Independent Wedding Planner or On-site Coordinator

Hi Wedding Watchers!  I get this question a lot!  So it needs to be addressed asap.  An Independent Wedding planner or On-site venue coordinator?… that’s the question. So which do you need? Think about what works best for you.  Both are great for different reasons. This question causes a lot of dilemma for couples ready to plan their wedding. Weddings are expensive, we know, but having a planner should be worked into all budgets, large, small or in between.  Planning a wedding is a full-time job.  Of a list of stressful jobs, we rank #6… yup, 6. Add an additional 40+ hours to your workload too.  So what’s the difference? Yes, there are a lot of overlap, between what the two do, but nonetheless, there is a difference.  Let’s begin with the on-site venue coordinator.  They are always offered at the wedding venue of your choice.  These are the paid employees who highlight the venue, work with you on room layout, provide their preferred vendor list, and catering needs. What most brides don’t understand is that the venue coordinator is there for the venue.  They coordinate between yourself and the staff. They are all aware of your wedding and do all tasks based on what the contract.  Depending on the venue, the venue coordinator leaves either after the meal.  Brides and grooms often think that the venue coordinator is the planner. Not true.  They don’t plan or coordinate the actual wedding. There are even times that you could coordinate your entire wedding with one venue coordinator and have someone else on the day of the wedding (this happened to me).  Although everything was awesome, it made me weary and worry a bit.  Two feelings you shouldn’t really have on the day of the wedding.  Nothing against venue coordinators, they are very helpful and are efficient, and unfortunately they sometimes get blamed for responsibilities they aren’t really a part of too.  They are not the ones to handle “hiccups” during the wedding. The bride then spends the entire wedding stressing out about the details and her timeline happening as it should.  They don’t work with outside vendors to ensure the special details that you can’t wait to see at your wedding are completed.  The room you chose is set up the way you discussed, the tables and chairs are placed in the room, and the tables are set.  Done.  The downside of this is that there are multiple vendors that are coming in, like the florist, DJ etc.  who have to come in and set up, and because of that, the bride never really stops wondering if “they’re doing it right” or ” are they there on time”. Also, is the photographer going to get shots of the finished product, are the flowers placed the way it was discussed? There’s a lot going on. There is too much to keep track of.  Your on-site venue coordinator doesn’t handle that, you do.  A venue coordinator has its boundaries, but a wedding planner’s tasks are for the most part unlimited.

 What does a Wedding Planners do?  Well first, a wedding planner looks out for the best interest of you.  Wedding planners are there every step of the way.  They go with you to your venue options, conduct rehearsal, work closely with all other vendor and confirm all details.  They also ensure that you get not only everything the venue promised, but also everything the other vendors promise.  They deal with every aspect and detail of the entire wedding, including working with the venue coordinator to ensure accuracy and precision throughout.  Wedding coordinators not only set up your wedding décor, flowers, place cards, table numbers etc.  Two of the most important things a wedding planner can do for you is manage your budget and timeline.  A wedding planner is a lifesaver in this area. Weddings are expensive and trying not to over spend can be difficult.  Planners help with where you should spend your money, and keep you on track.  Running behind schedule, bridesmaid running late? A photographer is taking too long with family photos?  Your planner is your behind the scene director, so to speak.  They make sure everyone plays their parts and knows where they should be and that everything is happening in their allotted times.  One thing you absolutely cannot avoid are unforeseen issues that come up on your big day.  The last thing you want to do is give and stress someone (MOH/ Parent) with the responsibility to take care of these issues.  That person will have no fun at your wedding and it then becomes a regrettable decision.  A wedding planner (or coordinator) by your side, relieves the stress from these unavoidable moments, and allows you and your guest to just focus on enjoying the entire wedding.  We also travel with handy kits too!  One thing brides forget, is that their planner is their mediator, partner, can give an unbiased point of view; their attention is focused on you and the groom.  

If you decide to plan your own wedding, then a venue coordinator is all you need.  What I will say is that if you go that route, you don’t have to settle for their preferred vendors list.  Go out and venture on your own.  There is so much to see and discover, trust me!  I emphasize this heavily, please do NOT allow a venue coordinator to tell you that you don’t need a wedding planner.  You do. They are essential to your wedding journey.  Wedding planners are unfortunately  underestimated.  If you are like most brides, hire  a wedding planner or wedding coordinator for your wedding journey, you won’t regret it!!  And remember, every venue is unique.  I am not bashing venue coordinators at all.  There are plenty (some that I know), who are awesome and valuable to your wedding process. If you do decide to plan your own wedding, make sure you’re ready to add another 40+ hours to your work week and know exactly what you’re getting. Until next time Wedding Watchers.