Wedding Planner vs. On-the-Day Coordinator: What’s the Difference, and Do You Need One?
If you’ve ever found yourself asking “Do I really need a wedding planner?” or “Wait, what even is an on-the-day coordinator?” - you’re not alone.
Planning a wedding is a vibe (obviously), but it’s also a lot. Between the Pinterest boards, spreadsheets, group chats, and budget trackers, it’s easy to hit overwhelm city - especially in the final countdown.
So let’s break it down, real-talk style:
What’s the difference between a Wedding Planner & an On-the-Day Coordinator?
A Wedding Planner = your ride-or-die from start to finish.
They help you:
Lock in your dream vendors
Create your wedding vision & aesthetic
Manage the budget
Keep timelines on track
Be your go-to human for all the moving parts months out from the big day
They’re basically your wedding PA and fairy godmother rolled into one - especially helpful if you’re time-poor, live interstate, or simply don’t know where to start and want a stress-free ride to the arbour.
An On-the-Day Coordinator = your logistics queen + problem-solver on the day.
They:
Create a detailed runsheet and timeline
Confirm all your vendors and make sure everyone knows where to be and when
Manage the setup (so you’re not running around placing candles in your robe)
Troubleshoot anything that comes up (and trust me, something always does)
Keep your day running smooth-as and stress-free — so you can just soak it up and sip champagne 🍾
They're not there to plan your entire wedding - but they will make sure your plan actually happens.
Why You Need One (Even If You’re a Control Freak)
Even the most organised couples (yes, you with your Google Sheets and labelled colour-coded folders 👏) benefit from a pro running the show on the day.
Because do you really want:
Your Mum chasing down the florist?
Your bridesmaid cueing the band?
Your partner’s mate trying to figure out how to light 83 tealights?
Didn’t think so.
Dream Team Vibes
Wanna know my fave kind of wedding? The ones where there’s both a planner and an on-the-day coordinator in the mix. Ugh, it’s the dream. Everything just runs silky smooth, because everyone knows their role, the timeline is airtight (but still flexible), and any curveballs are handled before you even know they existed.
I love working with planners and coordinators — we’re all on the same page, all working toward the same goal:
To make your day as freaking epic, stress-free, and unforgettable as possible.
There’s nothing better than tag-teaming with a killer vendor squad who just gets it — so all you have to do is relax, be present, and soak up every magical moment.
So… Which One Should You Hire?
Planning from scratch and overwhelmed AF? Wedding planner, baby.
Got most of it sorted but don’t want to run the show on your big day? On-the-day coordinator to the rescue.
Some venues include coordination (but it’s limited). It’s still worth asking what they actually manage because often, it’s venue-only tasks (not your cake, music, or MC timing).
Hot Tip from Your Celebrant / MC Bestie
As someone who’s front row centre at over 130+ weddings, I can literally see the difference when a pro is running the timeline. The vibe? Calmer. The flow? Seamless. The couple? Actually enjoying their day (and their wine 🍷).
And when I MC, I often become the unofficial coordinator — wrangling vendors, updating timelines, calming nerves, solving mini fires (literal and metaphorical), and keeping everything on track without skipping a beat.
It's why I offer a celebrant + MC option — for those who want a confident, calm, capable hype girl to keep things flowing and fabulous.
TL;DR:
Wedding Planner = All the prep & planning before the day
On-the-Day Coordinator = Your go-to logistics boss on the day
Both = Absolute gold
Bonus = Your MC (ahem, me 💁🏼♀️) might also be able to run the show if needed
Still unsure which you need? Book a Vibe Chat and let’s figure it out together!
Because you deserve to actually enjoy your wedding day - not run it.
Big love,
Kristy x
