Planning a wedding requires time, patience, and the ability to make many decisions. Checklists will start piling up, details will need to be finalized, and making sure your vendors are paid on time will constantly be in the back of your mind. Planning a wedding can be daunting, but it’s 100% doable (and can actually be enjoyable)! However, not everyone has the time or ability to keep track of every wedding detail, which is where vendors like us come in. Wedding planners and coordinators are here to take the stress off of your shoulders and guide you seamlessly through the planning process. The big question is, wedding planner vs. wedding coordinator — which do you need? Our short answer is it depends. However, the decision is ultimately up to you and your wedding vision!

Did you know that wedding planners and wedding coordinators are two completely different roles? Most couples get confused about the difference between the two, but don’t worry — we don’t blame you! Many people don’t realize that with a wedding planner vs. wedding coordinator, their jobs and presence in the wedding planning process are very different.

As a vendor who offers both services, we’re here to break down the difference between a wedding planner and a wedding coordinator. In this blog, we hope to help you determine which is the better fit for you! 

Wedding Planners

A wedding planner is a person who focuses on all the logistics, with emphasis on the word all. Typically, a client will hire a wedding planner toward the beginning of the wedding planning process. This person is there to handle all of the details, including vendor contracts and negotiations, managing budgets, assisting in the design, and so much more! The primary goal of a wedding planner is to organize all of the details of your wedding day from start to finish. Think of a wedding planner as your second brain. They are keeping note of the vendors you need to book, and payments that need to be made, ultimately providing their expertise to help you stay on track.

Here’s a quick look at what a wedding planner’s duties will typically include.

• Vendor coordination – Your wedding planner will provide you with vendor referrals, negotiate contracts, plan schedules, and attend all vendor meetings with you.
• Payment management – Your planner will track deposits and ensure all vendors are paid on time so that you aren’t charged any late fees.
• Create floor plans & detailed timelines – Allow your planner to worry about where your vendors need to be and when, your job is to focus on your dream wedding day. 
• Attend site tours & help with venue selection – Your wedding planner will assist you in selecting the perfect venue. Consulting your wedding planner before you make any decisions will be so helpful!
• Coordinate additional wedding weekend details – Whether it’s room blocks at hotels, transportation to and from the venue, or your hair and makeup, your wedding planner will help you manage everything revolving around your wedding day.
• Oversee everything on the day of – When the big day arrives, your wedding planner will be focused on making sure everything is taken care of. They will keep an eye on timelines, handle any hiccups, and make sure all vendors communications are managed so that you can enjoy your day. 

Deciding whether or not you need a wedding planner can be tricky, so let’s talk about the reasons why you should hire a wedding planner. 

A wedding planner may be for you if…

We know your life is busy and planning a wedding takes time. Sometimes you just don’t have the time to give, and that’s why we do what we do! If you’re unable to dedicate time and energy to planning your dream wedding, hiring a wedding planner may be a great option for you. Let’s review a few reasons they are a great investment.

• You have the budget – If you have the flexibility in your budget to hire a wedding planner, do it. Trust us! Hiring a wedding planner will help you save so much time and stress, and will benefit you in the long run. Your wedding planner is equipped with connections and skills to find you the vendors you want at the prices you’re comfortable with.
• If time isn’t on your side – If your life is busy and wedding planning just isn’t making the cut in your schedule, a wedding planner is going to be your best friend. Your planner will get to know you and your vision, and help execute your day.
• If you’re throwing a destination wedding or multi-event wedding – With destination weddings and multi-event wedding weekends there are many details to keep track of. Having a skilled wedding planner present will allow you to seamlessly navigate all the nitty-gritty details and manage the ins and outs of your big day.

At Union Event Co., we offer wedding planning services that are top-tier. Working with our talented team will make your wedding planning process easy, stress-free, and fun! By choosing Union Event Co. as your wedding planner you are investing in your wedding day, a once-in-a-lifetime event. We promise to be an honest and trustworthy source of expertise and an unwavering advocate for you. Additionally, we aim to plan and produce a significant and memorable celebration for you and your favorite people. As your wedding planner, Union Event Co. will be able to answer your questions with confidence so that you are able to make decisions easily, and you’ll feel relaxed knowing that we are working hard to bring your event to life!

