Wedding Planner vs. Venue Coordinator: what’s the difference?

Wedding Planner vs. Venue Coordinator: what’s the difference?

by | Mar 27, 2025 | Advice, Ottawa Wedding Planning

Wedding Planner vs. Venue Coordinator: what's the difference?

Planning a wedding in Ottawa? One of the biggest misconceptions couples have is thinking that a venue coordinator can replace a wedding planner. While both professionals play essential roles in making your big day run smoothly, their responsibilities are very different—and relying on just a venue coordinator could leave you handling more than you expected on your wedding day.

What Does a Venue Coordinator Do?

A venue coordinator is an expert in managing the venue itself. They work for the venue not directly for you. Their primary responsibility is ensuring the venue operates smoothly and efficiently. Their role typically includes:

    • Ensuring the venue is set up and ready (lights on, doors unlocked, tables and chairs placed according to the agreed floor plan).
    • Coordinating venue staff for food and beverage service.
    • Managing meal choices and dietary restrictions.
    • Overseeing security and handling wedding crashers.
    • Addressing venue-related issues like heating, air conditioning, or unexpected maintenance concerns.

While a venue coordinator is a valuable resource, their role is focused on the venue—not on you or the intricate details of your wedding day or vision.

Elegant Chateau Laurier White Wedding | Erica Irwin Weddings and Events | Agatha Rowland

What Does a Wedding Planner Do?

A wedding planner, on the other hand, is your personal advocate, working with you from the early stages of planning to the final moments of your wedding day. Their role is far more comprehensive and includes:

    • Helping you find and book vendors (photographers, florists, DJs, makeup artists, etc.).
    • Designing your wedding and helping you decide on florals, rentals and other décor
    • Creating your floorplans and helping you place guests at tables, assign their meals and their allergies to ensure your guests are well cared for.
    • Reviewing vendor contracts to ensure you’re getting the best services and terms.
    • Creating a wedding day timeline that coordinates all moving parts, including the wedding party, vendors, and key moments like the first dance and speeches. As well as distributing it to all vendors, your wedding party, parents etc.
    • Managing the setup and décor, ensuring your vision comes to life exactly as planned.
    • Orchestrating the ceremony by organizing the wedding party and cueing the music.
    • Staying with you and your family all day, helping with anything from bustling your dress to managing last-minute changes.
    • Handling unexpected situations, whether it’s a vendor delay, family drama, or an emergency change of plans.

Unlike a venue coordinator, a wedding planner is 100% dedicated to you and your wedding, ensuring every detail is executed flawlessly.

Wedding Planner with couple at Chateau Laurier Adam room | Erica Irwin Weddings and Events

Why You Need Both

A venue coordinator is crucial for ensuring the venue’s operations run smoothly, but their job doesn’t extend to planning your overall wedding experience or executing it on your big day. They may need to step away to handle staffing issues, check on other events, or even give tours to other engaged couples—meaning they are not exclusively dedicated to you all day.

A wedding planner, however, is there for you every step of the way. They don’t just make sure your wedding day runs smoothly—they make sure you feel supported throughout your entire planning process. If something goes wrong, your planner steps in to try and handle the problem without you two even knowing whenever possible.

When it comes down to it, a venue coordinator ensures the venue is ready, while a wedding planner ensures you two get to be the VIP guests at your own wedding instead of the hosts.

Planning a Wedding in Ottawa? Let’s Chat!

If you’re newly engaged and looking for an experienced Ottawa wedding planner to guide you through the process, let’s connect! We specialize in extraordinary wedding experiences for you and your guests. We want you to be fully present with the people you love the most in the world, while we handle the details. Reach out today to start planning your dream wedding!

Your exceptional wedding and planning experience starts here

Book a consultation

Up Next!

I will be sharing Ottawa’s best venue if you are looking for indoor and outdoor spaces with a view to kill! You won’t want to miss this gorgeous venue option!

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If you liked this post …

You probably want to see my viral Instagram post: Venue Coordinator vs Wedding Planner? I did a comparison of roles for 25 wedding day tasks to show you the difference between what a Venue handles vs Wedding Planner.

You might also like these other posts about general wedding advice and specifically about budget and cost!

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Save the Date, Wedding Website, or Invitation: What’s the Difference?

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Your once-in-a-lifetime wedding deserves an extraordinary planning experience. Follow me on

Save the Date, Wedding Website, or Invitation: What’s the Difference?

Save the Date, Wedding Website, or Invitation: What’s the Difference?

by | Mar 9, 2025 | Advice, Ottawa Wedding Planning

Save the Date, wedding website, or invitation: What's the Difference?

As a Wedding Planner, I often get asked by newly engaged couples about the differences between Save the Dates, Wedding Websites, and Invitations. Understanding how each fits into your wedding planning timeline is crucial to creating a seamless and memorable experience for you and your guests. Let me guide you through the details so you can confidently tackle this important part of your wedding planning journey.

Wedding Stationary example by Empress. GR Studios Photographer

Save the Date: The “Heads-Up” of your wedding

Purpose: A Save the Date is your first formal communication to your guest list. Think of it as a friendly nudge to mark their calendars for your big day. It’s especially important if you’re planning a destination wedding, a multi-day celebration or a wedding during a peak season.

