“My venue has a Venue Coordinator. Do I really need to hire an external Wedding Planner too?”

Short answer. Absolutely, yes. Here’s why.

Let’s be clear. This isn’t about throwing shade at venue coordinators. We at Mellyrain Creative love working with them! Their expertise is crucial to a seamless wedding day. But their job and ours? Not the same. And understanding that difference means you get the right support for your wedding celebration.

Why This Matters

A Venue Coordinator is employed by the venue. Their focus? Venue operations. Think lighting, catering, staff, bathrooms, and making sure the property runs smoothly. They’re your go-to for all things venue-related.

A Wedding Planner (like Mellyrain Creative) is hired by you. We’re your advocate, your detail-keeper, your “calm in the chaos,” and the only person whose job is to make sure your vision, timeline, and guest experience play out exactly the way you want.

Insider intel: I (Melanie) started my career managing major events at iconic Melbourne venues at Margaret Court Arena and AAMI Park for the likes of SIA, Sir Paul McCartney, Melbourne Storm, Melbourne Fashion Week, Troye Sivan and the Australian Open. So I know how dedicated venue teams operate. But I also know exactly where their role ends and where an external event planner steps in to make the magic happen.

What Does a Venue Coordinator Actually Do?

• Manages venue staff and operations (lighting, catering, bathrooms, in-house furniture)
• Provides a vendor list (often generic, not tailored)
• Ensures venue rules and timelines are followed
• Typically arrives a few hours before the ceremony, leaves after main meals are served
• Focuses on venue logistics, not your full wedding vision

Key point: Venue Coordinators rarely create a master run sheet for your whole day, liaise with all your vendors, or manage details like stationery set-up, custom timelines, or troubleshooting outside the venue’s domain. And sometimes, the coordinator you’ve been emailing isn’t even the one on your wedding day.

What Does an External Wedding Planner Do?

• Works for you, not the venue
• Manages ALL vendors (including your Venue Coordinator)
• Creates a detailed, personalised timeline/run sheet
• Handles vendor communication, logistics, and problem-solving in the lead-up and on the day
• Sets up all your personal touches (signage, stationery, candles, hired décor—down to the last bow)
• Is your single point of contact for all questions, from vendors to guests
• Stays until the very end, ensuring every detail is perfect and you’re free to celebrate

Without a planner? Photographers, musicians, and even family members end up wrangling timelines and logistics, because someone has to. That’s not their job (and not what you want on your wedding day).

Why Do Venues Say “You Don’t Need a Planner”?

Some venues have had bad experiences with wedding planners who don’t play nice with venue rules. Others worry about scrutiny or accountability. Some feel the can do a wedding planner role. But the reality is that isn’t always the case. The best wedding venues love working with professional wedding planners. It means less stress for them, too.

Pro tip: Ask your venue these questions:

• Will you help with my wedding budget and get vendor quotes for me?
• Will you manage set-up for my personal décor and stationery?
• Who will be my point of contact on the day and for how long?
• Will you coordinate off-site elements (getting ready, transport)?

If they answer “no” to any of these, your Venue Coordinator is not a Wedding Planner.

Private Estates & Destination Weddings: Why It’s Non-Negotiable

Regional Victoria weddings, private estates and destination celebrations have complex logistics. Vendor access, deliveries, set-up, pack-down, and custom styling all need hands-on, detail-obsessed management. Venue staff simply can’t cover it all.

The Ultimate Wedding Dream Team

It’s not a competition. Venue Coordinators and Wedding Planners work best as a team. While your Venue Coordinator is prepping the meal service, your Wedding Planner is lining up the MC, cueing your first dance, and making sure your timeline flows. Both are essential. But only one is dedicated 100% to you.

Are you Googling below searching for the answer?

• “Do I need a wedding planner if my venue has a coordinator?”
• “What does a venue coordinator do vs. a wedding planner?”
• “Who manages vendors on my wedding day?”
• “Is a wedding planner worth it for a private estate wedding?”
• “How to avoid wedding day stress”

Answer: If you want a wedding celebration that feels effortless, personal, and genuinely you. Then yes, you need a wedding planner. Especially for regional, private or destination weddings.

Still not sure? Book a quick call with Mellyrain Creative. Get in touch here. We’ll walk you through exactly how we work alongside your venue team to deliver the wedding you’ve been dreaming of.

Ready for a wedding where you actually get to relax?

Let’s chat. Mellyrain Creative specialises in seamless, luxe, stress-free celebrations, especially for Melbourne couples dreaming of a countryside or private estate wedding. We’ll handle every detail so you can truly celebrate.

Learn more about our wedding planning services here and get in touch via our website contact form here.