We are huge advocates of hiring a Tampa Bay wedding planner.

Since most couples have never planned a large event beyond maybe a birthday party or baby shower, they don’t realize the scope of what it takes to make a wedding day smooth and enjoyable.

Those who understand the importance of hiring a professional wedding planner (trust us, it’s an investment you will not regret), often get confused about the role and responsibilities of the venue’s coordinator versus hiring your own wedding planner. 

“If you’re trying to decide whether or not you need a wedding planner since your venue offers an in-house coordinator, there is quite a difference between those two. There are many venue in-house coordinators who do a great job managing the venue, but it isn’t their job to assist you with all the details, etiquette, timelines, etc. that go along with planning your wedding,” Tammy Waterman, Master Wedding Planner and owner of Special Moments Event Planning explains. “When in doubt, just ask them what services they will be providing for you.”

To provide advice on the roles of your wedding planner versus venue coordinator, we’ve enlisted our preferred wedding pros to share their insight.

“Wedding planners and venue coordinators are very different but have one thing in common, they are both valuable aspects of your wedding day. Venue coordinators are individuals who work for your venue. They know the venue like the back of their hand and can answer any venue-related questions you may have. They do not, however, handle anything unrelated to the venue (i.e. contacting other vendors, developing a wedding timeline, coordinating rehearsal, etc.). Wedding planners, on the other hand, do all of the above and more! They act as your liaison for everyone in your wedding, from vendors to family members. Couples often get the two mixed up, and that is entirely understandable.” -Melanie Eubanks, Lemon Drops

“A wedding planner manages your full event through and through. We manage your budget, help with vendor selection, review all your contracts, create a detailed timeline, remain in contact with your full vendor team, and more. The venue coordinator’s main focus is that the venue is prepped and ready on the day of the event. If any items are being used from the venue’s inventory, they make sure their team knows what is being utilized and that it is in place the day of for the other vendors to come in and set the space. On top of inventory items, they help with anything related to food and beverage being provided through the venue.” -Jessica Ralph, Parties A’ La Carte

“As a venue coordinator, my role focuses on managing all aspects of the venue’s operations and logistics. This includes overseeing bookings, conducting tours, ensuring client plans align with venue policies, and coordinating setup for venue-specific elements. On event days, I troubleshoot venue-specific issues and act as the main point of contact for clients and vendors regarding the space. Unlike a wedding planner, who manages the overall event and vendor timelines, my role is specific to the venue, ensuring it operates smoothly and meets the needs of the event while adhering to established guidelines.” -Tiffany Haas, J.C. Newman Cigar Company

“A professional wedding planner looks at the big picture. We work with the couple to break down their entire wedding budget based on their preferences and needs. The venue, catering, and rooms may be part of that, but it extends to more than a dozen planning areas. Too many times, a venue coordinator makes referrals to other vendors based on their experiences with them on-site. Venue coordinators don’t take the time to look at vendors who fit the couple’s budget or personality as most are swamped with the volume of clients and don’t have the time or resources to research the best vendors for each couple’s needs. Additionally, if your wedding ceremony isn’t at the venue, it usually doesn’t involve the venue coordinator. The same is likely to apply to getting ready or room blocks; the venue coordinator only handles what happens at their location. A lot of essential services and moving parts of a wedding day can happen before you arrive at the wedding venue, and a professional wedding planner is there to oversee those pieces.” -Tammy Waterman, Special Moments Event Planning

“A venue coordinator is primarily concerned with delivering the goods and services the venue offers. For example, if you are planning your wedding at a hotel, the venue coordinator would assist with catering selections, offering a list of included items like tables and chairs and assisting with the floor plan. Their focus is on your experience with the venue they represent and are not going to help you plan or coordinate all the details of your wedding. The planner however will work with the venue coordinator but will also assist with securing all of the other vendors you need and manage everything needed to create your event.” -Karen Cerboni, EventFull Weddings

“The easiest way to explain the difference between your venue coordinator and wedding planner is the responsibilities. As a venue coordinator, I am helping with everything on the venue side, this includes food, beverage, floor plan, linens, meal service, etc., whereas your wedding planner will help create your wedding timeline, manage contracted vendors, conduct the ceremony coordination, assist with setup and breakdown items, all while keeping the happy couple on schedule as well. Ultimately we both have the same end goal, wanting each and every couple to have the absolute perfect day, so we work together to make sure every moving part goes off without a hitch!” -Grace Summa, The Birchwood

