Wedding Planner vs Wedding Coordinator: What’s the Difference?

Planning your wedding is exciting, but it can also feel overwhelming; especially as your wedding date creeps up (and this feels like it happens quickly!).

One of the first questions couples often ask is whether they need a wedding planner or a wedding coordinator. While the two roles sound similar, they offer very different levels of support.

Here in Central Queensland (CQ), we’re lucky to have an abundance of talented vendors to help bring your love day to life. But what’s the real difference between planning and coordination? Let’s break it down.

What a Wedding Planner does…

As a wedding planner our role is to work with you from the very beginning of your journey, or can jump in at any stage to offer guidance. We will guide you through the entire process, from the first Pinterest board of ideas to the final farewell.

As we work together, we will:

• Recommend and book trusted local wedding vendors

• Assist with designing and styling your wedding theme

• Create timelines, venue layouts and manage logistics

• Liaise with suppliers

• Help you set and manage your budget

• Be there on the day for full set-up, coordination, and pack down

In CQ, where many venues are DIY or semi-DIY, a planner will often do the whole set-up in collaboration with your venue. That means moving chairs and tables, arranging signage, lighting candles, setting up wishing wells, and making sure every detail looks perfect before your guests arrive.

We also make sure all your vendors arrive on time and deliver exactly as you’ve envisioned. And if something doesn’t go to plan? Don’t worry, we have a Plan B (and C!) ready, so you won’t even know about it.

What a Wedding Coordinator does…

A wedding coordinator usually steps in later, around 4–8 weeks before your wedding. Their role is to manage the plans you’ve already made and ensure the day runs smoothly.

A coordinator will:

• Confirm your vendor details and arrival times

• Create a run sheet for the wedding day

• Oversee the ceremony and reception flow

• Handle small finishing touches

Unlike a planner, a coordinator generally won’t manage full set-up, styling or pack down. Their focus is on execution and managing vendors rather than planning.

So, why choose a wedding planner?

In Rockhampton, Yeppoon, Gladstone and throughout CQ, many venues require extra hands-on work. Without a planner, family and friends often end up setting chairs, lighting candles, moving florals, or arranging decorations when they should be celebrating with you.

By choosing a planner, you don’t need to ask Aunty Mary to rush around with the guest book after lighting candles and moving ceremony flowers. Those details are handled for you, so your loved ones can relax and enjoy the day.

Our Wedding Planning Packages:

We understand that every couple needs a different level of support, and that’s why we offer three tailored packages to suit your planning journey:

💜 Full Wedding Planning – “Your Event” Package The YOUR EVENT package is designed for couples who would like complete support from start to finish. We’ll guide you through every detail, from budgeting and booking vendors to styling, logistics, and full set-up and pack down. This package gives you the ultimate peace of mind as you plan your wedding.

💜 Partial Wedding Planning – “Your Ideas” Package Our YOUR IDEAS package is perfect if you’ve booked your key vendors but feel unsure about the next steps, particularly styling and vendors that can assist. We’ll help you secure remaining suppliers, refine your styling, and provide guidance leading up to the big day.

💜 On-the-Day Coordination – “Your Style” Package

This package is best if you love the planning process but want to hand over the reins before the wedding. We’ll step in during the final weeks, confirm details with vendors, create a comprehensive running schedule, and coordinate your wedding day. You plan it, we’ll make sure it runs smoothly.

Which option is right for you?

• A wedding planner is best if you want full support, guidance, and hands-on help.

• A wedding coordinator is best if you’re confident with planning but want a professional to manage the final details.

Final Thoughts

Both roles are incredibly valuable, but the level of involvement is very different. If you’re looking for a stress-free wedding in Central Queensland, a planner gives you complete peace of mind. From budgets and vendors to candles and chairs, everything is taken care of so you can focus on what matters most.

We’re here to make your wedding day seamless, beautiful, and stress-free. Our three packages let you choose the level of support that feels right for your day.

Get in touch today to chat about which package may be right for you.