Wedding Planning 101: Understanding the Difference Between a Venue Coordinator and a Wedding Planner

In the spirit of the new year, I am going to act on my 2026 New Year’s resolutions and officially start the Be YOUnique Events blog.

Be YOUnique Events is all about treating every event as a timeless, authentic, and living work of art. With my professional background and passion for what I do, I’d love to help brides and grooms navigate the wedding industry, share tips for planning a wedding, and show how wedding planners and designers can provide couples with a sense of relief…and no regrets.

As a wedding planner and venue coordinator with experience working at venues throughout Tampa Bay, Florida, I often find myself explaining the difference between a venue coordinator and a wedding planner to couples. It’s important to preface this by saying that having a wedding planner helps you feel more at ease and confident when making the many decisions involved in the wedding planning process, in addition to securing the perfect venue.

Prior to launching my own wedding and event planning business, I was an Event Coordinator for a Marriott resort in Southwest Florida and a Wedding Marketing Coordinator for Royal Wellington Golf Club in New Zealand. Currently, I assist The Spiral Staircase, a women’s social club located in the heart of downtown Tampa, Florida, as a Venue Coordinator. Because of my experience coordinating and marketing stunning venues, I can confidently say that wearing my venue coordinator hat is very different from what I do in my daily operations planning and designing weddings. Having both a wedding planner and a venue coordinator is essential to a seamless wedding day experience.

What is a Venue Coordinator?

I want to begin by describing the role of a Venue Coordinator. This individual works for the venue and ensures the venue and all involved departments are prepared to host your wedding. The Venue Coordinator is normally present on wedding days; however, in some cases, another associate from the venue may be on-site to ensure the space is maintained throughout the event.

Venue Coordinator Responsibilities on a Wedding Day

Below are some of the primary responsibilities of a Venue Coordinator:

• Ensuring the venue is clean and ready for the wedding, including but not limited to:

  • Floors

  • Restrooms

  • Existing furniture

  • Lawn care

• Greeting clients

• Checking in periodically with clients

• Being available for accidents or spills

• Being on-site or nearby (office, back-of-house, or on the floor)

• Refreshing the venue throughout the event (i.e., restocking restrooms, emptying trash cans, etc.). The Venue Coordinator may also have a team on-site to assist.

• Presenting the final bill to the client if any items were consumed on the wedding day or if there are outstanding charges

• Ensuring the venue’s logistical operations run smoothly and according to the contract or Banquet Event Order (BEO)

• Confirming vendor setup locations, arrival times, and load-in procedures

• Ensuring chairs and tables are set correctly if provided by the venue

• Adjusting existing venue lighting (dimming or turning off certain lights)

• Opening and locking the space before and after the wedding

What Venue Coordinators Do Not Handle

Venue Coordinators do not handle personal items (i.e., client décor, cake toppers, wedding dresses, etc.)

Venue Coordinators are not responsible for other vendors, event design, or event logistics unless otherwise specified

Venue Coordinators may oversee multiple events on the same day if the venue is capable of hosting them

What Questions a Venue Coordinator Can Answer for Couples

As you can see, a Venue Coordinator’s duties are essential to ensuring the wedding day runs smoothly. Venue Coordinators are also responsible for communicating venue-specific information to the couple. These topics include, but are not limited to:

• Furniture or décor rentals included with the venue

• Venue layouts based on a diagram provided by the wedding planner or coordinated directly with the client

• Parking for guests and vendors

  • Downtown venues typically cannot guarantee parking, as lots and garages are often city-owned

  • Downtown hotels often offer valet-only services; venue coordinators should communicate valet rates, nearby parking options, or street parking availability

  • If the venue has a private lot, the Venue Coordinator should communicate capacity

• Security requirements

  • Venue Coordinators ensure the space is secure and may require additional security based on event needs

• Exclusive vendors

  • Some venues require couples to use exclusive vendors (i.e., catering, DJ, bartending, valet, etc.). These vendors are familiar with venue policies such as kitchen maintenance, noise ordinances, liquor liability, and cleanliness.

• Third-party services

  • Venue Coordinators may include third-party rentals (linens, event rentals, etc.) in the overall venue invoice

  • Venue Coordinators primarily communicate key details with their exclusive vendors

Do I Have a Venue Coordinator?

Now you may be wondering if you have a Venue Coordinator. Odds are, if you’ve booked a venue, you do! Job titles may vary depending on the employer, but these roles are often synonymous.

Common Venue Coordinator Job Titles at Wedding Venues

Hotel Venue Coordinator Titles:

• Senior Events Manager

• Events Manager/Coordinator (can be misleading—ask clarifying questions)

• Meetings & Conference Manager/Coordinator

• Catering Manager/Coordinator

• Executive Meeting Manager

• Wedding Coordinator (can be misleading—often venue-focused)

• Special Events Manager/Coordinator

Non-Hotel Venue Coordinator Titles:

• Venue Manager

• Event Manager/Coordinator (can be misleading)

• Site Coordinator

• Event Sales Manager

What is a Wedding Planner, Designer and Coordinator?

Now that we’ve outlined the role of a Venue Coordinator, it’s time to describe the roles of a Wedding Planner, Designer, and Coordinator. These professionals work for the couple and offer services based on planning needs. Below are some of the primary responsibilities of a Wedding Planner, Designer, and Coordinator.

