Today, we’re chatting about one of the most commonly misunderstood roles in the destination wedding world: the onsite resort wedding coordinators. Who are they? What do they handle? And more importantly—do you still need a travel agent or destination wedding planner if your resort already has someone on staff?

Hi! I’m Dana—destination wedding planner, travel expert, and your future favorite wedding hype girl. I help couples plan unforgettable weddings at dreamy resorts all around the world. Whether you’re just starting your planning journey or knee-deep in Pinterest boards and timelines, I’m here to simplify the process and bring your vision to life.

Let’s break it down together, because understanding this team dynamic is key to pulling off a seamless, stress-free celebration.

Want a closer look at my work? Explore my portfolio to see real destination weddings and love stories. Feel like we’re already the perfect match? Reach out and let’s start planning your big day together!

Wedding Coordinator vs. Wedding Planner vs. Travel Agent: What’s the Difference?

When planning a destination wedding, you’ll likely hear a few different titles thrown around—wedding coordinator, wedding planner, and travel agent. And spoiler alert: they don’t all do the same thing.

Here’s how it all breaks down:

Onsite Resort Wedding Coordinator

This is the person who works onsite at your resort. Also, they’re employed by the property and are typically assigned to your wedding once your date is confirmed. Their job is to:

• Help you select your wedding package and venue
• Coordinate with the resort’s internal vendors (like catering, setup crew, and officiant)
• Create a wedding day timeline
• Ensure everything runs smoothly the day-of

However, a wedding coordinator at a resort usually manages multiple weddings a week, and they won’t begin detailed planning with you until closer to your date—sometimes just a few months out. Their role is important but limited in scope.

Destination Wedding Planner (That’s Me!)

As your wedding planner and travel expert, I do everything your resort coordinator doesn’t (and then some!). I:

• Help you choose the perfect resort and destination based on your vision and budget
• Manage guest travel, RSVPs, and room blocks
• Offer vendor recommendations (including those outside the resort)
• Keep your planning timeline on track and reduce the “what do I do next?” overwhelm
• Provide hands-on support well before your big day

Oh—and if you want, I’ll even join you onsite for your wedding to make sure every detail goes off without a hitch (yep, that’s an option!).

Travel Agent (Also Me!)

Some couples only work with a travel agent, but that usually limits the support to just flights and accommodations. Since I’m a travel agent and a destination wedding planner, you get the best of both worlds—logistics and love story creation!

What a Resort Wedding Coordinator Does (and Doesn’t) Do

So, let’s get clear on exactly what your resort’s wedding coordinator will handle—and what you’ll need to take care of elsewhere (or with me help!).

What They Handle:

• Venue selection and ceremony/reception setup
• Resort vendor communication (like florists, DJs, etc.)
• Basic wedding day timeline
• Day-of coordination at the resort
• Arranging the ceremony officiant (typically symbolic)

What They Don’t Handle:

• Travel booking for you or your guests
• Managing RSVPs or creating a guest list portal
• Budget tracking or vendor comparisons
• Booking outside vendors
• In-depth planning months in advance
• Being your go-to human for everything

Simple put: the wedding coordinator at your resort is there to make the resort’s part of your wedding happen. But the whole rest of your experience (before, during, and after) needs more personal attention. That’s where I come in!

Can You Book Outside Vendors? (Yes, But There’s a Catch)

But what if you want to bring in an offsite photographer you love, a hair and makeup team you trust, or a mariachi band for cocktail hour?

You can—but most resorts will charge an outside vendor fee, which can range anywhere from $150 to $1,000+. Some even require your vendor(s) to stay overnight on the property.

I help couples navigate this tricky topic all the time. If using specific vendors are non-negotiable for your wedding day, I’ll make sure you understand the associated costs and policies before booking your resort. No surprises here!

Why the Travel Agent/Destination Wedding Planner + Onsite Resort Wedding Coordinator = Dream Team

Now that we’ve talked through what each role does, let’s talk strategy. The best destination weddings happen when your wedding coordinator at the resort and your travel agent/destination wedding planner (hi again!) work together to create magic.

Here’s what the team dynamic looks like:

• I handle everything before you arrive, from resort selection to group travel to vendor bookings and design planning.
• Your onsite resort wedding coordinator brings our vision to life using the resort’s staff and spaces.
• If you choose to have me join you onsite (you totally should!), I’ll be working behind-the-scenes managing the timeline, solving problems before they happen, and making sure you’re sipping champagne instead of stressing over the seating chart.

Together, we make sure your wedding is coordinated on all fronts—and totally unforgettable!

The Onsite Resort Wedding Coordinator is Just One Piece of the Puzzle

Planning a destination wedding isn’t just about finding a beautiful venue (though that part is pretty fun!). It’s about creating an experience—for you, your partner, and your guests—that feels personal, effortless, and joyful from the moment you send the save-the-dates to the last dance of the night.

Your onsite resort wedding coordinator is an essential part of your wedding day success—but they’re not your only resource. When you work with a planner (like me!) who also handles travel and pre-wedding logistics, you get the full picture covered—no stress, just celebration.

Final Thoughts: Let’s Make Your Destination Wedding Magical

Still deciding if a destination wedding is right for you—or wondering how to make the most of your onsite resort wedding coordinator while getting the full support you deserve?

That’s where I come in. I help couples just like you find the perfect resort, navigate the booking process, and plan a wedding that reflects your love story. Whether you’re dreaming of a sunset beach ceremony or a lush garden reception, I’ve got the planning (and travel!) details covered.

Reach out here, and let’s start turning your destination wedding dreams into reality.

Want to see real weddings I’ve planned? Check out my portfolio and follow along on Instagram for tips, inspo, and tropical wedding vibes.

Let’s make your big day unforgettable—from the plan ride to the part.