You’re engaged- one of the first things a lot of people ask – are you going to hire a planner? In the wedding industry clients hear a lot of the same buzz words, such as wedding planner, wedding coordinator, day of coordinator, and on-site or venue coordinator. When couples begin the planning process, there can be some confusion on what kind of person you will need and what level of support you will need to have a successful day. You may be unsure if you will need support with planning or just on the wedding day. So, let us break it down for you. Let’s talk – what’s the difference between it all?
The classic decision maker in the wedding planning process, is a traditional wedding planner. Think Jennifer Lopez and the wedding planner – going to venues with the clients, handling phone calls, working closely with the couple, and handling all of the details on the wedding day. The wedding planner is essentially your right hand gal or guy. A wedding planner supports your decision making, from large details - such as your wedding vendors, to minor elements, like searching for a cake topper. Oftentimes, wedding planners can work on design aspects such as florals, invites, layouts, and guest accommodations. Wedding planners also work directly with managing your overall budget, handling communication between vendors and couples, and coordinating all of the details on the day of. So, in reality, JLO’s duties are parallel to what a wedding planner really does. A wedding planner handles it all from start to finish. From creation of budgets, themes, details, to making sure your day is perfect. A wedding planner is the full package.
Now, a day of coordinator, or a wedding coordinator, focuses on the logistics of your day. Most of the time, companies offer a day of coordinator as an alternative to a full blown wedding planner. A day of coordinator is meant for the couples that have all, or most, of the planning and details organized, but they need some extra hands to coordinate the affair. Coordinators focus on logistics, how the day will run, creating and executing a timeline for the day and making sure that all of your details come together on the wedding day. Yes, coordinators can have contact with your vendors on the day of, but typically wedding companies have parameters set, to ensure that they are only used for logistical or execution purposes leading up to the day of and on the wedding day. That being said, there is a large price difference between a wedding planner and a wedding coordinator. Wedding coordinators can be more accessible and affordable for couples, or for couples that just need extra support with “making it all happen.”
Most venues have an on-site coordinator or a day of coordinator. Now, we highly advise that you ask your venue on the exact duties of these individuals. In our experience, we’ve met many on-site coordinators over the years. And let me tell you, their levels of support vary from venue to venue. Some coordinators are there to simply open the door, turn on the lights, make sure the venue is intact and close the doors at the end of the night. Other on-site coordinators will help with setting up decor or room arrangements. While some venues offer services that support arranging decor and flipping the room between ceremony and reception. These in-house coordinators may have varying levels of support, so be sure to ask your venue and read your contract for further clarification.
Now, when it comes to deciding what level of support you need on the day of, there are a few factors that come to mind.
How hands-on do you want to be?
This is the key question. Some of our clients want all hands on deck, with every detail and project. These couples may need more logistics support rather than planning support. If you’re the couple that wants to sit back, relax, and let someone else handle the details for you, hiring a full wedding planner may be the way to go. So, think about how involved in the process you want to be and determine the level of support that you will need. You can always book a smaller package and then work your way up to full planning if need be, but be realistic with what you are able to accomplish.
Who can realistically help?
When they say it takes a village, it takes a village. Weddings can take multiple hands and a small community to run. As you think about what type of individual to hire, and what level of support you will need, think about the support you have in your current circle. Will you have support with going to meetings, purchasing and creating a theme or details? Will you have support setting up on the day of? Sometimes, we have clients that have friends and families who are fully willing to help every step of the way, therefore they only need us to execute the day off. Other times, we have couples who need support throughout the process.
What can your budget afford?
Yes, you need to create a section of your budget for wedding support. This will help determine what level of planning you can afford. Wedding planners can cost significantly more than a day of coordinator. Ask for a consultation and to view the company’s packages and determine what you are able to afford.
The good news is the industry is filled with various levels of support. At Elegant Affairs we always tell our clients we are here to help you with as little to as much as you need. Packages can always be adjusted to fit the needs of clients, because we are here for you. So, as you begin your journey, think about the level of support that you will need and what you feel is necessary so you can sit back, enjoy, and RELAX on your wedding day.
Lori Losee is the owner of Elegant Affairs, a Seattle Wedding Planner with over 17 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.