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Venue Coordinator vs. Wedding Planner & Coordinator: What’s the Difference? (And Why It Matters!)

Wedding Planner Setting a Table

If you're newly engaged and starting your planning journey, you've probably come across two roles: venue coordinator and wedding planner/coordinator. At first glance, they may sound similar, but trust us, they are very different.

As a Winnipeg-based wedding coordinator, we often hear couples say, “Our venue has a coordinator, so we don’t need one, right?” We get it, wedding planning is full of decisions. But this one? It could make or break your wedding day experience.

Here’s what you need to know.




The Role of a Venue Coordinator

A venue coordinator is employed by your venue. Their main responsibility is to ensure that the venue runs smoothly, not necessarily your entire wedding. Even though a venue coordinator doesn’t manage the entire wedding, they do play an important role.

Here’s what they typically do:

  • Acts as the main contact for the venue before and on the wedding day

  • Ensures in-house rentals (tables, chairs, linens, dinnerware) are set according to your floor plan

  • Coordinates venue staff, such as catering, bartenders, and maintenance

  • Oversees room flip between ceremony and reception, if in the same space

  • Manages venue timing (e.g., bar closing, lights dimmed for speeches, music cutoff)

  • Provides access to the venue (unlocks doors for vendor arrival, ensures bathrooms are ready, etc.)

  • Ensures the venue is cleaned and reset according to contract terms

  • Enforces venue policies, such as noise restrictions, alcohol service rules, fire codes, etc.

  • Communicates with your planner (if hired) to stay aligned on logistics related to the venue

    Bottom line? They’re amazing at protecting the venue’s interests, but not necessarily managing all the personal and emotional moments that make your day yours.


The Role of a Wedding Planner or Month-Of Coordinator

A wedding planner or coordinator works for you. We're with you to make sure your vision comes to life, no matter the hiccups, weather, or vendor delays. Whether hired for full planning or just the final two months, a wedding planner or coordinator handles the behind-the-scenes magic that makes a wedding day feel seamless, effortless, and emotionally present for the couple.

What is typically offered:

  • Create a full wedding day timeline

  • Final walkthrough of venue + layout planning

  • Confirm and communicate with all vendors

  • Review contracts and spot missing pieces

  • Organize ceremony + reception logistics

  • Coordinate transportation and deliveries

  • Manage weather plans or emergency backups

  • Set up personal décor and style details

  • Cue ceremony processional and wedding party

  • Oversee all vendor arrivals + setup

  • Keep the day running on schedule

  • Troubleshoot issues without involving you

  • Manage transitions (ceremony to cocktail, dinner to dance)

  • Coordinate speeches, dances, cake cutting, etc.

  • Keep track of rings, vow cards, marriage license

  • Be your go-to for anything and everything

  • Calm nerves and wrangle timelines

  • Handle guest and family questions

  • Stay from start to finish, until the last candle is out

We’re your advocate, your go-to person, and your calm in the chaos.


Let’s Compare: Who Does What?

Here’s a side by side detailed breakdown of what each role handles and where the value of a wedding coordinator really shines.

Task / Responsibility

Venue Coordinator

Wedding Planner / Month-Of Coordinator

Works for

The venue

YOU (the couple)

Venue access + unlocking

✅

✅ (if needed)

Floor plan setup using in-house rentals

✅

✅ (with more customization)

Coordinates venue staff (bartenders, servers, cleaners)

✅

✅ (collaborates with them)

Communicates with external vendors

❌

✅

Manages full wedding timeline

❌

✅

Creates and distributes timeline to vendors

❌

✅

Vendor arrivals + setup supervision

❌

✅

Ceremony cueing + processional direction

❌

✅

Manages décor setup (signage, seating chart, candles, etc.)

❌

✅

Guides family and wedding party

❌

✅

Runs rehearsal

❌

✅

Coordinates room flip + flow of events

✅ (within venue)

✅ (all vendors + transitions)

Enforces venue policies

✅

✅ (supports, but isn't limited by them)

Handles emergencies (e.g., catering, lighting, weather)

✅ (if venue-related)

✅ (all aspects)

Problem-solving vendor or guest issues

❌

✅

Full-day presence

Often partial

All day, start to finish

Final walkthrough or floor plan review

✅

✅

Ensures nothing is left behind

❌

✅

Goal

Protect venue’s logistics

Protect YOUR experience


Real Talk: Why Couples in Winnipeg Choose Both

With beautiful Winnipeg venues like Fort Gary Hotel, The Gates on Roblin, Hawthorn Estates, and The Manitoba Club, many have excellent staff, but their job is to represent the venue. They won’t be the ones pinning boutonnieres, fixing a last-minute dress issue, or tracking down a missing vendor.

That’s where we come in. A dedicated wedding coordinator ensures all the personal, emotional, and moving pieces of your day are executed perfectly. You deserve more than a clipboard at the door, you deserve calm, professional support that prioritizes YOU.



Planning a Winnipeg Wedding? Let’s Chat.

At Olive Weddings, we specialize in Month-Of Coordination for Winnipeg couples who’ve done the planning but want professional support for the final details and the wedding day.

We take care of the execution, so you can be present in every moment.


Based in Winnipeg, MB - Now booking 2026 weddings!

Have questions?


xo,

Tais Oliveira, WPICC

Winnipeg Wedding Planner & Coordinator

Olive Weddings

 
 
 

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