With Union Event Co. you’ll also have access to a custom planning portal and to someone who will prioritize your budget, manage all planning and logistics, and take care of the wedding day details. We have had many clients select our Wedding Planning package and rave about their experience. Our biggest priority is giving you the wedding of your dreams!

Wedding Coordinators

Think of your wedding coordinator as your right hand for the month leading up to your wedding and the wedding day itself. Your wedding coordinator is focused on the logistics of your wedding day, starting from 6-8 weeks prior to the event and all the way through your grand send-off. A wedding coordinator will act as the go-to person on your wedding day. They will manage your vendors, timelines, and so much more.

So what does a typical job list look like for your wedding coordinator? Check it out below!

• Review timelines and day of details – Generally, your wedding coordinator will meet with you 6-8 weeks before your wedding to begin reviewing timelines, vendors, and day of details. A wedding coordinator is going to tie up any loose ends and ensure your event will run smoothly.
• Make payments and finalize contracts – As we get closer to your wedding we will check in with the vendors to make sure everyone is ready to go. This includes final payments, timeline details, and more!
• Finalize layouts, timelines, and day of details – After all vendors and guest count are decided, your wedding coordinator will finalize layouts, timelines, and other important day of details.
• Final walkthrough of venue – Checking off all the boxes, your wedding coordinator will show up at your venue to make sure everyone is ready to go before you arrive.
• Management throughout the day – Your wedding coordinator has got you covered. No need to stress about what time you and your family need to be ready for photos, your wedding coordinator is keeping track of every minute to make sure everyone is sticking to the timeline.

In summary, your wedding coordinator is by your side from about a month before your wedding up until your grand send-off and will make sure every moment of your wedding day goes perfectly to plan. 

A wedding coordinator may be for you if…

A wedding coordinator is a great option if you are looking for assistance on the day of your wedding but don’t need high-touch planning support for the majority of the process. Hiring a wedding coordinator will be perfect for you if:

• You want to partake in the wedding planning process – If you want to be highly involved in the wedding planning process, a wedding coordinator may be the perfect match. They won’t come in until it’s time to finalize decisions, and by the time they step in you’ll be ready to hand off the torch to someone else who can handle the details of the big day.
• You are an extremely detail-oriented person – Do you thrive off of checklists, timelines, and updates? A wedding coordinator will be the perfect match. As someone who is focused on logistics, your wedding coordinator will have all of your concerns taken care of and go the extra mile so you can focus on enjoying your wedding day.
• You don’t have the budget for a full wedding planner – Not everyone does, and that’s okay! But, spending your money on a wedding coordinator is well worth it. 

As we mentioned, at Union Event Co. we offer a variety of wedding planning services including Wedding Coordination. Working with Union Event Co. as your wedding coordinator is going to be a breeze! Our team of wedding professionals is ready to take the wedding day stress off of your hands so that you can be fully present for every moment. Working with Union Event Co. as your wedding coordinator is much more than having someone ensure your staying on track with time. Your wedding coordinator is there to handle all rental management and wedding day setup. We will also provide on-site coordination for 8+ hours and even assist you through the entire day and wedding week! 

That’s right, the week of your wedding our team will help you handle everything. From ceremony rehearsal to set-up, tear-down, and everything in between. With a Union Event Co. as your wedding coordinator, you will be able to soak in the love and be present on your wedding day. Allow us to handle the details, we just want you to have fun!

We’re Here For You

It may be hard to determine the difference between a wedding planner vs. wedding coordinator, and we’ll admit they are quite similar! To sum it all up, your wedding planner will be by your side through the entire planning process, whereas your wedding coordinator will only come in a few weeks before your wedding day. Ultimately, it is up to you to decide what will work best for your planning style, budget, and wedding goals. Every couple has a different experience and preference when it comes to choosing a wedding planner vs. wedding coordinator! 

Here at Union Event Co. we have seen it all, and will confidently guide you through the wedding planning process. Whether you want to use our full wedding planning services or just book us to be your wedding coordinator, we are here for you. If you’re ready to chat, send us an inquiry. We would love to get to know you more and talk about how Union Event Co. can bring your wedding day to life!