Venue Manager v Day of Coordinator v Wedding Planner
- Meredith Heim
- 6 days ago
- 9 min read
The difference between the 3, pricing, what you need and should know.
When couples start planning their wedding, one of the biggest sources of confusion (and frustration) is understanding the difference between a venue coordinator, a day-of coordinator, partial planning, and full-service planning. On the surface, they all sound like they do the same thing—keep your wedding on track—but the truth is, each role comes with very different responsibilities, timelines, and price tags. And in an industry where titles get tossed around loosely (hello, “day-of” that’s really not?), it’s easy to fall into the trap of hiring someone underqualified just because it seems like the more affordable option.
In this post, we’re breaking down what each type of coordinator actually does, what you can expect to pay, and most importantly how to make sure the person you hire has the experience, professionalism, and presence to protect your vision and your peace of mind.
1. The Venue Coordinator
They work for the property, not for you.
What they are:
This is someone employed (or contracted) by the venue itself (rather than you) whose job is to manage things at the venue. They handle things like setup & breakdown of venue‑provided items (if any), making sure the space is ready, liaising with the venue’s in‑house services (catering, valet, housekeeping), and often enforcing the venue’s rules, timing, and clean‑up as well as being on site for any electrical issues, broken glass messes, etc.
What they are not (generally):
They usually do not manage all your vendors, craft your wedding timeline, coordinate rehearsal, or dig into the décor/style/vision with you from the ground up. Their priority is the venue functioning smoothly, not your entire wedding production. A venue coordinator’s primary job is to protect the venue and ensure things stay within the limits of the venue owners comfort.
When to rely on one:
If you’ve booked a full‑service venue (with in‑house catering, décor options, and an on‑site staff) and you’re handling much of the wedding planning yourself (vendors, design, timeline), the venue coordinator still will not suffice and they definitely will not run even your ceremony processional. Most couples still choose to hire additional help because the venue person can’t always take on everything and frankly, it is not their job to.
Cost for you:
Technically you may not pay extra for the venue coordinator (it’s built‑into the venue fee). But if you think “my only support is the venue’s coordinator,” know that their scope is limited.
2. Day-of Coordinator
(But really, it’s more like “Month-of”)
What they are:
A true day-of coordinator is more accurately described as a month-of manager who begins working with you 4 to 6 weeks before the wedding. They step in to gather the full scope of your plans, build a master timeline, communicate with vendors, and identify potential problems before they arise. Their primary responsibility is to execute your vision on the wedding day so you can relax and be fully present, knowing someone is running the show behind the scenes.
A seasoned day-of coordinator will:
Confirm vendor logistics and contracts
Finalize and manage a timeline
Handle setup and cue key moments (ceremony, reception, speeches)
Troubleshoot last-minute issues (because something always comes up)
Act as the point person so you aren’t being interrupted or asked questions all day
Many couples mistakenly hire a day-of coordinator expecting more support than they’re actually signing up for. But the reality is:
They do not help with vendor research or bookings
They do not assist with designing your décor or layout
They do not attend planning meetings, zooms, or offer creative direction
They do not manage budget tracking, RSVP systems, or timeline creation throughout your engagement via a cloud platform
They do not start working with you outside of the 4–6 week window before your wedding
Since they are working for less than a partial or full planner, you do not reserve them for the entire weekend and they will likely have multiple weddings per weekend especially in peak season (April, May, September, October). Ask early about reserving them for your ceremony rehearsal and if it is an additional cost.
In short, you’re still doing all the planning, all the sourcing, all the problem-solving during the months leading up to your wedding. A day-of coordinator is essentially the bow on top of everything you’ve built and they make sure it all runs smoothly that day, but they’re not involved in crafting the foundation.
What they are not (generally):
Despite the name, a "day-of coordinator" is not someone who just shows up the morning of your wedding and pulls everything together with no preparation. That’s unrealistic and risky. Unfortunately, this title has become a catch-all for side hustlers, often newlyweds who loved planning their own wedding and now want to do it for fun on weekends. While their intentions may be good, wedding coordination isn’t about having good taste or a cute clipboard. It’s about experience, logistics, and crisis management.
