AND IF YOU PREFER TO READ, HERE'S THE SUMMARY OF THE PODCAST EPISODE!

Today’s episode is especially important for anyone who’s feeling torn between hiring a planner or relying on their venue’s in-house coordinator—or maybe you’re just not sure what each one actually does. This is something that comes up all the time with couples, and I get it. When you’re booking a venue and they mention there’s a coordinator included, it can sound like you’re getting a built-in planner. But what most couples don’t realize is that these roles are designed for very different things. A venue coordinator is there to manage the venue’s interests—they’ll be your go-to for things like load-in times, final walkthroughs, and making sure the venue itself is prepped and ready. But when it comes to managing your vision, vendors, timeline, contracts, budget, and everything else that makes your day truly yours? That’s where a wedding planner comes in.

I’m not here to pit planners against coordinators—far from it. I’ve worked with so many incredible venue teams, and when we collaborate well, the experience for our couples is even better. But it’s important to go into the planning process with clear expectations. Thinking your venue coordinator will do the same things as a full-service wedding planner can leave you feeling frustrated or unsupported, especially as the big day gets closer. So let’s walk through it all—the responsibilities, the boundaries, and the key differences—so you can feel confident and clear on who’s doing what, and how to build the support team that fits your needs best.

 

WHAT DOES A VENUE COORDINATOR ACTUALLY DO?

Let’s start by clearing something up — venue coordinators are not the enemy. In fact, I love when my couples book venues that have solid, dependable coordinators. They’re often super helpful, organized, and genuinely want the day to go well. But the keyword here is venue. A venue coordinator is employed by the venue, and their priority — as wonderful as they may be — is to make sure that the venue’s operations run smoothly.

They Represent the Venue — Not the Couple

A venue coordinator’s role is to advocate for the venue, first and foremost. That means making sure the space is clean, accessible, and ready for guests. Their job is to manage the property, not the people. While they might be lovely and helpful, their loyalty is to the venue’s reputation, policies, and staff — not to your family dynamics, vendor questions, or personal timeline preferences.

They Focus on the Venue’s Schedule

Venue coordinators typically manage access to the space — like when vendors can load in, when the ceremony needs to start, and when you need to be out. If your hair and makeup is running behind or your shuttle driver gets lost, they may not be in a position to help. Their priority is making sure the venue’s operations run on time — not juggling your full day-of logistics.

They Might Not Stay for the Entire Wedding

It’s super common for a venue coordinator to work a shift — meaning they’re there for a portion of your day and then hand things off to another staff member. That could mean you lose continuity with the person who helped you plan, especially at larger or resort-style venues. It’s always worth asking: Who will actually be there on the day of my wedding?

This goes for the planning process too. Often when you work with a planner, you have one lead planner the entire time. With a venue coordinator, they are hired by the venue so they can be replaced, transferred, or move on to another opportunity with zero notice.

Their Role Doesn’t Usually Include Personal Details

Venue coordinators generally aren’t going to cue your music, pin your boutonniere, or help your mom bustle your dress. They’re not responsible for tracking down a missing bouquet, wrangling your wedding party for photos, or making sure the toasts don’t run 20 minutes over. These are all tasks a planner would typically manage — not someone employed by the venue.

They May Offer Vendor Referrals — But Won’t Manage Vendors

Venue coordinators often provide a preferred vendor list (which can be helpful, but won’t be customized to your needs!), but they don’t usually handle communication, contracts, or coordination with those vendors. If your florist is running late or the DJ has a question, it’s not their job to manage that — unless it directly affects the venue.

So when a venue tells you, “Oh, you don’t need a wedding planner — we have a coordinator on staff,” it’s really important to ask what that means. What are their actual responsibilities? Will they be there the whole day? Are they going to manage your vendors? Help keep things on track? If the answer is no — or even kind of — then you need to be realistic about what support you’ll actually have.