Timing: Send your Save the Dates <12 months before your wedding or honestly any time you have your date and venue picked. This gives your guests ample time to make travel arrangements and clear their schedules.

Format: Save the Dates can be as simple or elaborate as you like. Whether you go digital or mailed, this is a great opportunity to showcase your engagement photos or hint at your wedding theme.

What to Include

  • Your names
  • Wedding date
  • Location including city and venue(s)
  • A link to your wedding website (make sure it’s started!)
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Pro Tips

  1. You will need to collect email addresses for e-save the dates or physical addresses for mailed ones early. This preparation will also help when it’s time to send Thank You cards after the wedding
  2. Only send Save the Dates to your A-list guests to avoid awkward conversations later
  3. Explore free and paid options for digital Save the Dates, like With Joy (free) or Greenvelope (small fee).
  4. If you are doing a mailed option, consider whether you prefer postcards or cards in envelopes for a more formal touch

Wedding Website: Your Wedding Info HQ

Purpose: A wedding website is your go-to hub for sharing all the extra details with your guests. It’s perfect for answering FAQs and keeping everyone updated. You can start this early and keep adding to it as you go too.

Timing: Launch your wedding website alongside your Save the Dates so you can reference this as a link in a e-save the date or if you are doing a card in the mail many of my couple add a QR code with the link address below it.

What to Include

  • Venue details and timing for ceremony/reception
  • Hotel accommodations including the deadline for your room block if you have one
  • Transportation options, e.g. guest shuttle, Uber, walking
  • RSVP and meal options (I recommend turning this feature off until you have sent the real invitation or if you’re planning on using traditional RSVP cards)
  • Answers to frequently asked questions and lists, such as: Is the wedding kid-friendly? Can I bring a plus-one? What’s the dress code? Registry links and local recommendations for dining and activities while in town
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Pro Tips

  1. Keep the website updated with any changes to the schedule or other important details. Most have a feature to message guests too which is helpful when plans change or to nudge those that haven’t RSVPed yet
  2. Recommended platforms include With Joy (free), Appy Couple ($$), and Riley & Grey ($$$$). Pick one that matches your style and budget.

Wedding Invitation: The Official Invite

Purpose: Your wedding invitation is the formal part of your wedding communication. The style you choose sets the tone for your celebration—from formal black-tie to casual lakeside vibes.

Timing: Send your invitations 3 months before the wedding. The etiquette used to be 2 months but now we generally do 3 months. For destination weddings, you can send a bit earlier. Don’t forget, no matter where your wedding is, you have already sent a save the date. The invitation is a formality.

What to Include

  • Your names, with parents if they are hosting
  • The date, time, and full address of your venue(s)
  • Dress code (optional)

Then your RSVP card or online option should include

  • RSVP deadline
  • If you have multiple events guests will attend (or some will attend) have an RSVP for each event. Like a welcome party for all guests or a rehearsal dinner for just the wedding party etc.
  • Meal options and a way to list dietary restrictions (if needed)
  • If you are needing to track guest shuttle users, add a question about this
  • Some couples like to ask fun questions too like “What song will get you on the dance floor?”
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Pro Tips

  1. Set the RSVP deadline for 6 weeks before the wedding. If you have a B-list, make it 8 weeks before so you have time to send out additional invites if needed. B list RSVP date would be 4 weeks before your wedding. Adjust your RSVP date depending on when final numbers are due to your venue.
  2. Avoid sending invitations too early; guests may forget to respond, leaving you chasing RSVPs. Don’t forget you have sent a save the date

How These Elements Work Together

Your Save the Date, Wedding Website, and Invitation should complement each other seamlessly. Think of them as puzzle pieces that, when combined, provide guests with a complete picture of your wedding day. By spreading out the information, you can avoid overwhelming your guests and ensure they have everything they need to celebrate with you stress-free.

Wedding Stationary example by Minted. Scott H Wilson Photography

Why should you add a Wedding Planner to your wedding team?

Planning a wedding involves a lot of moving parts, and these communications are just the beginning. As an experienced wedding planner in Ottawa, I specialize in helping couples create unforgettable weddings—from elegant city celebrations to countryside weddings by the water.

When you work with me, I’ll guide you through every step of the process, ensuring no detail is overlooked. I guide my couples to ensure their guests have all the information they need to enjoy their wedding to the fullest. From choosing the right platforms for your Save the Dates and wedding website to designing invitations that reflect your style, I’ll make the process enjoyable and stress-free. You will have an experienced advisor to help you make all those hard decisions along the way.

Ready to Plan Your Dream Wedding?

If you’re newly engaged and looking for expert guidance, let’s chat! Together, we’ll create a wedding that’s as unique and special as your love story.

Your exceptional wedding and planning experience starts here

Book a consultation

Up Next!

Next on my blog I am breaking down the real cost of a Pinterest-worthy wedding in Ottawa! What my 2024 couples had to budget for their gorgeous weddings!

POST INFO AND CREDITS

Your once-in-a-lifetime wedding deserves an extraordinary planning experience. Follow me on

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