Without real industry training, these budget-friendly options often:
Lack insurance, which many venues now require
Have little or no experience with vendor troubleshooting or large-event flow
Don’t have vendor relationships or know how to advocate for you under pressure
Fold quickly when problems arise—because they don’t have the bandwidth or tools to handle them
As professionals with 3 years in venue management, 5 years in wedding planning, and 2 years in corporate event production, Married and Mellow can tell you firsthand: Weddings are live productions, not styled shoots. They demand leadership, poise, and foresight. The wrong coordinator can leave you scrambling when the schedule falls apart, a vendor is late, or the rings are missing five minutes before showtime.
What to look for in a reputable day-of coordinator:
✅ A legitimate business with liability insurance
✅ Glowing reviews from multiple weddings (not just their own)
✅ A process that begins weeks in advance, not just the week of
✅ A calm, organized, and trustworthy personality you feel safe with
✅ A passion for weddings, yes—but also professionalism and boundaries
If you’re looking for help making big decisions, refining your vision, or navigating contracts and logistics throughout the planning process, a partial or full-service planner is what you’re really looking for. (Scroll down to see how those packages compare.)
3. Partial Wedding Planning and Day Of Team
The bridge between DIY and full-service
What they are:
A middle ground between doing everything yourself and hiring someone to run it all. With partial planning you still make major decisions (venue, some vendors, design style) but you bring in a professional earlier (3–6 months before the date) to help with vendor recommendations, contract review, timeline creation, design/decor advice, and then include day‑of coordination as well.
Typical tasks:
Consulting with you on vendor selection and booking
Add on services to assist with design/decor direction (or some subset of it), mood boards and sourcing recommendations
Building out the timeline and assisting with logistics (transportation, guest flow, vendor load-in)
Overseeing the period from ~12 down to 3 months out until the wedding day. Most partial planners offer recs in the beginning stages as well as access to their professional planning software, and then come on full force for calls, venue visits and the nitty gritty at 90 days out.
On the wedding day: take on full coordination (as the day‑of would), but likely with a team of at least 2.
What they are not:
Partial planners are not full-service planners, and they won't be involved from day one or manage every single detail from start to finish. You’re still responsible for the early planning phases, and if you haven’t done much by the time you inquire, you may need to upgrade to full-service for the level of support you’re looking for.
A partial planner does not typically:
Build your wedding from the ground up or take on full creative design
Manage your full budget, RSVPs, guest communication, or back-end planning systems
Attend every vendor meeting, though they may join key ones like your venue site visit or help you prep questions and notes
Begin working with you a year in advance (unless customized as part of a larger package)
Take over planning immediately after booking — they often jump in when there’s already a framework in place or when asked for guidance especially with outside the 3-6 month mark.
While partial planners are more involved than a day-of coordinator, they still expect you to have completed a fair amount of groundwork like securing your venue, knowing your wedding date and guest count and being ready to book your core vendors.
When to hire this: If you enjoy being hands‑on and have already booked some things (or plan to), but you realize that as things ramp up you want a pro by your side, especially for the final 3 month stretch and for the big day.
Average cost: Typically between $2,300 and $6,000 (according to one source) for the partial planning package. Some other sources vary a wider range ($2,500‑6,000+) depending on region and scope.
Questions to ask:
What’s included in “partial”? How many vendor meetings? How many site visits? Be sure this information is included in your proposal and contract.
Do they jump on Zoom meeting with your vendors?
What is their availability for calls like? How many calls are you permitted during the process, and when does this window begin?
Will they handle design or just logistics?
On the wedding day: How many staff? Do they bring assistants?
How many revisions/consultations are included if design is included?
Does this include reservation of the planner for the ceremony rehearsal as well? Are their options to add on Rehearsal Dinner design and coordination?
