When you’re embarking on the journey of planning your wedding, the terminology tossed around by venues and vendors can get a tad confusing. Notably, the terms “wedding planner” and “wedding coordinator” are often used interchangeably, yet their roles are distinctly different. To help clarify the difference and assist you in making an informed decision about which service is best for your big Minnesota day, I digitally sat down with Lily Hansen of HappiLily Events, a seasoned professional in the wedding industry. Lily is a certified master planner and designer, and having been adding her sweet touch to Minnesota weddings for years, so she knows a thing or two.
Understanding the Roles
Lily began by explaining a common misconception: “Many couples think the venue coordinator will handle everything a wedding planner or coordinator would. However, the reality is quite different. A venue coordinator is there to represent the venue’s interests, making sure the facility is functioning as it should. This includes managing venue-related tasks such as setting tables, handling technical issues, and generally ensuring the venue is meeting its contractual obligations.”
In contrast, Lily emphasized, “A professional wedding planner or coordinator represents you. Pre-wedding, we don’t just help create a floor plan; we build a comprehensive timeline for your entire day. We contact each vendor to ensure they’re clear about the timeline, understand their setup needs, and confirm logistical details like arrival times.”
Day-of Duties
On the day of the wedding, the differences in roles become even more pronounced. “While a venue coordinator might be opening doors and managing venue staff, your wedding planner or coordinator is managing your timeline, helping with decor setup, and cueing the wedding party for entrances and key moments like speeches and first dances,” Lily explained. This hands-on approach ensures that your day flows seamlessly, leaving you free to enjoy every moment without worry.
What to Expect From a Wedding Planner
For those unsure of what to expect from a wedding planner, Lily provided a clear breakdown: “A professional day-of coordinator will step in about 4-6 weeks before your wedding to finalize all the nitty-gritty details. But if you opt for full-service planning, we start from the moment you hire us. We’ll guide you through the entire planning process, help set your budget, educate you about vendor costs in Minnesota, and assist with sourcing and booking vendors. We also help refine your wedding design and source any needed rentals or decor.”
Why Consider a Professional?
Choosing between a venue coordinator and hiring your own wedding planner or coordinator hinges on the level of personalized attention and detailed management you want for your wedding. As Lily puts it, “A venue coordinator is great for general venue tasks, but a wedding planner or coordinator is there to make your vision come to life and ensure your day is exactly as you’ve imagined.” The venue coordinator is there for the venue, while your planner is there for you. The vendors you choose are your own personal cheer team, and having a stellar planner as that captain of that team guarantees the day of yoru dreams.
Having a professional like Lily by your side to manage the complexities of the day can make all the difference. It turns a beautiful setting into a beautifully orchestrated event where every detail reflects your personal touch and love story.
Kayla Lee is a Minnesota-based wedding and elopement photographer (and handcrafter and designer on the side). She serves elegant, authentic, sentimental couples who not only choose their own adventures, but also live them to the fullest! See more about the KLP Wedding Experience!
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