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A planner and a coordinator are two different people: confuse them and you either double-pay or hire neither
Both roles have "organizing" in the job description, the price differs threefold, and the responsibilities don't overlap. Confusing them goes two ways: assuming a planner means you don't need a coordinator (and nobody runs the day), or assuming a coordinator will find your vendors (and you carry twelve months alone).
How they differ
| Wedding planner | Day-of coordinator | |
|---|---|---|
| When they start | 12 months out | 4–8 weeks out |
| What they do | Manage the budget, match vendors, review contracts, build the schedule, run the day | Take over existing vendors, build the day-of timeline, direct on the day |
| Typical cost | $1,500–$4,750 (up to 10–15% of total budget for large weddings) | $800–$2,500 |
| What it saves | Your hundreds of hours of preparation | Your life on the wedding day |
When a planner is worth it
- 100+ guestsThe number of vendors and the coordination complexity jump up a whole level.
- Both of you work full timeMost planning conversations happen during regular business hours.
- Planning from a distanceWhen marrying out of state, there is no way to visit every venue in person.
- A complex blended programA tea ceremony, two languages, and two sets of customs all packed into a single day.
If your wedding is 60 people, near home, with a simple program, a planner isn't as good value. Adding that money to photography or catering makes a much more noticeable difference.
The trade-off on a limited budget
Cut the planner before the coordinator.
Because a planner saves you something you can afford to spend, which is time, while a coordinator saves something that cannot be redone. Without a coordinator on the day, you'll be taking calls at your own wedding, chasing the florist, and hurrying the kitchen, and that day doesn't happen twice.
(For the details on coordinators, including why the one the venue provides doesn't count, see item 24 of the checklist.)
What to ask a planner
- How they chargeIs the fee a flat rate, a percentage of the total budget, or hourly? If it's a percentage, watch out for the incentive: the higher your budget, the more they earn.
- Whether they take vendor kickbacks: are they recommending someone because they're good, or because of a commission? Ask directly
- Whether they personally attend: some planners handle the lead-up themselves and send an assistant on the day
- Whether they've done a wedding like yours: critical if you're blending traditions
A third option
In between sits partial planning: you find the vendors and the planner steps in at key decision points (reviewing contracts, building the schedule), at less than full-service cost. If you enjoy choosing vendors but worry about missing things, that combination works well.
In one line
First figure out whether you need someone to "help me decide" or "help me execute": the former calls for a planner, the latter a coordinator, but you need a coordinator either way.