Wedding Planner vs. Day-of Coordinator

When do you need which one? First, let’s talk about what a wedding planner does, versus a wedding coordinator.  Also note that most wedding planners include day-of coordination.

Day-of Coordinator (less cost, less services):

Only provides service on the wedding day (plus a planning meeting, resources, and answering questions).

  1. Manages the rehearsal
  2. Manages the ceremony processional
  3. Works with you to set the timeline, then make it happen on the day
  4. Confirms vendors
  5. Hands out prepared tips for you
  6. Manage setup and teardown of personal items
  7. Helps you put on your clothing (and bustle your dress if needed)
  8. Problem solves anything, from a lost cufflink to an over-imbibing DJ
  9. Keeps track of your gifts and belongings
  10. Makes sure you get something to eat

Wedding Planner (more cost, more services)

Works with the couple to execute and plan a wedding.  Includes Day-of tasks above, plus more.  Most planners have different tiers of support, but broadly their services include:

  1. Help set and meet a budget
  2. Help selecting vendors and venue
  3. Creating a timeline, not just of wedding and ceremony, but also photos, getting ready, and transportation timing
  4. Provide ideas
  5. Provide organization tools
  6. Sometimes can help negotiate cost or provide referral discounts
  7. Help provide the information that you need for invitations and/or a wedding website
  8. Other services may include help with: dress shopping, ordering invitations or other print materials, booking a rehearsal dinner, and help making hotel accommodations.

Do you need a day-of coordinator, or a planner?

The answer is yes.  You definitely need one or the other.  You don’t want to spend your wedding day calling a late vendor, dealing with a melting cake, or fielding guest phone calls about where to park.  Here’s how to know which one to pick.

Get a Day-of Coordinator if:

  • You are very organized and don’t need help keeping track of your to-do list (excellent to-do lists are easily to find by searching online, such as this one from Here Comes the Guide, or even Google Sheets).
  • You already know, or plan to choose your own, venue, DJ, photographer, florist and caterer.  You’re either a savvy web searcher, using referrals from others who recently got married, or plan to attend a wedding show to book some or all of these vendors.
  • A friend or family member is doing most of the helping and planning with you.
  • You’re budget-savvy, and not worried about managing your wedding budget.
  • You will procure any decorations/favors, or hire another vendor to provide those items.
  • You will keep track of and order any signs that you need (seating chart, specialty cocktails, etc).

Get a Wedding Planner if:

  • Reading this blog is giving you anxious hives.
  • You’re not sure how to start, or you’ve got less than a year to your date but you haven’t booked your Main Vendors/Expenses yet.
  • You want help managing your budget.
  • You want someone to tell you exactly when to make which decisions.
  • You want help communicating your vision to your vendors (like your decor style, food, service type, etc).
  • You need help knowing which printed and decor items you need.

Next Step: Book a Planner or Coordinator:

Imperia’s Preferred Wedding Planners:

Imperia’s Preferred Day-of Coordinators:

  • Imperia!  We offer 3 levels of day-of coordination.  The first level is included with all of our events!
  • “We’ve been helping couples throw amazing weddings for over 30 years combined.  Since we’re an inclusive venue, we help you with recommended vendors, we set your timeline with you, we create a floorplan based on your style of event and food service, and we even hold your tasting.  There’s not much left that you need to do when you have your wedding at Imperia” – Tasia Fisher, Event Director