It’s also worth noting that every venue is different — and the responsibilities of a venue coordinator can vary widely. Some are more hands-on than others, and some may take on a few planner-like duties, especially at all-inclusive properties. But even the most proactive venue coordinators are working within the boundaries of their role. They’re amazing at what they do, but they’re not meant to oversee every aspect of your wedding. And if you're expecting that, you might find yourself surprised (or stressed) on the day of.  That’s where the difference really comes into focus — and where a wedding planner becomes essential.

 

WHAT DOES A WEDDING PLANNER ACTUALLY DO?

So let’s talk about what a wedding planner actually does — because while a venue coordinator might be making sure the lights are on and the tables are set, your planner is making sure the entire day feels seamless. We’re talking about managing vendors, creating timelines, solving problems behind the scenes, and advocating for you every step of the way. Think of your planner as the quarterback of your wedding day — calling the plays, keeping everyone on track, and making sure the whole team works together.

First, they Represent You 

Your wedding planner is in your corner, always. From your first consultation to the final dance, they’re focused on your priorities, your family dynamics, your style, and your vision. Whether that means helping you pick linens, handling last-minute changes with grace, or running interference with a well-meaning but over-involved relative, a planner’s loyalty is to you — not a business or property. That kind of personalized support is what sets them apart.

They Handle the Entire Timeline — Not Just the Venue’s

And unlike a venue coordinator who’s focused on when you can enter or exit the space, your planner builds and manages the full wedding day timeline, from the moment you wake up to the moment you leave your sparkler exit. They coordinate hair and makeup schedules, transportation logistics, family photos, ceremony cues, and dinner service pacing — all while adjusting in real time if anything gets delayed. A well-executed timeline is one of the biggest stress relievers on your wedding day, and your planner makes that happen.

They Manage Every Vendor — Not Just Venue Staff

Now let’s talk about vendors — because there are a lot of them, and someone needs to be in charge. That someone? It’s your wedding planner. They confirm arrival times, review contracts, and make sure everyone knows where to be and when. On the wedding day, they’re the ones your florist, photographer, or band leader will come to with questions — so you don’t have to deal with any of it. They’ll troubleshoot issues you’ll never even know happened. That’s the beauty of hiring a planner: you get to enjoy the day, not manage it.

They Keep Everyone (and Everything) On Track

A great planner doesn’t just keep time — they keep the experience moving. They make sure every single detail flows — that your wedding party lines up at the right time, that the officiant has the rings, that the champagne is chilled before toasts, and that your first dance starts after your photographer is ready. If something runs over, they quietly adjust the rest of the timeline. They think 10 steps ahead so you can stay in the moment.

They Handle the Personal Details

And then there’s the magic that doesn’t show up on a timeline or in a checklist. The little things. The human moments. A wedding planner is the one who helps your mom bustle your gown, pins the boutonnières, makes sure grandma has a seat in the shade, passes tissues before your vows, and holds your lipstick before photos. They’re not just thinking about logistics — they’re taking care of people. Your people. And you.

All of this adds up to a very different kind of support than what you’ll get from a venue coordinator. And listen, this doesn’t mean your venue coordinator isn’t helpful — they absolutely can be! But expecting them to do everything a planner does just isn’t realistic or fair to them or to you.

So now that we’ve walked through the real differences between these roles, let’s talk about what happens when couples rely solely on the venue coordinator — and what you might miss out on if you don’t hire a planner. Because this next part? It’s where the stress creeps in. Let’s get into it.

 

WHAT YOU MISS OUT ON WHEN YOU DON’T HIRE A WEDDING PLANNER

Now that we’ve unpacked what both a venue coordinator and a wedding planner bring to the table, let’s talk about what really happens when you try to go it alone — or assume your venue coordinator will handle it all for you.

Because I’ve seen it time and time again — a couple skips hiring a planner thinking they’ll save money or that they just won’t need one… only to realize (often during rehearsal or on the wedding day itself) that there are huge gaps in support. And those gaps? They lead to stress, disorganization, and moments that just don’t feel the way you imagined.