"About six in ten clients with an event budget over $40,000 are opting for partial planning, signaling that this hybrid option is a smart and increasingly popular choice for engaged couples in this modern era of weddings."
3. Full Service Wedding Planning
They work tirelessly for you, and only you from start to finish.
What they are:
This is the most comprehensive option. A full‑service planner is involved from early on (12+ months or more), often right after you get engaged. They guide you through everything: budget creation, design vision and styling, vendor research/booking, contract negotiation, guest list & seating chart help, rehearsal, and on the wedding day execute everything (logistics, timing, vendor management, breakdown, etc.).
Typical tasks:
Initial consultation: style/vision/budget
Venue & vendor research and booking (everything from florist to entertainment to transportation)
Design & décor creation (floor plans, event flow, lighting, rentals)
Budget tracking and vendor contract review
Guest list and seating chart support
Timeline creation and leading rain plan discussion
Help with layout, flow, and aesthetic cohesion (without doing full design boards)
Communicate with vendors as the event approaches to align details and troubleshoot potential issues
Offer planning sessions or check-ins to keep you on track
Married and Mellow doubles a Advanced Certified Travel Advisors who can lead discussion with properties for your Hotel Block Bookings and Honeymoon planning as well, suggested around 8-10 months out
Full day and possibly multi‑day (rehearsal dinner, brunch after, etc) coordination
On the wedding day: full execution from load‑in, vendor oversight, ceremony to reception to send‑off, breakdown
When to hire this: If you have a larger wedding, are busy in med school or life, have many moving parts (multiple events, large guest list, destination or multi‑day celebration), or you’d rather have the budget to hire a pro take the lead so you can enjoy the process and your day.
Average cost:
National averages suggest $7,500 to $15,500 for many full‑service planners in many markets. Many full service planners operate on a percentage (typically 10-15% of your event budget with a minimum) High‑end or luxury full‑service packages (especially in high cost‑areas such as NYC, DMV, SoCal, Phoenix or Destination Weddings in Italy) can start in the tens of thousands.
Considerations:
How many in‑person meetings? How many assistants included?
What’s the lead time – Do you really need help 12 months out or only 6?
Is design/styling included or is that a separate fee?
How many hours are included for delivery recieving on days that are not the wedding day and for breakdown on day‑of hours.
Service Type | Start Time | Major Focus | Wedding Day Role | Approximate Cost* |
Venue Coordinator | With venue contract | Venue logistics & staffing | Manages venue‑provided services | Usually included in venue fee |
Day‑of Coordinator | ~4‑6 weeks out | Execution of your plan | Full coordination of the day | ~$700‑$2,200 (varies) |
Partial Planning & DOC Team | ~3‑12 months out | Vendor & logistics help + day‑of | Coordinates with you + runs the event | ~$2,300‑$6,000 (can be more) |
Full Service Planning | ~12+ months out | End‑to‑end: design, budget, vendors, logistics | Manages entire planning + day of | ~$7,500‑$15,000+ (10‑15% of budget with minimums) |
Final Thoughts
At the end of the day, choosing the right level of wedding support comes down to understanding what each role actually does—and what your wedding truly needs. A venue coordinator works for the venue, not for you. A day-of coordinatorexecutes the plan you’ve already created, but doesn’t help build it. A partial planner steps in during the middle of your planning journey to lighten the load and guide key decisions, and a full-service planner is with you from start to finish—budget, design, logistics, vendor management, and everything in between.
Pricing for each of these services varies widely depending on your location, guest count, venue type, complexity of logistics, room flips, labor needs, and overall budget. It’s never one-size-fits-all. That’s why it’s so important to schedule a consultation call before locking in any contract—not just to go over services, but to make sure you actually vibe with the person who will be by your side through one of the most important days of your life. You deserve a planner who gets your vision, communicates clearly, and brings both professionalism and calm to the process.
Inquire here with Married and Mellow today to learn more about Our Services, pricing and availability.
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