Wedding planner, wedding coordinator, day-of coordinator, venue coordinator. The titles get used interchangeably, which makes it hard to know who does what, and what you’re actually paying for. Here’s a plain explanation of each role and a quick way to work out which one fits your wedding. You can also compare our planning and coordination packages side by side.
What a wedding planner does
A wedding planner works with you across the whole planning process, often from 12 months or more before the day. Typical responsibilities include:
- Setting your priorities, vision and overall budget
- Researching and shortlisting venues
- Sourcing, briefing and managing suppliers
- Tracking payments, contracts and deadlines
- Shaping the creative direction and styling
- Building the run sheet and running the wedding day
In short, a planner helps you make the decisions and then makes sure they happen.
What a wedding coordinator does
A wedding coordinator (often called an on-the-day coordinator) steps in once you’ve made the decisions yourself. Their job is execution. In the weeks before the wedding they review your plans, confirm every supplier’s arrival time and requirements, refine the run sheet and spot anything that’s been missed. On the day, they’re the person everyone goes to, so it isn’t you or your mum.
Good coordinators usually start four to eight weeks before the wedding. A coordinator who only turns up on the morning hasn’t had time to learn your plans.
What a venue coordinator does (and doesn’t do)
Many Brisbane venues include a venue coordinator, and they’re great at what they do: managing the venue’s space, staff, food service and timings. But they work for the venue. They generally won’t manage outside suppliers, chase your florist, set up your welcome sign, or keep your photographer on schedule for family portraits. That’s where your own coordinator comes in.
Which one do you need?
Ask yourself three questions:
- Do you enjoy the planning? If yes, you likely just need a coordinator. If it feels like a second job, consider a planner.
- How much time do you have? Full-time work, a long engagement or a destination wedding all point towards a planner.
- How many suppliers are involved? A small restaurant wedding might need light coordination. A marquee wedding on a property with ten-plus suppliers benefits from a planner.
There’s also a middle ground. Partial planning suits couples who’ve booked the venue and a few key suppliers but need help with the rest.
How The Good Affair can help
- The Whole Picture: full-service planning from first idea to final farewell.
- The Finishing Touches: partial planning for couples who’ve made a start.
- The Main Event: wedding-day coordination with a proper handover beforehand.
Compare them on our packages page.
Frequently asked questions
Do I need a coordinator if my venue has one?
Often, yes. Your venue coordinator manages the venue. Your own coordinator manages everyone else and looks after you.
When should a day-of coordinator start?
Ideally four to eight weeks before the wedding, so there’s time to review plans, confirm suppliers and fix gaps.
Can a friend coordinate my wedding?
They can, but it means they’ll be working instead of celebrating, and handling supplier problems is a lot to ask of a guest.
Not sure which option suits you? Tell us about your wedding and we’ll point you in the right direction.
