Wedding Planners vs. Wedding Coordinators. What's the Difference and Who to Hire, When


Photo by Emma Hopp.


Hey y’all!

Alright ladies… we’ve talked a lot about what a wedding planner does. Now it’s time to discuss the differences between a wedding planner and a wedding coordinator (often referred to as day-of coordinators but not to be confused with venue coordinators.) I know, I know… it’s enough to make your head spin; all the different kinds of coordinators and what each can accomplish for you on the biggest day of your life. Well, settle in and let me break it down for you. In this post, I’ll help you make sense of the difference between a wedding planner vs. coordinator and whom you should be hiring and when.

Got your wine? (I’ll pause if you need a quick fill-up) Ready?

Here we go:

A wedding PLANNER…

· Puts in anywhere from 70-250+ hours of work

· Negotiates vendor contracts

· Creates floor plans, timelines, and day-of schedules

· Can be contracted whenever, but the earlier the better

· Helps you create a budget (and stick to it)

· Attends site tours, tastings, vendor meetings, dress fitting appointments and more —all at your discretion

· Helps define and refine your vision

· Runs the rehearsal (can also plan the dinner, depending on your planner and what’s included in the package you’ve selected)

· Confirms vendors, relays important logistical and scheduling information

· Manages all aspects of the wedding day including set up, maintaining the schedule, checking in with vendors, tear down, collection of décor items and gifts etc.

· Coordinates day-of transportation and hotel room blocks for out of town guests

· Is a constant source of design ideas and support

Hire a wedding planner if you

· Can afford it

· Have no event planning experience

· Have no free time

A wedding COORDINATOR

· Puts in about 25 hours of work (including 10 the day of)

· Does not negotiate vendor contracts

· Creates floor-plans, timelines, and day-of schedules

· Can be contracted whenever, but usually only meets with you 4-6 weeks before your wedding

· Does not help you create a budget

· Does not attend site tours, etc.

· Does not help you define your vision, and it’ll be too late in the game to help refine your vision by the time they start working with you

· Does not coordinate day-of transportation and hotel room blocks for out of town guests

· Completes a final walkthrough of event space to discuss your design vision and set up

· Runs the rehearsal

· Confirms vendors, relays important logistical and scheduling information

· Manages all aspects of the wedding day including set up, maintaining the schedule, checking in with vendors, tear down, collection of décor items and gifts etc.

· Double-checks your work to ensure you haven’t overlooked any important details

· Can be a constant source of design ideas and support, depending on what’s included in your contract

Hire a wedding COORDINATOR if you

· Want to plan your own wedding

· Have event and/or design experience

· Don’t have the budget for a full-service wedding planner (but keep in mind, several planners offer different packages that may fit your budget)

· Are detail-oriented

· Are organized

· Have a ton of free time

· Are getting married at a venue that requires it (be sure to ask!)

Both wedding planners and coordinators should be hired ASAP. Even if you’re only using a coordinator, don’t wait until a few months before your wedding to find one!

Photo by Emma Hopp.


With years in the event planning industry, I followed my passion and launched Melena Guevara Design in 2020 — a boutique wedding planning company located in SoCal. MGD offers full-service wedding planning, day-of coordination and a la carte packaging to ensure each detail of your wedding is executed to perfection no matter your vision or price point!

For the month of June, I'm giving away FREE 90-minute design calls, normally offered at $150 a pop with code NOJUNEGLOOM. Here you’ll have the opportunity to ask me your most pressing wedding coordination questions. (THINK: How to create a seating chart? How to coordinate bridesmaids’ dresses? How to stay within the budget?) You’ll gain expert advice, a clear direction and the ability to implement actionable strategy for your BIG day.


Click HERE to schedule a call.

MGD looks forward to working with you and achieving the wedding of your dreams.

Let us know….what other questions do you have about wedding planners and coordinators? Comment below!

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Melena Guevara Design

Located in sunny Studio City, CA

hello@melenaguevaradesign.com

818-394-0247

@ 2023 by Melena Guevara Design.