Wedding Planner Responsibilities

• Primarily handles overall logistics

• Creates and manages the wedding budget

• Develops and maintains the timeline

• Coordinates vendors

• Recommends preferred vendors

• Reviews vendor contracts

• Handles issues that arise on the wedding day

• Serves as the main contact for vendors and the couple

• Schedules and attends key vendor meetings

• Communicates with vendors on the couple’s behalf to reduce inbox overwhelm

• Oversees the entire wedding day

• Ensures vendor contracts are executed as agreed

• Creates timelines and floor plans

• Communicates final details and venue information to vendors

Wedding Designer Responsibilities

• Creates the wedding’s aesthetic and visual experience

• Sources vendors who can execute the design concept

• Ensures visual consistency (color palette, décor, special props, etc.)

• Requires a strong artistic eye

• Creates floor plans

Wedding Coordinator Responsibilities

• Coordinates logistics for the wedding day only (“day-of” or “month-of”)

• Does not handle full planning

• Executes the wedding according to the couple’s specifications

• Typically begins involvement 4–8 weeks before the wedding

• Reviews vendor contracts and confirms logistics

• Creates the wedding timeline

• Addresses overlooked details

• Manages the rehearsal

• Serves as the main point of contact on the wedding day

• Sets up personal décor

• Directs guests on-site

• Packs and returns personal décor at the end of the event

Which Wedding Professional Do You Need? Wedding Planner vs. Designer vs. Coordinator

Couples should hire a Wedding Planner if they want minimal stress, have limited free time, or aren’t sure where to begin. If a couple has less than 12 months to plan or struggles with organization, booking a wedding planner is a great rule of thumb.

Couples should hire a Wedding Designer if they are organized but need help translating their vision into a cohesive, visually stunning event. It’s important to note that not all wedding planners are designers (though I’m happy to share that Be YOUnique Events offers both planning and design services).

If a couple feels confident handling both planning and design, I still recommend hiring a Wedding Coordinator for the wedding day. Asking a family member or friend to handle behind-the-scenes logistics can be incredibly stressful, and they deserve to enjoy the celebration, too.

For couples planning a wedding in Tampa Bay and the surrounding Florida areas, understanding the difference between these roles can make the planning process far less stressful.

Venue Coordinator vs. Wedding Planner: What’s the Difference?

Do you set up personal items?

• Venue Coordinator: No

• Wedding Planner/Coordinator: Yes

Do you pin boutonnieres?

• Venue Coordinator: No

• Wedding Planner/Coordinator: Yes

Do you bustle the wedding dress?

• Venue Coordinator: No

• Wedding Planner/Coordinator: Yes

Do you add items to the wedding cake?

• Venue Coordinator: No

• Wedding Planner/Coordinator: Yes

Do you pack up personal décor?

• Venue Coordinator: No

• Wedding Planner/Coordinator: Yes

Do you create the floor plan?

• Venue Coordinator: Sometimes

• Wedding Planner/Coordinator: Yes

Do you ensure vendors follow their contracts?

• Venue Coordinator: Only exclusive vendors

• Wedding Planner/Coordinator: Yes

Do you communicate with vendors on our behalf?

• Venue Coordinator: Occasionally (venue-related needs)

• Wedding Planner/Coordinator: Yes

Few venues throughout Florida have full-time wedding planners on their team, which is why it’s important for couples to ask these questions early on to clearly understand whether a venue’s wedding planners will work directly with them and handle their personal belongings.

Why Wedding Vendors Recommend Hiring a Wedding Planner

I promise I didn’t pay these professionals to share their thoughts. When couples don’t hire a wedding planner or coordinator, expectations often fall on venue coordinators to perform duties outside their role, and other vendors are left without clear direction.

“In our perspective of a wedding vendor, a wedding planner provides significant benefits, especially the day of the event. From ensuring a seamless timeline with all vendor staff to serving as a central point of contact and managing logistics. This coordination enables vendors to focus on their specific expertise and tasks on the day of the event, resulting in a more efficient and enjoyable experience for all parties involved, especially the couple. At the very least, couples should hire a day-of coordinator. When there is no planner or any central point of contact, then that responsibility falls on us, the photographers, etc. Therefore, we cannot focus on the service we were paid to do. People come to us all the time when there is no point of contact asking us to mop up the dance floor, asks us a question about the venue, etc. A planner is that crucial go-to person.” -Al Engels, ahe Productions Entertainment

“The difference is truly night and day. When a planner is involved, the day flows with intention and calm. The couple gets to relax, be present, and soak in the joy, which always leads to the most meaningful and authentic photos.” -Kingsley James, Kingsley James Studio

“As a content creator, I’ve seen firsthand how a planner’s expertise elevates the entire wedding experience. Their experience ensures the day runs smoothly, which translates into more intentional and beautiful content.” -Cindy Whitlatch, Cielo Rose Content Creations

Venue Coordinator vs. Wedding Planner: Final Thoughts

I hope this helps you feel confident in understanding the distinctions between a Venue Coordinator and a Wedding Planner/Coordinator. The wedding industry can be overwhelming to navigate, but I’m always here to help answer questions. Both roles are essential to a successful wedding day, and for the best experience possible, it’s imperative to have both a Venue Coordinator and a Wedding Planner/Coordinator.