When planning your wedding, you’ll come across countless suppliers, and one common question is whether you need a wedding planner or a wedding coordinator. While their roles may seem similar, they offer different types of support.
Understanding the difference between a planner and a coordinator can help you decide which professional is best suited for your needs and budget.
In this guide, we’ll break down their responsibilities, benefits, and when to hire each so you can plan your big day with clarity and confidence.
What Does a Wedding Planner Do?
A wedding planner is deeply involved in the entire wedding planning process. They take care of every detail from start to finish, helping you turn your vision into a seamless event.
Main Responsibilities of a Wedding Planner
- Researching, recommending, and negotiating with vendors
- Managing contracts, payments, and timelines
- Creating a comprehensive wedding budget
- Designing floor plans and event layouts
- Offering support with theme, colour palette, and decor ideas
- Attending site visits, tastings, and supplier meetings with you
- Coordinating hotel room blocks and transportation
- Overseeing all logistics leading up to and during the big day
Full-Service Wedding Planners
Some planners also offer wedding design and styling services, meaning they take care of both logistics and aesthetics. These full-service planners may also handle tasks like:
- RSVP management
- Wedding website setup
- Welcome bags or favour coordination
- Rehearsal planning and guest management
Tip: If you’re considering a wedding planner, always check if they include styling/design in their package, or if you’ll need to hire a separate wedding designer.
What Does a Wedding Coordinator Do?
A wedding coordinator steps in closer to your wedding day, typically a few weeks before, to tie up all the loose ends.
They make sure your plans come together seamlessly so you can enjoy your wedding without stress.
Main Responsibilities of a Wedding Coordinator
- Meeting with you 4–8 weeks before the wedding
- Reviewing your vendor contracts and confirming details
- Creating a detailed timeline for the ceremony and reception
- Conducting a final walk-through of the venue
- Managing the rehearsal
- Overseeing vendor arrival and setup on the big day
- Handling last-minute issues and troubleshooting
Unlike a planner, a coordinator doesn’t help with long-term planning or vendor research. Instead, they ensure your plans are executed flawlessly.
Wedding Planner vs. Coordinator: Key Differences at a Glance
| Feature | Wedding Planner | Wedding Coordinator |
| When They Get Involved | From the beginning | 4–8 weeks before the wedding |
| Vendor Research & Booking | Yes | No |
| Budget & Payment Management | Yes | No |
| Timeline Creation | Yes | Yes |
| Day-of Management | Yes | Yes |
| Design & Styling Support | Often included | No |
| Ideal For | Busy couples or destination weddings | DIY planners needing day-of support |
Who Should Hire a Wedding Planner?
Consider hiring a wedding planner if:
- You want help with every aspect of wedding planning
- You have a busy schedule and need a professional to manage the process
- You’re planning a destination wedding or a complex celebration
- You want help staying within budget while still getting your dream day
- You’re looking for design and styling services alongside planning
Who Should Hire a Wedding Coordinator?
A wedding coordinator is a smart choice if:
- You’ve already planned most of your wedding, but need help with logistics
- You want someone to manage the day-of timeline and vendors
- You’re on a tighter budget and can’t afford full-service planning
- You want your family and friends to enjoy the wedding rather than run it
- You’re confident in your planning skills, but need a professional for peace of mind
How to Decide: Wedding Planner or Coordinator?
Ask yourself the following before hiring:
- What is your wedding budget?
- Planners typically cost more due to their long-term involvement.
- Coordinators are more affordable but only cover the final stages.
- How involved do you want to be?
- If you love the idea of planning every detail, go for a coordinator.
- If you want to hand things off or feel overwhelmed, a planner is your best bet.
- Are you planning a local or destination wedding?
- Destination weddings benefit significantly from a planner’s knowledge and vendor network.
Frequently Asked Questions
What if my wedding date changes? Will my planner or coordinator be flexible?
Flexibility may vary by individual. It’s essential to discuss cancellation or rescheduling policies during your initial consultation. Most professionals will try to accommodate changes, but it’s best to clarify any fees or policies upfront.
What happens if I exceed my budget? How can a wedding planner or coordinator help?
A wedding planner can help you prioritise your spending and find creative solutions to stay within budget. They can also negotiate with vendors or suggest alternatives that may be more budget-friendly.
Do You Need a Wedding Planner or Coordinator?
Both roles serve a valuable purpose. A wedding planner is your go-to professional for complete guidance, while a wedding coordinator ensures your plans come together without a hitch.
No matter which one you choose, having a professional by your side means less stress and more time to enjoy your engagement and big day.
Need More Help?
If you’re still deciding who to hire — or if you’re ready to secure a wedding photographer who works seamlessly with planners and coordinators– we’d love to help.
Contact Big Day Productions today to learn more about our UK wedding photography services and how we can make your celebration unforgettable.
