Wedding marquee hire explained: Venue coordinator vs wedding planner — who does what?

Planning a wedding involves countless moving parts — and ensuring everything runs smoothly often calls for a little professional help.

If you’re planning a luxury wedding marquee celebration, particularly one set within the grounds of an established venue, you may find yourself wondering whether you need a venue coordinator or a wedding planner (or both).

At Peacock and Bow, we’ve worked alongside many incredible coordinators and planners to bring our couples’ wedding marquee hire visions to life. Here’s how their roles differ — and how the right team can make your marquee wedding unforgettable.

Understanding their roles

Venue coordinator

A venue coordinator is employed by the venue to oversee events held on their property. Their main responsibility is to act as a liaison between you and the venue, ensuring the venue’s services are delivered as promised.

Typical duties include:

• Acting as the main point of contact for all venue-related communication

• Overseeing in-house services such as catering, bar and (occasionally) marquee setup logistics

• Managing access times for suppliers and deliveries

• Ensuring the venue is clean, presentable and running to schedule on the day

• Handling any facility-related issues (lighting, power, heating etc.)

  
  

In short, they ensure everything within the venue’s remit runs smoothly.

Wedding planner

A wedding planner, on the other hand, is hired by you — not the venue — to oversee every element of your big day. Their role is more comprehensive and personal, spanning everything from your budget and design concept to the last dance.

Typical duties include:

• Full-service planning, including budgeting, timelines and vendor management

• Styling and design — from décor and flowers to the wedding marquee layout

• Coordinating with every supplier (photographers, florists, bands, caterers etc.)

• Managing the entire wedding day timeline

• Providing personal guidance and emotional support throughout the planning process

A planner ensures your wedding marquee and every surrounding detail align seamlessly with your vision.

The scope of involvement

The biggest difference between a venue coordinator and a wedding planner lies in how deeply they’re involved.

• Venue coordinators focus solely on the venue and its logistics.

• Wedding planners oversee the entire celebration — the marquee hire, suppliers, styling, and every other moving part.

  
  

If your wedding includes a bespoke marquee, the planner will typically take the lead on layout, lighting, décor, and guest flow, while the venue coordinator ensures that any venue rules and operations are upheld.

Customisation and personalisation

• Venue coordinators work within the framework of what the venue offers. They can assist with certain details — such as lighting options or room layout — but their role remains venue-focused.

• A wedding planner, however, is all about you. They help create a fully personalised experience, tailoring everything from décor and entertainment to your wedding marquee design and theme.

Cost considerations

• Because a venue coordinator is employed by the venue, their services are usually included in your venue hire fee. However, their support won’t typically extend to planning external suppliers, design decisions or personal touches.

  
  

• A wedding planner is an additional investment, but one that offers significant value — particularly for marquee weddings, where there’s more flexibility (and more to coordinate). They can handle everything from supplier logistics to guest experience, ensuring your day runs like clockwork.

The 'day-of' difference

Here’s where the distinction is clearest.

• Venue coordinators oversee the venue and its staff, making sure the space, timings and transitions all go to plan.

  
  

• Wedding planners oversee the entire event, including your marquee hire, external suppliers, guests, and overall timeline — ensuring every element works in harmony.

  
  

For wedding marquees, having a planner or a hands-on marquee coordinator ensures every peg, pole and fairy light is exactly where it should be.

How Peacock and Bow supports your wedding marquee

When you choose Peacock and Bow, you’re not just hiring a marquee — you’re gaining a dedicated partner in planning and coordination.

Owner Katharine acts as your personal marquee coordinator from the very first call to removing the final peg. She works hand-in-hand with your wedding planner or venue coordinator to ensure everything runs seamlessly, and every marquee detail reflects your vision.

P&B also offer on-the-day coordination for all marquee-related logistics — giving you total peace of mind so you can relax and enjoy your celebration beneath the canvas.

Ready to plan your wedding marquee?

Whether you’re working with a wedding planner, venue coordinator, or going it alone, Peacock and Bow is here to make your wedding marquee hire experience effortless and extraordinary.

✨ Get in touch today to check availability and start planning your dream wedding marquee — because every unforgettable love story deserves an unforgettable setting.

Enquire now