Wedding Planning
In this guide we will explain the differences between the types of planning services typically offered, what you should look for in a planner and what role a venue coordinator plays in the planning process.
Types of Full Service Planners
Partial planner
Day and month of coordinator
Venue coordinator
How to Pick a Planner?
Every planner may offer slightly different packages, and might have slightly different roles for each of the planning services mentioned. Building trust, a personal relationship, and having strong communication patterns is crucial for a successful client/planner relationship. We believe it is imperative to really understand each planning team’s mission, their specific services, and make sure you’re a great fit for one another before signing a contract.
So let’s dive in….
Full Service & Design
A full-service planner will be there from the very beginning, typically right after your engagement, and will remain contracted until the last thank-you notes after the wedding day. Full-service planners will learn and understand your wedding vision and budget and find the best vendors and resources to bring your wedding dreams to life.
They’re your primary point of contact, will handle all vendor research and contract negotiation, communication with those vendors, budget management, be your support at vendor meetings, be a visionary and creative that will provide you with unique ideas with regards to wedding day design, and countless other tasks that will ultimately lead to a successful execution of your wedding. Full-service wedding planners send numerous emails on your behalf and do about 99% of the legwork concerning design, vendor selection and communication, and day of execution (the client ultimately makes the final decisions/signs contracts but is advised and guided by the planner). They will handle all negotiations, be a tie-breaker for any controversy or unsolved decisions, and truly focus on what’s best for you and your guests.
Typical Price Range: $6,000
(AS OF WRITINTG 2023)
Full service planners typically provide a few different options with regards to their packages. It’s important for you to understand the exact guidance you’re seeking and compare that to not only the services that each company offers, but your overall interaction with the lead planner during your consultation. Hiring a full service planner is an investment. It’s one of the best investments you can make if you’re hoping for a successful wedding day that leaves no detail unplanned.
Partial Planning
A partial planner will be helpful for the client who wants to be very hands-on and is excited to plan their wedding day. The majority of the big decisions and essential vendors should be already decided. The planner will then step in to help clearly define and execute your design and any finishing touches and coordinate vendors.
Typical Price Range:$3,500
(AS OF WRITINTG 2023)
Month & Day Of Coordinator
A Day-of wedding coordinator has one primary responsibility: to make sure their client's wedding day looks, feels, operates, and executes as they planned. A day-of coordinator is their client's primary point of contact on the wedding day.
They will be there to greet you while getting ready, and early enough to set up your décor and coordinate all vendors appropriately. They will be the last ones to leave your reception and pack up all personal items to get them home safely.
Typical Price Range: $1,200
(AS OF WRITINTG 2023)
Venue Coordinator
Last but not least is a venue coordinator (That’s Us!). As the saying goes, it takes a village to throw a wonderful wedding. But, while you might know the value of a great wedding planner, caterer, and florist—even before you start planning— we believe our on-site coordinator remains the unsung hero of your special day. As the point person for your venue, your on-site coordinator is by your side from the moment you select a date and sign on the dotted line.
What Does an On-Site Coordinator Do?
The venue coordinator will not be your wedding planner – even though we will still be there throughout your entire process!
An on-site coordinator’s main job is caring for the venue. Our focus is on the ‘big picture’ of the wedding planning process and day. This role does a lot more than open the venue’s doors on your big day.
From assisting with the event’s floor plans, to managing vendor questions, to handling logistical aspects, an on-site coordinator is there to make sure the venue is prepared to host your event.
They also will make sure your ceremony and reception space are set up for success, handle any hiccups as it pertains to the their staff, enforce the rules that the venue implies, and make sure all of your guests are having a wonderful experience at their venue.
Venue Coordinator Do’s & Don’ts
Does:
Show you around the venue
Helps you book your date
Provides Vendor Recommendations
Introduce you to the venue's preferred vendor partners
Assists with details regarding in-house decor and floral options
Sends check-in emails and payment reminders
Answer any questions regarding the venue rules and policies and venue logistics
Act as the point of call between yourself and the venue staff
Ensure basic setup of tables and chairs is fulfilled if included in contract
Ensure there is no damage to the venues property by yourself or third party vendors you bring in
Review Day of Timeline to confirm details as it pertains to your contracted timeline and any items on the timeline that pertain to the venue
Collects your event insurance and your vendor COI
Does Not:
Does not set up your personal decor or third party vendor decor.
Does not alway stay until the end of the wedding reception. Leaves after meals have been served.
May not be available the entire day, if overseeing multiple weddings that weekend
Does not act as a liaison between your third party vendors
Does not manage your wedding day timeline (getting ready, photographs, timely decor set up, etc)
Venue Coordinator Do’s & Don’ts
Does:
Show you around the venue
Helps you book your date
Provides Vendor Recommendations
Introduce you to the venue's preferred vendor partners
Assists with details regarding in-house decor and floral options
Sends check-in emails and payment reminders
Answer any questions regarding the venue rules and policies and venue logistics
Act as the point of call between yourself and the venue staff
Ensure basic setup of tables and chairs is fulfilled if included in contract
Ensure there is no damage to the venues property by yourself or third party vendors you bring in
Review Day of Timeline to confirm details as it pertains to your contracted timeline and any items on the timeline that pertain to the venue
Collects your event insurance and your vendor COI
Does Not:
Does not set up your personal decor or third party vendor decor.
Does not alway stay until the end of the wedding reception. Leaves after meals have been served.
May not be available the entire day, if overseeing multiple weddings that weekend
Does not act as a liaison between your third party vendors
Does not manage your wedding day timeline (getting ready, photographs, timely decor set up, etc)
How They Differ From Wedding Planners
The distinction between a wedding planner and an on-site venue manager is that their teams and priorities differ fundamentally. A venue manager is to be the venue's advocate, whereas your planner's role is to advocate for you (the client) in all matters, and their team solely exists from the client's perspective. From booking vendors to creating budgets to ensuring your big day runs smoothly and on schedule, a wedding planner's job is to focus on those tiny details to make your day feel special.
Do I Need to Book a Planner?
We do require you to have at least a day of coordinator. On your wedding day, you want to save your morning sweating, unloading decor, rearranging furniture, steaming linens, and setting the table place settings. You also want to avoid that responsibility on your family and friends. Hiring a day-of coordinator allows you to relax and enjoy every moment of your big day.
The Bottom Line….
We recommend having a detailed conversation with your vendors/planners to determine what will be handled by whom. By ensuring you’re familiar with the general responsibilities of an onsite venue coordinator versus a wedding planner, you can avoid quite a bit of frustration and unmet expectations and be able to have an informed discussion with your vendors. While having a full planning wedding planner is not a must for every bride out there, understanding what to expect if you do want the full wedding planning service is super important to ensure you get what you’re hoping for!