You’re the One Managing the Day

Without a planner, you or someone close to you becomes the default problem-solver. From confirming the cake delivery to corralling the wedding party for photos, someone has to take on that role — and it’s usually not the venue coordinator. That means you’re fielding questions, managing timing, and trying to keep things flowing while also… you know, getting married.

Even if you’re Type A and hyper-organized (my people!), trust me: you don’t want to be wearing your getting ready pajamas and a headset at the same time.

You Lose the Buffer Between You and Stress

Plus, one of the biggest values a planner brings is peace of mind. When something goes wrong — and something will go wrong — your planner shields you from the fallout. Maybe the DJ's stuck in traffic, the florist delivered the wrong color flowers, or your rental company forgot the cake table. Without a planner, those issues land in your lap. With a planner, they’re resolved — often before you even notice.

You Miss Out on a Cohesive, Thoughtful Vision

A wedding isn’t just a timeline and a venue — it’s a curated experience. Wedding planners make sure your event feels like you from start to finish. We think about guest flow, emotional pacing, visual cohesion, and personal details. We don’t just manage logistics; we elevate them.

Without that creative direction, your wedding can feel piecemeal. The ceremony may feel disconnected from the reception. Important moments might get lost in the shuffle. A planner brings it all together with intention.

Your Friends and Family Become Your Team — Whether They Want to or Not

When there’s no planner, someone has to fill in. Usually, it’s a parent, sibling, or close friend who ends up taking charge. That might seem fine in theory, but in practice, it’s a recipe for disaster (and sometimes tension with the people you love most). You didn’t invite your best friend to your wedding so she could track down the cake stand or remind the rental company when pickup time is. 

And your mom? She shouldn’t be triple-checking that the chairs are set up properly — she should be enjoying every second of this day with you.

You Risk Overwhelm in Moments That Should Feel Joyful

From first looks to your grand exit, your wedding day is made up of tiny, fleeting moments. And the more mental tabs you’re keeping open, the more of those moments you’ll miss. When you're trying to juggle final details, or worrying if the ceremony music is ready, or wondering if someone has the rings — you're not present. 

Your planner is there so you can be fully in the moment. To breathe. To soak it in. To actually enjoy everything you’ve worked so hard to plan.

The What-Ifs Become Your Responsibility

Without a planner, every “what if” is your job to handle. What if the weather changes and you need to move your outdoor ceremony indoors? What if your officiant runs late? What if your bustle breaks or your veil flies off or your signature cocktail station is missing an ingredient?

A planner is constantly thinking ahead, preventing issues, and smoothing things out. Without one, those surprises fall squarely on your shoulders — or someone else who just wanted to show up and celebrate.

So while it may seem tempting to save a little money and rely solely on your venue’s team, the truth is that nothing replaces the support, experience, and calm confidence of a wedding planner.

You deserve a day where you don’t have to micromanage a single thing — where you’re taken care of, start to finish. And that’s what a planner gives you.

Next, let’s talk about what to ask when your venue tells you, “Oh, don’t worry — our coordinator will take care of it.” Because trust me, the devil is in the details, and you want to be crystal clear on who’s handling what.

 

QUESTIONS TO ASK WHEN YOUR VENUE SAYS YOU DON’T NEED A PLANNER

To really drive these differences home, I want to talk about questions you should ask. Picture this – the venue tour went great. The space is beautiful. The food looks amazing. And then, your contact says: “You don’t need a planner — we have a venue coordinator on staff.”

Cue the record scratch.

This is the moment where you pause — and start asking the right questions.

Because as we’ve talked about, “venue coordinator” can mean a hundred different things depending on the venue. And while they absolutely might have someone fantastic on-site, there’s a big difference between having support from the venue and having a dedicated wedding planner in your corner.

