Wedding planner vs wedding coordinator: Who should you hire?

If your wedding day is just around the corner and venues across the UK are booking up fast, deciding whether you need a wedding planner vs wedding coordinator is one of the most important choices you’ll make.

Think of that iconic scene from Love Actually, where Peter surprises Juliet with a full choir and band singing “All You Need Is Love” right after their wedding ceremony. To pull off something that well-planned and coordinated, hiring a professional planner or coordinator is key.

In this guide, we’ll explore the differences between a wedding planner vs coordinator, so you can determine which one’s right for your special 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.

Planners are also well-versed in legal requirements. For example, in the UK, couples must ‘give notice’ at the local register office with a venue already secured, and they have 12 months to marry afterwards. This can feel overwhelming, but a professional wedding planner will ensure all boxes are ticked, so you can go through the entire process with ease.

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 bespoke mobile bar, a string quartet, or even a historic country estate venue.

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 become costly, but the right support doesn’t have to break the bank. While they may seem expensive at first, planners’ costs reflect the extensive time and effort they invest throughout the entire process. Coordinators’ costs, on the other hand, are lower 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 the UK:

• Wedding Planner: £500 to £10,000

  • Day-of-wedding: £500 to £1,500

• Wedding Coordinator: £950 - £3,000

  • Day-of-wedding coordination: £950 to £1,500

  • Month-of wedding coordination: £1,500 to £3,000

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 understand the difference between a wedding planner and a wedding coordinator, you can confidently book the right service for your big day. Whether you need full-service planning or on-the-day support, being clear about your needs—such as guest numbers, location, and budget—will help you find the perfect fit.

Remember, it’s not just wedding services. An experienced professional can also assist with other events, such as an engagement party or your hen or stag do.

Post your task on Airtasker today and let a pro take care of the details, so you can focus on celebrating one of life’s biggest milestones.