The role of Wedding Designer, Wedding Planner, Wedding Coordinator and Wedding Producer

Table of Contents

It is so important for brides and grooms, given the fast changing market and the huge supply in the industry, to understand what exactly is the difference between a Wedding planner, a Wedding Designer, a Wedding Coordinator and a Wedding Producer like me. I try by helping myself with articles and blogs also written by other colleagues and with the help of famous newspapers. I will divide this multifaceted, long grid article of mine into four chapters. I am often asked by friends and brides and grooms, "What is the difference between a wedding coordinator and a wedding planner?" or "What does an Event Designer do?" So I thought I would try to explore this distinction in a world, the wedding and event world, that is constantly changing.

Wedding Designer (Wedding Stylist or Wedding Architect)

The role of a Wedding or Event Designer is purely aesthetic, creative and does not include things like negotiating a contract. Our agency, for example, also specializes in planning and consulting on everything from floor plans and lighting design to flowers, furniture, linens, and guest and staff attire. We help our clients achieve a harmonious and color-consistent event that is elegant and sophisticated, even when it is "simple." The ability to design an event and create an atmosphere is a unique and rare talent; the real difference is being able to conceptualize the entire event and truly transform a space to make it the required setting.

Duties of the Designer

  • Duration: up to 40 hours. Foreigners count hours, we in Italy reason more on time, a designer can be hired for the initial phase, so a month before moving on to the Wedding Planner who will continue with the planning.
  • Create the event design concept.
  • Provides guidance for the color palette.
  • Oversees budget for decor and suppliers (florist, furniture rental, lighting, general image coordination).
  • Selection of suppliers for the items chosen for the set-up and any special equipment.
  • Participate in a site visit, identify potential problems, and devise an initial design.
  • Create detailed floor plans.
  • Ensure that all furniture items are on site at the wedding.

Hiring a Wedding Designer if you...

  • Staging is the most important element of your wedding or event.
  • You have confidence in your organizational and logistical skills, but your creative abilities are lacking.
  • Are you trying to achieve a very specific theme or do you have a million wedding ideas that you can't narrow down.

Wedding Planner

What does a Wedding Planner or Event Planner do? Planners take care of the logistics, from contacting the vendor to negotiating the contract to the day of the event with service delivery. A Wedding Planner makes everything run more smoothly and smoothly, always keeps an eye on your budget, and takes care of the logistics. This is a skill that many can learn, but only the best Wedding and Event Planners have the years of experience and credentials that can make a difference. Some Wedding and Event Planners also provide design or styling services, like our Agency, helping you with all the creative part as well, while others choose to leave these details to a designer, which means you will have to hire two professionals to create the day you have dreamed of. A word of advice: be sure to clarify in advance whether your designer also offers design services.

Duties of the Wedding Planner

  • 250/300 hours of work. Foreigners count hours, we in Italy reason more on time, that is, from signing the contract to delivering the event.
  • Provides supplier references and negotiates contracts; schedules and attends all meetings with suppliers.
  • Create work schedules and timelines and detailed floor plans for the execution of the setup.
  • It helps to determine and manage the budget.
  • Participate in all site surveys and menu testing.
  • He is responsible for arranging coordination meetings and follows up on all executive and design details.
  • Coordinates hotel room reservations and transportation.
  • Handles all rehearsals for the dinner and etiquette for the ceremony.
  • Supervises the entire wedding day (makes sure everyone sticks to the schedule, handles contingencies, vendors).

Hiring a Wedding Planner if you...

  • You have the necessary budget.
  • You want as little stress as possible for the wedding.
  • You do not have free time because of a demanding job.
  • You don't know where to start planning and your organizational skills are not the best.
  • You have a very short period of time for planning.
  • You are planning a wedding in another country and/or a weekend event developed over several days.
  • Host your wedding in an unusual space.

Wedding Coordinator

A Wedding Coordinator is focused on logistics, like a Wedding Planner, but with a shorter timeline than a planner. They usually begin helping you prepare for the event no more than a month before the wedding and serve as your point person on the day of the wedding. They will confirm contracts with vendors and create a timeline for the wedding day, as well as make sure things like payments and guest counts are in order, but they will not be involved in the earlier planning stages or in keeping track of your budget. Coordinators make sure that everything you have done up to the time you take over is in order, nothing is forgotten, and allows you to enjoy your wedding day.

Duties of the Wedding Coordinator

  • It fits into about 25 hours (as above, in Italy we reason by contract).
  • He meets with you four to eight weeks before the wedding to understand what you have planned so far.
  • Check with your suppliers to review signed contracts and confirm logistics.
  • Create detailed timelines and floor plans.
  • Complete the final tour of the ceremony and reception sites.
  • It takes care of all the overlooked details.
  • Manages rehearsal ceremony, music.
  • Supervise the entire wedding day.

Hiring a wedding coordinator if you...

  • You want to take an active role in planning your wedding, but you would like someone to take care of the last-minute details.
  • You are extremely organized and detail-oriented.
  • You don't have the budget for a full-service wedding planner.
  • You don't want to ask a friend to take care of it because you want her to enjoy the party.
  • You don't want "moms" to reorganize your year-long work.

Some key elements to keep in mind

  • Book ahead of time. Whether you are hiring a Wedding Planner, Wedding Designer or Wedding Coordinator, it is best to secure them as soon as you decide on the wedding date, even if they are not involved until the month before. This tactic can also help you achieve maximum savings.
  • Consider the cost. Generally speaking, the fee for planning and design consulting for an event is around 15-20% of the total budget cost, here, in Italy, between 10 and 15%, depending on the experience of the Wedding Planner. A Wedding Producer generally costs at least 20/25% on the budget, compared to the full service of a Wedding Planner (for example: if the total package is 10,000 euros, the fee to be paid will be 2,000/2,500 euros).
  • If you choose not to hire any wedding professionals, still put someone in charge of the event day activities. Someone-not you the bride and groom-must make sure that everything on the wedding day goes off without a hitch, and that everything you have planned is executed correctly. But what if a professional wedding planner is not within your budget? Most venue coordinators and caterers are happy to take care of basic on-site logistics and simple setups-such as arranging the menus on the table-but it's still true that they work for someone else, not you, (meaning they make sure the food is served on time, not that the DJ is playing the right songs or that there are enough pens for the guest book). The best option is to ask a responsible and trusted friend to take care of some tasks.

I have tried to be comprehensive and delve into the topic as best I can by explaining the differences between the roles of various wedding and event professionals, but if you are left with any doubts or questions, please do not hesitate to contact me. A Wedding Producer can answer any question.

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