Planners and Coordinators and Designers, Oh My! Which Should You Hire?

Once upon a time, there were people who helped to plan your wedding and they weren’t called wedding planners. These people were usually mothers, aunts, grandmothers or family friends who assumed responsibility for the behind-the-scenes duties that weddings generally require. It wasn’t a business or a service, but rather a customary tradition that one of the female relatives or friends would take on wedding tasks to alleviate stress from the bride. And they did it for free. 

Back then, the typical wedding focused on simplicity and tradition. Fast forward to today, and weddings have become extravagant productions heavily influenced by Pinterest, bridal magazines, blogs and celebrity weddings (looking at you, Kim and Kanye). It’s difficult to pinpoint the exact time or cultural influence when weddings became grand scale, but some attribute the shift to when the royal wedding between Prince Charles and Lady Diana Spencer was televised to almost 750 million people. That fairytale wedding is thought to have set the tone for the grandiose weddings we dream of today. 

Today’s average wedding costs somewhere in the vicinity of $30,000 and usually requires 10-15 wedding professionals. And while some may hire a professional planner because they want a large, swanky wedding, most couples hire one because they simply do not have the time to plan an event of this proportion in between jobs, house hunting, kids, and life’s other obligations. 

But once the decision is made to hire a professional to assist in the wedding planning, how do you know which type of professional to hire? After all, now couples have the options of coordinators, planners and event designers. And beyond that, they have the options of deciding between full-service planner, partial-service planner, day-of wedding coordination, month-of coordination and à la carte services. 

It’s difficult to determine which type of vendor and service is the right fit. We spoke with Brooke Tichenor, owner of savoir faire events, a wedding and event planning studio in Carmel, Indiana about which breed of planning professional best fits each bride.

WeddingDay: What is the difference between a planner, coordinator, and designer?

Brooke: A wedding planner is often hired at the beginning stages of planning and is considered to be one of the most involved of the wedding professionals. The planner’s focus is logistics. A planner works alongside the couple from the onset, providing guidance and offering step-by-step expertise, throughout the entire process. A full-service planner will often begin working with couples at 12 months, and sometimes as early as 18 months out. 

Some of the more common services a wedding planner offers include assisting with venue selection, vendor referrals, schedules and attending vendor meetings, contract management and negotiation, budget development and oversight, design and styling advice, creation of wedding timelines and planning tools, and day-of execution and orchestration of all wedding day activities. Wedding planner responsibilities vary across the board, and here are a few more services a planner can offer:  

• Guest list preparation and RSVP management 
• Floor plans and guest seating arrangements
• Procurement of ‘welcome’ baskets, favors, and more 
• Booking and arranging of hotel accommodations 
• Etiquette guidance 
• Travel and honeymoon arrangements 

The most important role a wedding planner plays is that of liaison between the client and team of vendors – they are the bride and groom’s spokesperson, answering questions, coordinating details, solving issues, and much more on behalf of the client. They are there to make the entire experience a truly enjoyable and memorable one for the client - from piecing together every detail big and small to executing the big picture on the wedding day. Planners are there to alleviate any and all stresses, allowing the bride and groom to not only enjoy their wedding day, but the precious time leading up to it. The ultimate goal for every planner is to hear “I don’t know what I would have done without you!” These words are music to the ears and confirmation of a job well done and a happy couple. Wedding planners are often ideal for busy, working professionals, couples planning weddings from miles away, those lacking in organization or having a knack for details, and sometimes those who simply have no idea where to begin and need a professional to guide them. 

A wedding designer’s focus is to create the visual aesthetic, the overall look and style of a wedding, and will usually do so with a focus on all five senses. A designer will work with the couple in defining and executing a look and theme specific to their personal vision. Designers may work with a couple in establishing a color story, selecting décor, lighting, stationery elements, fabric treatments, florals, and more. The designer may provide the inspiration, and then contract a team of professionals in every category to provide the specific components needed to create the big picture. There are designers who also offer wedding coordination services for additional fees. 

A wedding coordinator is hired to seamlessly execute all of the plans the couple has made and to serve as the liaison with all contracted vendors. A coordinator typically begins working with the couple 6-8 weeks out (sometimes even as early as 12 weeks out) whereupon they review all details and logistics with the couple, make introductions with vendors and confirm obligations, gather and review contracts, coordinate and manage ceremony rehearsals, create wedding timelines and planning tools, and oversee and orchestrate all activities on the wedding day–ensuring everything goes according to plan.

During the research and interview process, it is important that couples ask plenty of questions of the professionals, and that the professional clearly identifies and explains the services
they offer. 

It is also important to note that venues may have wedding and venue coordinators on their staff. When meeting with venues, the client should receive clarification on exactly what services are provided, and what is/is not included.

WeddingDay: Which of your services do you find couples lean most toward? 

Brooke: It all comes down to the bride and groom’s individual needs, but I have seen a good deal of interest in both wedding planning and wedding coordination services. It often depends on right timing and the right circumstances. I have seen many couples decide to take on the planning themselves in the early stages, and then after several months in, decide that a planner and/or coordinator is needed because they have come to realize the level of detail and amount of time needed to plan a wedding. On the other hand, busy, working professionals have come to me at the very beginning, for they know right away they do not have the time needed to plan a wedding. 

WeddingDay: What is one or two misconceptions you often hear about hiring a wedding planner?

Brooke: Wedding planners will take over the wedding, not allowing the couple to make any decisions, and will eventually change the bride and groom’s vision. A wedding planner is there to guide the couple, presenting them with the best options based on their vision and budget, not to make decisions for the bride and groom. A great planner will take the time to listen to their clients, understand their priorities and their wishes, and will guide them to the most suitable professionals - and in doing so, will save the client endless hours of research and headaches. 

Another misconception is that only wealthy people hire wedding planners. Planners offer packages to meet a wide range of bridal needs. Personalized packages or services are typically offered, and can be tailored to the bride and groom’s individual needs and budget. The couple should not discount the overall value a seasoned professional can provide throughout every stage of the planning process.

savoir faire is located in Carmel, Indiana and is the wedding-focused division of cs accoutrements, llc.