There are countless reasons to hire a wedding planner, but they might not be so obvious if your venue already offers an on-site coordinator. Why would you hire a vendor that has a seemingly similar job? Why would you spend more money? What are the differences between a wedding planner and the venue’s coordinator?  Ashley, president of Hello Productions, is answering those exact questions today. As an event planner with over 15 years of experience and as former venue coordinator, she knows a thing or two about the differences in these roles. She’s listing out a few points so that you can compare a venue coordinator versus a wedding planner and decide if the former will provide what you’re looking for, or if you need someone working specifically for you.

From Ashley of Hello Productions…

1.) Hiring Vendors

Venue coordinators may give recommendations on vendors, but they are not going to coordinate and attend meetings with you and those vendors that you eventually do hire (unless, of course, they REQUIRE that you use their in-house vendors).

An independent planner will be very involved with your vendors by coordinating interviews, hiring, reviewing the contracts, planning all of the details, and following up the week before the wedding to finalize all items.

2.) Creating a Design Deck, Budget Spreadsheet, and Month-to-Month To-Do List

A venue coordinator is not going to sit down with you to figure out all of the design details you want to incorporate into your wedding.

An independent planner will create a design deck that captures every single element you want to include – from the ceremony elements to cocktail hour, the reception, and more.

We will also create a budget spreadsheet to determine the areas where you want to spend more of your budget and then keep you on track throughout planning. We will also be sure to let you know when vendor payments are due, give you tipping recommendations, and distribute tips the day of the wedding.

In addition to the budget, we will ensure all tasks are being completed in a timely manner from month-to-month.

3.) Coordinating Save the Dates, Invitations, & All Other Signage

A venue coordinator will not sit down with you and an invitation designer and discuss your guest list and formalities and protocols with invitations.

An independent planner will coordinate all of your save the dates, invitations, and all other wedding signage. If you’re using an online platform, we will assist with that as well.

4.) Assisting with DIY Projects & Personal Elements

A wedding is a very personal event, and we want to make sure that personal elements are incorporated into the wedding so people can see what makes the couple’s relationship so special and unique.

5.) Focus on the Day Of

When I worked as an event coordinator at a venue, I had to follow a set of guidelines that put the venue’s interests first and foremost. Of course venue coordinators want the couple to have a wonderful wedding just like everyone else, but they were hired by the venue to keep the venue free of damage, all people inside of the building safe, and, if they have in-house catering, to make sure everything is perfect with the food service and presentation.

This is why it is GREAT when a venue coordinator and an independent planner can work together. The venue coordinator can fully focus on these items and not be pulled into some of the more personal elements. You can be sure the cleanliness of the venue, the presentation of the food, and the safety of your guests is being fully focused on.

The independent planner will fully focus on YOU and your family and wedding party, making sure you are staying on schedule, eating lunch beforehand, tending to any mishaps with hair, makeup, and wardrobe (we have gone to the store to buy eyelash glue and have often had to sew a groomsman’s suit cuffs or hem their pants!) Even if you only hire an independent planner for month of/day of coordination, you will still get this service on the day of your wedding.

If you’re still unsure, it doesn’t hurt to have a conversation with the venue coordinator and ask them specific questions on what they will be assisting with outside of venue-specific items.