“An ‘on-site’ planner ensures seamless coordination and execution the day of the event. Acting as a central point of communication between vendors, guests, and the wedding party, ensuring every detail aligns perfectly with the schedule. This hands-on approach allows them to quickly solve unexpected issues, manage logistics, vendors (officiant, ohotographer, live music, etc.) and provide real-time support to the couple and their wedding party. Their sheer presence ensures that the couple can relax and fully enjoy their big day without worrying about managing the behind-the-scenes details.” -Brandon Wheeler, Gulf Beach Weddings

Luxurious Neutral and Terracotta Tented Wedding | Longboat Key Club | Elizabeth Baxter Photography | Parties A’ La Carte

“A wedding planner will attend vendor meetings with you and ask the right questions. They review your vendor contracts for errors or potential problems and will check for proper times, make sure that there are no important requirements that need to be fulfilled in advance of the wedding, and remind you when final payments and information are due to each vendor. We create extensive timelines by reaching out to all vendors and collecting times needed from each vendor, discussing with your photographer the time needed to capture the photos requested, making sure sound checks are done on time and that all of your wedding party knows where and when to be on all of your wedding weekend events. Planners have reputable backup vendors to contact in case of a problem and often know if there is a potential problem in advance because we have already researched and communicated with vendors in advance. We can also assist you with invitations and stationery etiquette. The best wedding planners will work with you as if you are the only couple they have, give you the time that you need, and work around your hours, versus only when the venue is open.” -Tammy Waterman, Special Moments Event Planning

“There are many responsibilities that wedding planner has in their job description. Overall, overseeing and managing the planning process is the main focus. We begin by making an initial budget so we can stay in line with the client’s vision in relation to their overall wedding budget. Once the budget is approved, we then begin reaching out to vendors and presenting these options to our couples for them to make a final decision. Once the decision is made, we review all contracts and make sure that everything looks right before signing. Once we are closer to the date, we create a master timeline and verify that all vendors are aware of the full day of run down. We are the first on-site on the wedding day and the last to leave. This ensures everything is set correctly as well as all items are taken down at the end of the night, leaving the venue the way it was when we started.” -Jessica Ralph, Parties A’ La Carte

“Planners start from the very beginning creating a budget, a planning calendar, secure proposals and contracts from all vendors, attend calls and meetings with all vendors, we get involved in design, logistics and prepare timelines that include every detail and all vendors. A planners involvement spans the entirety of the event while the venue coordinator is again only responsible for the venue.” -Karen Cerboni, EventFull Weddings

“We make sure that everyone is showing up on time, setting up according to the floor plan, and answering any and all the questions that come up on a wedding day. We are normally asked for our opinion on where things should be placed and always come up with plans when things go wrong. We are the voice of the couple, whereas a venue coordinator does not make these decisions. We are also there to make sure that the couple gets down the aisle on time, that everyone is cued for toasts or dances, that your vendors are being fed at appropriate times, and make sure everyone is on the same page the entire wedding day. Lastly, we also work with the couple at least a month before and sometimes a year before, depending on the package they choose. We do your timeline, confirm your vendors, run your rehearsal, and know so much about your wedding day beforehand.” -Delaney Driver, WilderMind Events

“Wedding planners are there throughout the entire planning process as an advocate for the couple, assisting with a budget, vendor referrals, design guidance, and advice. Your wedding planner has chatted with you and your vendors about what you imagined for your special day as well as how you would like everything set up to make for a seamless day.” – Lauren Gertz, MDP Events

“A wedding planner is much more hands on, especially leading up to the wedding date. They connect with the vendors prior to the wedding and make sure the timelines for all vendors match and coordinate. As a photographer, I know what I need to do and at what time, but without a wedding planner, I have no way of confirming things with the make up artist, the officiant, etc.” -Amber McWhorter, Amber McWhorter Photography

“A professional wedding planner looks at the big picture. We work with the couple to break down their entire wedding budget based on their preferences and needs. The venue, catering, and rooms may be part of that, but it extends to more than a dozen planning areas. Too many times, a venue coordinator makes referrals to other vendors based on their experiences with them on-site. Venue coordinators don’t take the time to look at vendors who fit the couple’s budget or personality as most are swamped with the volume of clients and don’t have the time or resources to research the best vendors for each couple’s needs. Additionally, if your wedding ceremony isn’t at the venue, it usually doesn’t involve the venue coordinator. The same is likely to apply to getting ready or room blocks; the venue coordinator only handles what happens at their location. A lot of essential services and moving parts of a wedding day can happen before you arrive at the wedding venue, and a professional wedding planner is there to oversee those pieces.” -Tammy Waterman, Special Moments Event Planning

