If your venue already includes a coordinator (usually called a venue coordinator), you might be wondering if hiring your OWN wedding coordinator is really necessary. It’s a great question — and honestly, it's a question I’m asked all the time. The short answer? Venue coordinators and wedding coordinators have very different roles, and understanding the difference can make your entire wedding day feel calmer and more supported.

What does a venue coordinator do?

A venue coordinator's focus is on the VENUE. They are focused on the logistics at the venue, including things like:

• staff (catering, bartending, maintenance, janitorial)
• catering timing (internal timelines for the staff they're coordinating)
• setup rules (what you can, and can't do, at the building)
• property protection and liability
• the timeline for the venue itself

They don’t usually handle:

• your personal details (card box, guest book, signage, etc)
• decor setup (outside of their own venue items - they may set up an arbor they own, but won't attach flowers to it)
• vendor wrangling
• family dynamics
• full timeline management

I actually love working WITH a venue coordinator because it lightens my load of work, I can focus on the marrying couple and their wedding party, and I have one direct contact to work with!

What does a wedding coordinator do?

• advocate for the marrying couple
• manage ALL vendors (especially a venue coordinator)
• build and run the day-of timeline
• handle problems quietly
• direct wedding party and family
• manage transitions (from ceremony to cocktail hour, etc)
• troubleshoot weather or delays

One wedding I coordinated had rain roll in right before the ceremony. The bride was so upset. I explained what we would change for the ceremony. She was reluctant, but I coordinated the family members who handled moving chairs, adjusted our day-of timeline, and communicated with the officiant, DJ and photographer. Then I went back to the bride and reassured her that all the changes were working well and we had a new plan for the ceremony. Everything went just fine afterward - and the sun came out as the couple was leaving the tent after the ceremony!

The simpliest way to think about the difference:

A venue coordinator makes sure the venue runs smoothly.
A wedding coordinator makes sure your wedding runs smoothly.

When you might not need a wedding coordinator:

Section 4 — When You Might Not Need One

This builds trust because you’re not fear-selling.

Examples:

very small wedding

• simple timeline
• minimal vendors
• highly organized couple who wants to manage logistics
• (You can gently note that even organized couples often change their mind closer to the date.)

Section 5 — When You Definitely Want One

Examples:

multiple vendors

• DIY elements
• outdoor ceremony
• tight timeline
• large guest count
• you want to be fully present
• Closing CTA (gentle + inviting)

Something like:

If you’re unsure what level of support you need, I’m always happy to talk through your plans and help you figure out what would actually make your day feel easier. You deserve to enjoy your wedding — not manage it.