Why You Need Both a Wedding Planner and a Venue Coordinator

“We have a venue coordinator, so we don’t need a wedding planner” is something we hear a lot and for a first time bride it is understandable that these roles sound similar! At an initial glance, they may seem like the same role but the truth is, while a venue coordinator is essential, they are not a replacement for a wedding planner.

Let’s start with the basics

Venue Coordinator - Oversees everything related to the venue itself. Although these tasks can vary by venue,  this can include lighting, staffing, timing, and ensuring the space runs smoothly throughout the event. They’re experts in their space.

Wedding Planner - Oversees everything related to your wedding day. From the first mood board to the last sparkler sendoff, your planner handles the full vision: timelines, vendors, budget, logistics, transportation, styling and your peace of mind. We’re here for you.

The Difference in Action

The clue is in the name - venue coordinators are focused on the venue. That might include making sure cocktail hour flows, reception lighting is perfect, and the space is cleaned up at the end of the night. And while some are more hands-on than others, their job is tied to their location.

Wedding planners, on the other hand, are there from day one, guiding the vision, keeping everything (and everyone) on time, and solving problems before you even notice them. Whether it’s managing your vendor team or making sure your favorite lipstick is close at hand, we’ve got it covered.

Top left photography by KMN Photography. Top right photography by Made in Stills. Botton photography by Willow Photo Co.

And planning a wedding in New England comes with its own set of challenges. The weather can shift in an instant (don't let the rain clouds fool you). The streets (especially in places like Boston’s North End) weren’t exactly made for trolleys and traffic won't stop just for your big day (unfortunately), which means transportation requires creative, well-timed solutions. Even your photo timeline needs extra attention, since sunset times vary so much throughout the year in New England. We carefully plan around the light to make sure you get those golden hour shots. These are the kinds of details a wedding planner handles before you even have to ask, working alongside the venue to make the day feel seamless from start to finish.

Here’s how that plays out in real life:

Weather Watchers

What started as a grey, overcast morning made an outdoor ceremony at Chesterwood seem out of reach for Rebecka and Nick. But the MK team was on weather watch (and bride watch) throughout the morning, ready to pivot if the sun peeked through. When it did, we quickly led the charge to move the ceremony outside, just as the couple had envisioned. It was a fast, last-minute switch only made possible by the seamless coordination between our planning team and the incredible venue staff. Proof that having both a wedding planner and a venue coordinator matters - one advocates for your vision, the other helps make it happen.

Rebecka and Nick’s dream ceremony came to life outdoors, just minutes after the rain cleared, thanks to some quick teamwork between our MK crew and the venue staff. Photography by Alisha Norden Photography.

Seamless Transportation

Transportation is one of those behind-the-scenes details couples often don’t think about (until it becomes a headache). For Kassie and Christian’s wedding, with a ceremony in Seaport, photos along the Harborwalk, and a reception at the State Room, the MK team handled every detail before entering the venue. From mapping the route to building buffer time into the timeline and coordinating directly with the driver, we made sure no one had to ask, “Where do we go next?” The couple simply got in and enjoyed the ride.

Kassie stepping off the shuttle and into her big moment with a little help from MK team member Rachel. From timing to transportation, every detail was in place. Photography by Eva Alexandra Photography.

Picture-Perfect Planning

Photos are some of the most important moments of the day and they don’t just happen by chance. For Isabella and Greg, the MK team helped build a detailed shot list that included family, bridal party, and golden hour portraits, all laid out by time and location. Since sunset times shift dramatically throughout the year in New England, we made sure to build their photo schedule around that day’s exact timing to get the dreamy golden hour light. We also worked with the venue ahead of time so they could clear spaces for photos and even extended cocktail hour to make it all happen. With the planner setting the vision and the venue supporting it, the result was a seamless experience and a gallery full of memories.

Isabella and Greg slipped away from cocktail hour for a few quiet, just-married moments and some dreamy sunset portraits they’ll never forget. Photography by Zhaun Frias.

Take a look at some of our other happy couples here.

The Takeaway

The best wedding days happen when your wedding planner and venue coordinator work together. Your planner is there for you, every step of the way. Your venue coordinator is there to make sure the space is ready for its big moment. It’s not about choosing one or the other, it’s about having both on your team.

Whether you’re still looking for the perfect New England venue or you already have it booked, reach out to our team here to see how we can bring your dream day to life.