“Wedding planners are a constant support system and organize all timing for the logistics as well as the vendor deliveries, set-ups, and breakdowns! Lots of times, the couple brings all of their personal items like framed photos, signage, cake knife and server, guest book, printed materials, and day of customized items but their family or wedding party has to set it up themselves. This is when a wedding planner would come in to manage all of these details. We typically will collect these items the day before at the rehearsal to make sure the couple doesn’t have to worry about anything at all on the day of!” -Lauren Gertz, MDP Events

“A planner, unlike a venue coordinator, will help the couple with all aspects of the wedding, not just the venue. We assist with the sourcing of all vendors, have direct communications with those vendors, and help couples make the numerous decisions that go into planning and executing a wedding. If you want expert help and you don’t want to worry about any of the details on your wedding day, then the bottom line is you need a planner.” -Karen Cerboni, EventFull Weddings

“Having a planner is a huge help during a wedding! Not only do they help on the day, but planners are your main contact for vendors. As a photographer, it is important for me to know the timeline and plan for the day. Many times when there is no planner, that task gets placed on me. This is tough because although I have enough wedding experience to create a general timeline, it takes away from my job (capturing beautiful images of the day). When I have to wrangle guests for group photos and make sure that the entire group is sticking with the timeline, it cuts into time actually taking pictures.” -Joy Hmielewski, Joyelan Photography

“Yes! There are so many times I have worked with a coordinator, and usually they just are not as qualified for all aspects of a wedding like a legit wedding planner is. A wedding planner makes sure that everything is happening when it needs to, and if something isn’t, they are taking charge immediately to get it done. A coordinator will be present at certain times but not like a planner,” -Amber McWhorter, Amber McWhorter Photography

“If you only have a venue coordinator, there is a high likelihood no one will be running the wedding once the ceremony is over. Once dinner is served, venue coordinators usually leave the wedding, and the wedding is handed over to the banquet manager. Wedding planners are there from start to finish, ready and able to handle all the details and issues that will appear throughout the process.” -Melanie Eubanks, owner, Lemon Drops

“Venue coordinators are there to ensure that the venue is running smoothly. If it’s at a venue that provides catering/bar service, then they are also overseeing this. They are there to unlock the buildings, make sure the tables and chairs are set up (if they provide this), and make sure the kitchen is running smoothly for dinner. A lot of venue coordinators will leave once the dinner service is over. A wedding planner is there from start to finish on the wedding day. We arrive when the first vendor walks through the door, and we are there until the end of the night when the last vendor leaves.” -Delaney Driver, WilderMind Events

“If you are having an exit, a last dance, or anything else that needs coordination after the ceremony, you will want to have a wedding planner. There is often a team and someone from the wedding planning company will be there to take care of things, causing zero stress for the couple. More often than not, coordinators leave soon after dinner service,” -Amber McWhorter, Amber McWhorter Photography

“Venues have a high turnover rate; your venue coordinator could change once or multiple times during your wedding process. Your wedding coordinator that you specifically hired is here to stay through thick and thin; we won’t leave your side.” -Melanie Eubanks, Lemon Drops

“A wedding planner will be by your side throughout the entire planning process, providing consistency and support. Unlike venue coordinators, who may change roles, get promoted, or leave before your big day, a planner stays with you from start to finish. In fact, I’ve worked with couples who had three different venue coordinators in a single year, which can create significant stress as details get lost in translation. This is exactly why a wedding planner is invaluable—because we know your wedding inside and out. We act as a constant, guiding you through every step and ensuring smooth communication, even when multiple staff members come and go. With a planner, you won’t have to worry about disruptions—just enjoy the journey!” -Delaney Driver, WilderMind Events

“Unfortunately, as many couples saw during COVID-19, venues furloughed many of their employees. This left couples with no one to answer their questions, or couples were shifted to someone who knew nothing about their wedding. Professional wedding planners are there to advocate for our clients and help them navigate the issues they encounter. Many venues are still running short-staffed or have people covering roles they are not completely familiar with. In general, a wedding venue can change coordinators multiple times over the time a couple is planning their wedding. Unless all of the details discussed with each coordinator make it into the couple’s permanent file, they don’t get passed on. Working with a professional wedding planner ensures that all the details get followed up on whether they are from a venue or any of the dozen wedding vendors the couple will work with.” -Tammy Waterman, Special Moments Event Planning