When couples start looking into wedding planning support, one of the first questions they ask is: “What’s the difference between a planner and a coordinator?” And just as important — “What do they actually do?”.

The truth is, whether you book full-service planning or coordination (often called Wedding Management), the role of your planner is much more than simply showing up with a clipboard and checking boxes. A planner is your guide through the entire planning process, your liaison with vendors, and your calm in the chaos when wedding day arrives.

Let’s break it down:

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Planner vs. Coordinator: What’s the Difference?

Wedding Planner: A planner works with you throughout your entire planning journey— often from “YES!” to “I do!”. They’ll help you build your budget, refine your vision and design, source and recommend vendors, keep you on track with timelines and check-ins, and manage logistics all the way through. Think of a planner as your partner-in-planning, guiding decisions and helping create your wedding from start to finish. They’re the project manager of your plans.
Wedding Coordinator: A coordinator steps in closer to the big day (often a few months out) to tie everything together. They’ll confirm details with vendors, attend final meetings, create your wedding day timeline, and run the show on the wedding day itself. They don’t usually design or build your wedding vision from scratch, but they make sure the vision you’ve created comes to life smoothly. In this case, YOU are the project manager!

Many couples choose based on their comfort level with planning along with their budget. If you want a less hands-on approach with guidance throughout, a full-service planner is ideal. If you’re a confident planner yourself who needs someone to execute your vision, a coordinator may be the perfect fit.

LQ Events, Cambridge Ontario Wedding Planner

Behind the Scenes: What We Actually Do

Whether you’ve booked full planning or coordination, here’s just a glimpse at what goes into the role:

During the Planning Process

Budget Creation & Management: Creating a realistic budget and helping you allocate funds based on your priorities
Design Support: From colour palettes to tablescapes, ensuring your wedding looks cohesive and intentional.
Planning Tools & Check-Ins: Proven templates, checklists, and regular calls to keep you on track.
Vendor Communication: Reviewing contracts, confirming details, and being the point of contact so you don’t have to chase emails.
Final Details Meetings: Attending all vendor and venue final meetings with you to ensure every last detail is accounted for.

What does a wedding planner actually do?

On the Wedding Day

This is where it all comes together. Some of the things you’ll see (or won’t even notice, because they’ll just magically happen):

Creating and managing your wedding day timeline.
Serving as the point person for your vendors, venue/ caterer, guests, and wedding party.
Cueing key moments like processional, speeches, first dances, champagne towers, or fireworks to name a few.
Pinning boutonnieres, bustling gowns, holding veils, and fluffing dresses for photos.
Overseeing or personally handling décor setup and making sure tables match the floor plan.
Greeting and welcoming your families, friends, and vendors.
Troubleshooting (because every wedding comes with a surprise or two!).
…and the list goes on

Ontario Wedding Planner, Wedding Coordinator

The Part You Can’t Put on a Checklist

Every wedding comes with unique needs and unexpected challenges. Maybe it’s sewing a button back on a groom’s jacket, finding a missing marriage license, fixing a fallen centerpiece, or simply being a calming presence when nerves run high.

At the heart of it all, my role is to be your calm in the chaos. To give you the confidence that someone has eyes on every detail, so you can soak in every laugh, every happy tear, and every single moment of your wedding day.

Because your only job should be to celebrate. 💛