Wedding planner vs wedding coordinator: Who should you hire?

Just got engaged and buzzing with excitement? Then comes the reality of planning your big day—perhaps in a vineyard, by the beach, or even in the Aussie outback. Whether you’re a master organiser or more laid-back, choosing between a wedding planner vs wedding coordinator is crucial to ensuring everything goes off without a hitch.

Though the roles may sound similar, there are key differences. This guide breaks down the distinction between a wedding planner vs coordinator, so you can confidently choose the right support for your dream day.

What is a wedding planner?

Couple working closely with their wedding planner. (Source: iStock)

A wedding planner is your go-to throughout the entire wedding process, from the initial vision to the last dance. They assist with budgeting, establishing a theme, sourcing vendors, and working closely with your wedding decorator to bring your ideas to life.

They also have in-depth knowledge of the wedding industry’s finer details. For instance, March and October were among the most popular months to get married in Australia as of 2021, but a professional planner will be up to date with the latest trends and timing insights. With a professional wedding planner, you can navigate the complexities of planning to ensure a stress-free experience.

What is a wedding coordinator?

Bride and wedding coordinator reviewing last-minute details. (Source: iStock)

Wedding coordinators focus on final preparations and execution. As the wedding day nears, they manage logistics, timelines, and vendors to ensure everything flows effortlessly.

They typically meet with you a few weeks before the event to confirm details, prepare schedules, and make sure everyone knows their responsibilities. Whether you hire a wedding coordinator for the entire week or just the day itself, they’ll help keep things running smoothly and tackle any last-minute surprises. 

Wedding planner vs coordinator: What are their key differences?

How do you find the right people to assist you on your wedding journey? If you’re unsure where to begin, we’ll explore how these wedding services differ below.

In terms of scope of services

Wedding planner managing the event preparation team. (Source: iStock)

A wedding planner plays a comprehensive role in shaping your event. They help conceptualise the vision, manage budgets, and coordinate all creative and practical elements, from planning the invitations to the décor and event setup.

In contrast, a wedding coordinator focuses specifically on wedding management. They implement your final plans rather than creating them. They create a detailed timeline and oversee everything on the wedding day, so your preparations come together seamlessly and everything runs according to schedule.

In terms of time commitment

When you hire a wedding planner, they prioritise what matters most to you. They work with you for several months (or even a year or more), offering continuous support and involvement from the early decision-making phase through to the big day.

A wedding coordinator, however, generally begins their involvement closer to the event, typically a few weeks prior. They’ll meet with you to finalise plans, liaise with suppliers, and make sure everything is in place for a smooth celebration.

In terms of client involvement

Dress fitting session between a bride and her wedding planner. (Source: iStock)

Part of the wedding planning services involves collaborating closely with you over a longer period. Wedding planners make sure to understand your tastes, preferences, and priorities, from catering to wedding entertainment. They use this insight to develop a bespoke plan tailored to your wedding style.

Coordinators step in when the vision is already set. Their focus is on execution, making sure everything you’ve planned is carried out to perfection with minimal stress on your part.

In terms of vendor involvement

After brainstorming and creating mood boards, wedding planners research, recommend, and negotiate with vendors who match your budget and style. They coordinate meetings, compare proposals, and manage all the vendor relationships, whether it’s arranging a Kombi van bar, a live acoustic duo, or even coordinating with a local wedding celebrant for an outdoor bush ceremony.

Wedding coordinators take over vendor communication as the event nears, confirming final details, scheduling deliveries, and ensuring everyone is where they need to be on the day.

Pro tip: Use Airtasker to connect with trusted wedding vendors like photographers, hair stylists, and videographers. You can also browse reviews and ratings directly on the platform.

In terms of wedding day management

Wedding coordinator finalising the seating setup. (Source: iStock)

When it comes to managing your actual wedding, wedding planners often start early. These duties include overseeing the final setup and handling any last-minute changes. They may also assist with attire adjustments, such as making sure the groom’s tuxedo or suit and the bride’s dress look perfect.

Meanwhile, the wedding day coordinator manages the full run-of-show on the day. They handle the timeline, direct vendors, cue music, and step in to manage unexpected surprises (yes, even cake emergencies or mic-hogging guests!).

In terms of cost

Weddings can be expensive, but the right help doesn’t need to blow the budget. While wedding planners’ rates may seem pricier upfront, their fees reflect the significant time and effort they put into managing every detail from start to finish. In contrast, wedding coordinators’ rates generally come at a lower cost since they focus on short-term management.

Prices vary based on location, wedding size, and the level of service required. But to give you an idea, here’s an estimate of average costs for a wedding planner vs coordinator in Australia:

• Wedding Planner: $1,000 - $20,000

  • Day-of-wedding: $1,000 to $5,000

• Wedding Coordinator: $600 - $3,000

  • Day-of-wedding: $600 to $1,000

  • Month-of wedding coordination: $2,000 to $3,000

  • Wedding coordinator hourly rate: $70 to $150

Both professionals can help you make the most of your budget and avoid unexpected costs thanks to their industry knowledge and supplier networks.

Simplify your wedding planning with Airtasker

Now that you know the difference between a wedding planner and wedding coordinator, you’re better equipped to make the right choice. Whether you’re after full-service support or just need help with the final details of your event, there’s an option for every couple, especially with so many unique wedding settings across Australia.

Airtasker makes it easy to connect with experienced wedding planners and coordinators, plus other trusted vendors to bring your big day to life. From beach ceremonies to rustic receptions, wedding services can take the stress off your shoulders.

Don’t delay—your perfect planner or coordinator may book out fast. Post a task on Airtasker and start planning your celebration today!