize and direct day of event tasks and events. Your family and friends should be allowed and able to enjoy the day while a professional can manage the tasks for you. There are so many aspects of a wedding day, a seasoned professional will take care of so many tasks you didn’t know about so you can simply enjoy your day.

A wedding planner is someone that is with you through your wedding planning process. They help you manage design plans, budgeting, finding vendors, organizing tasks, and help you with all the wedding planning details!

Can’t my friend or family member be my coordinator?

If your friend is a wedding planner and coordinator and they offer to do this for you for your wedding, I say go for it. But, would not recommend having a friend or family member work on your wedding day. Your wedding should be an experience your friends and family are able to enjoy and actually experience. A note from Emily, owner of In The Details Weddings, unlike your mom or aunt, a wedding planner can anticipate needs and potential obstacles because they have done so many weddings before.

If your friend is a wedding planner and coordinator, I would not assume they would offer this for free. This is a job that they have mostly likely had experience and know the ins and outs of weddings.

What do they do?

Many planners and coordinators have different levels of packages and involvement. They can help you plan with design, budget, communication between other vendors. Day of they can help with timeline management, coordinating all vendors and events, setting up and tearing down. They do so much more than stand around with a clipboard and tell you what’s next on your timeline!

Check out Spoke Events and their packages

Check out In The Details Weddings and their packages

What if my venue has a wedding coordinator?

Venue coordinators are there to help the venue staff stay organized. They do not communicate with all vendors like an individual wedding coordinator. A Wedding coordinator is there to serve you while a venue coordinator is there to serve the venue. They may be able to recommend help and some tips - but your wedding coordinator will go beyond the roles of a venue.

When should I hire a wedding planner?

As soon as possible! A wedding planner will help you with the whole process. You can contact planners to see what their options are, and how they can help you reach out to other vendors to create an easier wedding planning process. Wedding Professionals tend to book out about a year in advance.

When should I hire a coordinator?

I honestly believe you should reach out to vendors as soon as you can. You want to have a team of people you love and trust for your wedding day while they are available. I know some coordinators that say to book them 2 months out from their wedding and some recommend booking them a year out.

Why I personally think you need a coordinator-

As your wedding photographer, my job is to photograph and document your day. When a coordinator is not at a wedding, this role tends to fall on the photographer. Yes, we help create a timeline, but this is based on photo needs. We do not control or help coordination with all of the other vendors. When the role of coordinator falls on me as the photographer, it creates a gap in my performance. I am a professional and do know how to work through obstetrical and make things work for you.

A few examples of when a coordinator helps:before you go to cut your cake and realize that you do not have a fork, napkin and plate ready, your wedding coordinator will have double checked with the caterer that it is there for your photos. Which is also something I, as the photographer, would not have time to do because you are busy capturing the moment (I’ve definitely had to help in these situations and it can cause a delay in your timeline). A second example is, your bridal party has decided to join cocktail hour and now aunt Susie has to go find them all to do the reception grand entrance but they’ve been drinking and won’t listen to her. A third example is getting the gifts in the car at the end of the night while your family is still enjoying the party. Your coordinator will help in so many situations, these are just a few.

Hiring a coordinator allows you to set yourself up less stress, if not a stress-free day.

Download my wedding planning checklist

***this checklist does not replace a wedding planner. they help with SOOO much more than a checklist