Planning your wedding comes with countless decisions, and just as many questions. One I hear all the time from couples is this: What’s the difference between a wedding planner and a venue coordinator? It’s a great question, and an important one, because while these roles often overlap in name, they are very different when it comes to what they actually do.
So, let’s break down the big debate: wedding planner vs venue coordinator. Who does what and where does their responsibility start and stop. I’m here to help you figure that out.
We’ll also talk about the difference between a full-service wedding planner and a day-of wedding coordinator, so you can get a clear picture of the kind of support that makes the most sense for your celebration.
And if you’re looking for a pro to handle what the venue doesn’t, I’d be honored to help you plan a seamless, stress-free wedding day that’s as beautiful as it is well-orchestrated.
Let’s Start with the Venue Coordinator
Most venues in New York (and beyond) offer a venue coordinator as part of your package. This person is typically employed by the venue and is there to manage the venue's interests, think logistics like unlocking doors, making sure tables are set on time, and managing the in-house team.
What They Do:
A great venue coordinator can be a wonderful asset. They’ll:
Confirm the venue setup
Ensure the kitchen and service staff are running on schedule
Manage access to the property
Serve as your point of contact for venue-related questions
Help with in-house rentals and food & beverage if it's part of your venue package
In short: they’re essential for making sure the venue stays on track.
What They Don’t Do:
This is where the distinction really matters.
While venue coordinators play a crucial role in managing the venue’s logistics, their responsibilities stop at the venue’s borders. They won’t:
Build or orchestrate your complete wedding timeline (they focus only on what involves the venue)
Coordinate with your outside vendors (photographers, florists, musicians, etc.)
Direct your ceremony or cue your wedding party
Oversee the full flow of your day from start to finish
Set up personal décor (menus, signage, family heirlooms, etc.)
Handle off-site issues like transportation hiccups or vendor delays
Think of them as the venue’s go-to person, not yours. They’re fantastic at keeping the house in order, but they’re not running the whole production.
Now Enter the Planner/Coordinator (Hey! That’s Me)
As your wedding planner, my job is to see the whole picture. I’m not just managing a building, I’m managing your entire experience. Whether you’re looking for guidance from day one or just need someone to take the reins in the final stretch, my role is to make sure everything runs seamlessly and beautifully.
Some couples bring me in for full-service planning, where I’m with you every step of the way—from venue scouting and vendor selection to creative design and big-picture logistics. Others may only need coordination closer to the wedding day (often called "day-of" or "month-of" wedding coordination), once the major pieces are already in place. Either way, I’m your advocate and guide, making sure your day is exactly how you imagined, without you (or your loved ones) having to handle a thing.
Here’s what I bring to your day:
Creating a detailed, minute-by-minute timeline that keeps everyone in sync
Coordinating all vendors—not just those tied to the venue
Managing the flow of the day, from getting ready to your last dance
Overseeing your ceremony, cueing your wedding party, and keeping events on track
Handling setup of personal items like signage, favors, and heirlooms
Troubleshooting in real-time (so you don’t even know a problem happened)
Wrapping up the night and packing your belongings, so you can head off stress-free
In short: whether I’m planning with you from the very beginning or jumping in once your contracts are signed, I’m your partner in making sure the day feels effortless, intentional, and totally yours.
Why a Venue Coordinator Isn’t a Substitute for a Planner
Let’s set the record straight: venue coordinators are valuable, but they’re not a replacement for a wedding planner.
Their job is to manage the venue’s interests. Making sure tables are set, lights are on, and the in-house team is on schedule. And they do it well.
But when it comes to your vision, the flow of the entire day, and the needs of your guests and vendors, that’s where I come in.
As your planner (or day of wedding coordinator), I’m not tied to one property. I’m tied to you. I manage every moving part, from hair and makeup to the last candle being packed. I’m cueing your ceremony, keeping your timeline on track, and making sure that your gluten-free cousin actually gets her dinner.
Bottom line? Your venue coordinator runs the space. I run the experience. And when we work together, everything comes together seamlessly, beautifully, and without the stress on your shoulders.
Real Talk, What Happens Without a Planner or Day-of Coordination
Here’s the part no one likes to talk about, but we’re keeping it real: when you don’t have a planner, those tasks fall on you, your mom, your best friend, or a very overwhelmed maid of honor.
I’ve seen it happen. Guests wandering around because no one knows where to go. A delayed ceremony because no one remembered to cue the musicians. Vendors texting the bride while she’s in hair and makeup. Trust me, you don’t want that stress on your wedding day.
A venue coordinator won’t coordinate your whole team or direct your day minute by minute. That’s my role. Whether you have me on for full-service planning or day-of wedding coordination. When I’m there, you get to be fully present, soaking in the joy while I handle what’s happening behind the scenes.
Final Thoughts on Wedding Planner vs Venue Coordinator
At the end of the day, understanding the difference between a wedding planner vs venue coordinator comes down to knowing who’s working for the venue, and who’s working for you. Whether you need full-service planning or just day-of coordination, having someone in your corner makes all the difference.
I’d be honored to step in, take the pressure off, and make sure your day is everything you’ve dreamed of—seamless, stress-free, and beautifully executed from start to finish. Ready to get started? Let’s chat.
