What is the difference between wedding planner and coordinator?

What is the difference between wedding planner and coordinator?

In the wedding planning world I often see the words wedding planner and wedding coordinator used interchangeably. Do they mean the same thing? As a seasoned team of wedding planners in Toronto with more than 10 years of experience, who have planned over 250 weddings and events, the answer is simply no. A wedding planner and a wedding coordinator have two distinct meanings. It is important for both wedding industry professionals and couples looking to hire the right type of wedding planning help to understand the difference between the two. Let's dive into the differences.

What is a wedding planner?

A wedding planner assists with laying the groundwork and foundation of the wedding from the beginning and maintaining a strong relationship with the couple being married. Wedding planners work with clients to understand the vision of the wedding, and help shape the game plan for how the wedding plans will come together. A wedding planner assists with sourcing individual vendors that make up the entire wedding experience, from venues to catering, photography to florists and everything in between. It is typical for a wedding planner to work with engaged couples for several months to several years to plan the wedding, depending on the complexity of the event. These are some areas a wedding planner may assist with:

• Concept and Design Planning: Wedding planners help couples define the overall style, theme, and colour scheme of the wedding, ensuring that all elements are cohesive.
• Vendor Selection and Management: They recommend and help select vendors (such as photographers, caterers, florists, and entertainers), negotiate contracts, and manage communications. It is not uncommon for couples to have very little contact with smaller vendors, leaving the logistical detail management to their wedding planners
• Budget Management: Wedding planners assist in creating a wedding budget and ensure that expenses are kept within the agreed limits while maintaining authenticity to the aesthetic and style of the wedding
• Logistics and Scheduling: They create detailed timelines and floor plans, ensuring everything runs smoothly from the rehearsal through the end of the wedding day.
• Problem Solving: Planners are adept at handling unexpected issues that may arise during the planning process or on the wedding day and direct all vendors involved in the solution accordingly.

What is a wedding coordinator?

A wedding coordinator, on the other hand, typically becomes involved closer to the wedding day.  You may be familiar with the term day of coordinator or month of coordination - this is exactly that. Their primary focus is on ensuring that the plans already made by the couple (and sometimes the primary wedding planner) are executed smoothly. Key responsibilities include:

• Last-Minute Coordination: Coordinators often start working with the couple a few weeks to a month or two before the wedding day, helping to tie up any loose ends. They will reach out to the couple's booked vendors to get a feel for their day of requirements and any last minute decisioning required from the couple.
• Day-of Coordination: They are the point of contact on the wedding day for vendors, guests, and the bridal party, ensuring that everyone knows where they need to be and when.
• Timeline Management: Wedding coordinators ensure that the day adheres to the set schedule, from the ceremony start time to the reception and everything in between. They will assist with the creation and finalization of the wedding itinerary and disseminate it to the relevant parties for approval and final discussion.
• Problem Solving: Similar to planners, coordinators handle any last-minute issues that arise, ensuring the couple can enjoy their day without stress.

Wedding planners are more deeply involved from the early stages of wedding planning, laying out the entire wedding plan from start to finish and all of the detailing required therein.  Their scope is much larger than that of a wedding coordinator. Wedding coordinators assist with the finishing touches and running of the event itself and may take direction from a lead wedding planner on their team or may be an independent coordinator who offers this as a standalone service. Engaged couples who are seeking guidance in their wedding planning should ask themselves what level of help they require and seek out the best services based on that level of scope.Events by Whim is a team of Toronto's best wedding planners, offering full wedding and event production in the Greater Toronto Area and across Canada.