Wedding Planner vs. Venue Coordinator: Understanding the Difference
Photo – Steve Gerrard Photography
One question we hear all the time from newly engaged couples: “Wait, so what’s the actual difference between a wedding planner and the coordinator at my venue?”
It’s a good question, and one that can cause real confusion when you’re trying to figure out who’s responsible for what on your wedding day. To clear things up, we asked Valerie Guerrera, owner and lead planner at Vintage Luxe Events Montreal, to break down these two roles and explain how they work together.
Valerie started Vintage Luxe Events in 2021, bringing years of natural planning instinct to life as a business. She earned her wedding planner certification from the Wedding Planners Institute of Canada in 2022 and holds a diploma in event planning from the Institut de tourisme et d’hôtellerie du Québec (2021). Based in Montreal, she specializes in creating elevated, personalized wedding experiences for couples across the region.
Here’s what Valerie has to say:
Photo – Annabellle Agnew
How They Work Together and Why You Need to Know the Difference
When couples begin planning their wedding, one of the most common points of confusion is the difference between a wedding planner and a venue coordinator. While both play important roles on your wedding day, they are not interchangeable. In fact, the magic truly happens when these two professionals work together, each focusing on their specific responsibilities to create a seamless celebration. Understanding what each role does, and how they collaborate, helps couples make informed decisions and sets realistic expectations throughout the planning process.
What a Wedding Planner Does
A wedding planner works for you. Their primary role is to guide, manage, and support the entire wedding planning journey from start to finish, or during specific stages depending on the service level you choose.
A wedding planner typically handles:
- Overall wedding vision, design, and logistics
- Budget creation and management
- Vendor recommendations, communication, and coordination
- Contract reviews and payment timelines
- Timeline creation for the full wedding day
- Floor plans, seating layouts, and flow of events
- Rehearsal coordination
- On-site management on the wedding day
- Problem solving before and during the wedding
From the first consultation to the last song of the night, a wedding planner is your advocate, ensuring that every detail reflects your vision and that nothing is left to chance.
Photo – Lindsay Muciy
What a Venue Coordinator Does
A venue coordinator works for the venue, not the couple. Their focus is ensuring that the wedding runs smoothly according to the venue’s policies, procedures, and logistical requirements.
A venue coordinator typically handles:
- Access to the venue and timing for setup and breakdown
- Venue rules, restrictions, and safety guidelines
- Coordination of in-house staff such as catering, bar, and maintenance teams
- Management of venue-owned furniture, equipment, and spaces
- Ensuring vendors comply with venue requirements
- Overseeing the venue timeline related specifically to the property
While venue coordinators are incredibly valuable, their responsibilities are limited to the venue itself. They are not responsible for managing external vendors, decor setup beyond venue items, or personal wedding details.
How Wedding Planners and Venue Coordinators Work Together
The strongest weddings happen when wedding planners and venue coordinators collaborate as a team. Each brings expertise from a different perspective and experience.
This collaboration often looks like:
- Aligning timelines to meet both the couple’s vision and venue requirements
- Communicating about room flips, ceremony setups, and reception transitions
- Troubleshooting logistical challenges together
- Ensuring the wedding stays on schedule while respecting venue policies
A wedding planner acts as the main point of contact for the couple and vendors, while the venue coordinator ensures the physical space is ready, safe, and properly managed. When communication is clear, everything flows effortlessly.
Photo – Steve Gerrard
Why One Cannot Replace the Other
A common misconception is that a venue coordinator can replace a wedding planner. While a venue coordinator plays a vital role, they do not provide full planning, design guidance, or personal advocacy for the couple.
Similarly, a wedding planner does not replace the venue coordinator, as they do not manage the venue’s internal operations or enforce venue policies.
Think of it this way:
- The wedding planner manages the wedding experience.
- The venue coordinator manages the venue operations.
Both are essential, but they serve different purposes.
The Benefit to Couples
When couples have both a wedding planner and a venue coordinator working together, they gain peace of mind. Details are covered from every angle, communication is streamlined, and the day unfolds exactly as planned.
Instead of worrying about logistics, timelines, or last-minute issues, couples can focus on what truly matters, celebrating their love and enjoying every moment.
Final Thoughts
A successful wedding is built on teamwork. When wedding planners and venue coordinators understand their roles and work in harmony, the result is a well organized, stress-free, and beautifully executed celebration. Knowing the difference allows couples to invest wisely, set clear expectations, and create a wedding day that feels effortless from beginning to end.
Photo – Ashley MacPhee
Thanks to Valerie for sharing her expertise! If you’re planning a wedding in Montreal or anywhere across Quebec and want someone in your corner who understands the difference between managing your vision and managing a venue, you can learn more about Vintage Luxe Events and connect with Valerie through her website.
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Have questions about wedding planning? Drop them in the comments below—we love hearing from you.
Further Reading
Top 10 Magical Ottawa Wedding Venues You’ll Want to Book for Your Big Day
The Warehouse That Became Montreal’s Most Sought-After Wedding Venue
