Wedding planner vs wedding coordinator: Who should you hire?

Dreaming of a vineyard wedding in Napa, or a rustic barn gathering in Vermont? Whether you’re staying local or planning a destination wedding, there’s a lot to organize—permits, timelines, and yes, even the uncle who might grab the mic.

So, between a wedding planner vs. coordinator, who’s the right person to help? Though the terms may seem interchangeable, their roles are very different. In this guide, we’ll break it down to help you choose the best fit for your big 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’re also knowledgeable on the ins and outs of the industry’s specific legal requirements. With around 2 million weddings taking place annually in the US, many couples rely on experienced pros to manage the many moving parts. 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 conceptualize 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 prioritize 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 finalize 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 customized plan that reflects 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 mobile bar, a string quartet, or even a destination wedding 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 finalizing 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

Wedding costs can add up fast, but the right planning support doesn’t have to. 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. wedding coordinator in the US:

• Wedding Planner: $1,000 - $8,000

  • Day-of-wedding: $1,250 to $1,800

  • Wedding planner hourly rate: $60 to $125

• Wedding Coordinator: $600 - $8,000

  • Day-of-wedding: $600 to $3,000

  • Month-of wedding coordination: $1,000 to $6,000

  • Wedding coordinator hourly rate: $20 to $100

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

Understanding the difference between a wedding planner and wedding coordinator helps you decide which service best suits your needs. Whether you want full-scale wedding services or just someone to handle the wedding day details, both roles offer peace of mind during one of life’s biggest milestones.

And it doesn’t stop at the ceremony. Airtasker can help with other events, from planning a rooftop rehearsal dinner to organizing a laid-back backyard brunch.

So don’t wait, as wedding and events coordinators book up fast! Post a task today to find trusted pros who’ll help you make your celebration unforgettable.