Here are a few smart, thoughtful questions to ask before you assume you're covered:

First ask: Who Will Be My Main Point of Contact Leading Up to the Wedding?

Some venue coordinators are heavily involved in the planning process, but many are not. Ask whether the person you’re speaking with now will be the one who answers your emails, confirms details, or is available for walkthroughs. And more importantly: Will they be there on your wedding day — and for how long?

Venues with multiple events or rotating staff might pass you off from one person to another. That lack of continuity can create confusion and miscommunication — and it’s something your planner would typically oversee and clarify.

Next, ask: What Time Will I Have Access to the Venue?

This might sound like a logistical question (and it is!), but it often reveals a lot about the coordinator’s role. Some venues have strict load-in and load-out times — and if your glam team runs over or your rentals show up late, there may be no flexibility.

Ask what happens if a vendor arrives early or if setup runs long. Will someone be there to let them in? Will they stay on-site to manage that timeline?

A wedding planner will handle those changes — a venue coordinator may not be able to.

Another key question is: Will You Create a Timeline for My Wedding Day?

This is where many couples are surprised. Most venue coordinators don’t build a detailed, full-day timeline. They might provide a venue-specific schedule (when chairs will be out, when dinner is served), but that’s not the same as a holistic wedding timeline that includes:

• Hair and makeup start times
  
  
• Transportation details
  
  
• Photo sessions
  
  
• Ceremony cueing
  
  
• Toasts, dances, and late-night surprises
  
  

If the answer is “We don’t do that,” then consider hiring a wedding planner.

You’ll also want to ask: Do You Coordinate with All of My Vendors?

A key part of what a wedding planner does is connect with each of your vendors to confirm details, timing, and needs in advance. On the wedding day, they’re the ones those vendors report to.

Ask your venue coordinator:

• Will you confirm arrival times with my photographer, florist, DJ, and caterer?
• If one of them has a problem or runs late, who will help them troubleshoot?

If the answer is “That’s not really our role,” then guess who that falls to? You — or your planner.

Don’t forget to ask: Will You Be Involved with the Ceremony?

This is a huge one. Many venue coordinators are focused on the reception, especially if the ceremony is happening off-site or outdoors. Ask if they’ll be at your ceremony space to cue music, line up your wedding party, coordinate with your officiant, and manage guest flow.

Because those moments? They matter. And they often get overlooked unless someone is intentionally taking charge.

And finally, ask: What Happens If There’s an Emergency?

No one wants to think about it — but you have to. If someone gets hurt, if a vendor doesn't show up, if it starts pouring rain and your tent isn’t ready, who steps in?

A wedding planner is trained to handle emergencies calmly and efficiently. A venue coordinator may be limited in what they can do — especially if it’s outside the venue’s immediate responsibilities.

These questions aren’t about putting your venue on the spot. They’re about getting clarity — so you’re not left with false assumptions or unmet expectations. A great venue coordinator will be honest about what they handle and where their role ends. And trust me, the best ones love working with wedding planners because they know it leads to better events for everyone.

So don’t be afraid to advocate for the support you need. Because this day is too important to leave anything up to chance.

CONCLUSION

So here’s the bottom line:

A venue coordinator is a wonderful resource — and I absolutely love working alongside them. They know their space inside and out, they care about your day running smoothly, and they’re often incredible partners in making the logistics work. But they’re not there for you in the way a planner is.

A wedding planner is your go-to from the first consultation to your final dance. We’re there to hold your hand, hype you up, manage your vendors, protect your vision, solve problems you didn’t even know were happening, and make sure your wedding feels like you from start to finish.

So the next time someone tells you “you don’t need a planner,” I want you to pause, smile politely, and remember: You deserve more than just someone who unlocks the doors and sets the tables. You deserve someone who makes sure your entire day — and every moment leading up to it — is filled with ease, joy, and the kind of support that lets you actually enjoy your wedding.