Wedding Planner vs. Wedding Coordinator vs. Venue Coordinator in South Africa – What’s the Difference?
Feeling overwhelmed with wedding industry jargon? We get it!
You’re planning what is probably the most significant celebration of your life, and suddenly, you’re bombarded with terms like wedding planner, wedding coordinator, and venue coordinator. What do they mean? Do you really need all of them? And more importantly, who actually makes sure your big day runs smoothly?
We’re here to break it all down in the simplest way possible—no fluff, no confusing industry terms, just the straightforward facts (explained in a way that even a golden retriever would understand).
These are three different roles, played by three different people, and just to make things more fun (or confusing), we’ll throw in a fourth – the on-the-day coordinator!
SO, WHICH ONE DO YOU NEED?
It depends on:
✅ Your budget – Are you investing in full-service planning, or do you just need help on the day?
✅ Your timeline – Do you have months (or even years) to plan, or are you short on time?
✅ Your wedding location – Will you be at a fully equipped venue or somewhere off the beaten track?
✅ The complexity of your wedding – Are you hosting a simple one-day celebration or a multi-day event?
✅ Your stress tolerance – Do you want someone to handle everything, or are you happy to juggle the details yourself?
Now, let’s get into the details.
1. WEDDING PLANNER –
Your Best Friend From A to Z
What They Do:
A wedding planner is the CEO of your wedding. They are involved from the moment you say “YES” until the last guest leaves. They help you plan your entire wedding, from budgeting and vendor selection to logistics, contracts, and design.
Duties of a Wedding Planner:
✔️ Provides vendor referrals and negotiates contracts
✔️ Manages your wedding budget, deposits, and payments
✔️ Schedules and attends vendor meetings
✔️ Helps determine your wedding style and coordinates décor
✔️ Handles guest logistics like transport and accommodation
✔️ Manages the rehearsal and timeline
✔️ Oversees EVERYTHING on the wedding day – including handling last-minute surprises
Who Needs a Wedding Planner?
💡 If you’re planning a destination wedding or a multi-day event
💡 If you have a demanding job and little time to plan
💡 If you want zero stress and full guidance from start to finish
💰 Cost: High-end service = Higher price tag. A full-service wedding planner is an investment, but one that will save you time, stress, and (ironically) costly mistakes.
2. WEDDING COORDINATOR –
Your Behind-the-Scenes Mastermind
What They Do:
A wedding coordinator steps in closer to the big day – typically 4 to 8 weeks before. They take your existing plans and make sure everything runs seamlessly.
Duties of a Wedding Coordinator:
✔️ Meets with you to review your wedding plans
✔️ Confirms all vendors and checks contracts
✔️ Creates a detailed timeline and floor plan
✔️ Conducts a final venue walk-through
✔️ Manages the rehearsal
✔️ Oversees the wedding day – ensuring the timeline is followed
Who Needs a Wedding Coordinator?
💡 If you’ve planned most of your wedding but need someone to execute it smoothly
💡 If you have a lot of moving parts (multiple suppliers, complex logistics)
💡 If you want someone who knows the industry and can handle stress
💰 Cost: More budget-friendly than a full planner, but still a paid service.
3. VENUE COORDINATOR –
Works for the Venue, Not for You
What They Do:
A venue coordinator is an employee of the venue. They make sure everything the venue promised is provided, such as tables, chairs, catering, and facilities. They do NOT plan your wedding or manage your vendors.
Duties of a Venue Coordinator:
✔️ Ensures the venue is ready and set up as per the contract
✔️ Provides access to the site for vendors
✔️ Manages electricity, water, and essential venue logistics
✔️ Coordinates venue staff (waiters, bar staff, cleaning crew)
Who Needs a Venue Coordinator?
💡 Everyone gets one when booking a venue, but don’t expect them to handle timeline changes, missing vendors, or personal details like ensuring your bridal bouquet arrives on time!
💡 If you do not have a wedding planner or coordinator, expect to handle many of the logistics yourself.
💰 Cost: Included in your venue hire, but limited in scope.
4. ON-THE-DAY COORDINATOR –
A Last-Minute Lifesaver
What They Do:
An on-the-day coordinator is a stripped-down version of a wedding coordinator. They don’t help with pre-wedding logistics but step in just for the day to ensure everything flows.
💡 Ideal for DIY weddings or budget-conscious couples who need just a little professional help.
💰 Cost: Lower than a full wedding coordinator but does not include pre-event planning.
So, Who Do You Actually Need?
- Wedding Planner – If you need someone from start to finish
- Wedding Coordinator – If you just need execution help
- Venue Coordinator – Comes with the venue but is not there to manage your wedding
- On-the-Day Coordinator – A bare-bones backup plan
WHAT DOES OUR WEDDING COORDINATOR AT THE STONE CELLAR DO?
Meet Natalie – Your Wedding Day Superhero
Unlike most venues that only offer a venue coordinator, The Stone Cellar provides something better – a dedicated wedding coordinator who goes above and beyond.
👰 She handles everything behind the scenes: From making sure your suppliers arrive on time to coordinating the day’s schedule down to the minute.
📋 She builds and shares your timeline in advance – ensuring that every supplier knows what’s happening and when
🥂 She ensures a seamless experience, from setup to last dance – you’ll never have to ask, “Where is my cake?” or “Who’s handling the music?”
💡 She stays until dessert is served – while most venue coordinators leave after dinner, Natalie stays to see things through.
💰 The best part? Many venues charge extra for this service – at The Stone Cellar, it’s INCLUDED!
CHOOSING THE RIGHT SUPPORT FOR YOUR BIG DAY
Planning a wedding is a huge undertaking, but you don’t have to do it alone. Whether you need full-service planning, coordination support, or just an expert to run the day, choosing the right help will make or break your experience.
At The Stone Cellar, we offer more than just a venue—we provide the peace of mind that your wedding will be flawlessly executed.
🔗 Want to see our venue in action? Click here for our virtual tour.
🔗 Looking for stress-free wedding coordination? Let’s chat!
