When it comes to creating successful events, both event planners and event coordinators play an undeniably important role. However, despite the fact that the terms “event planner” and “event coordinator” are sometimes used interchangeably, these two roles are actually quite different in their scope and responsibilities.
With a better understanding of the difference between event planner and event coordinator, aspiring event leadership professionals can set themselves up for success.
Defining Event Planners and Event Coordinators
When looking at an event coordinator vs. event planner, there are some distinct differences to be aware of. While both roles focus on creating successful events, their responsibilities and scope of involvement vary significantly.
Event Planner
Event planners are the visionaries and strategists behind an event, handling everything from its initial conceptualization to budgeting, vendor selection, and overall design. These professionals work tirelessly to bring their clients’ vision to life, ensuring every detail is accounted for. For those looking to advance their skills, the MBA in Event Leadership concentration curriculum offers comprehensive training in this field.
Event Coordinator
An event coordinator, on the other hand, is the professional responsible for making sure all of the plans surrounding an event are carried out as expected. These implementers and executors of the event plan require them to focus heavily on logistics, coordinating with vendors, and on-the-ground management of the event itself to ensure its smooth execution. Compared to event planners, who do a lot of their work behind-the-scenes, event coordinators are very hands-on.
Key Differences in Responsibilities
While both planners and coordinators are critical to ensuring a stress-free and enjoyable event for everybody, there are also some key differences in their everyday roles and responsibilities on the job.
Event Planner Responsibilities
Event planners essentially start with a blank canvas and must work with clients to uncover their vision for the event. From there, they handle all the details needed to turn that vision into a reality. Some common examples of tasks that an event planner may carry out for any given event include:
- Meeting with clients to discuss their expectations, wants, and needs for the event.
- Developing the event concept and theme.
- Creating and managing the event budget, working to ensure that the event stays on-budget and keeping clients informed on costs.
- Sourcing and negotiating contracts with vendors (such as caterers, live entertainers, and other professionals).
- Developing any necessary marketing and communication strategies to spread the word about the event.
- Overseeing event design and decor.
- Managing guest lists and RSVPs leading up to the event.
Event Coordinator Responsibilities
Compared to the duties of an event planner, event coordinators take on the responsibility of carrying out those plans as smoothly as possible. Some common tasks that an event coordinator may take on for any given event include:
- Coordinating logistics and on-site operations with event planners, venue owners, and other parties.
- Managing event set-up and breakdown.
- Communicating with vendors and venue staff throughout the process.
- Handling guest registration and check-in as the event begins.
- Troubleshooting any issues that arise during the event, such as problems with catering or last-minute changes.
- Ensuring the event runs smoothly and according to plan.
Essential Skills for Event Planners
So, what are some of the essential skills and strengths that may make somebody a successful event planner? There are numerous technical skills and soft skills that these professionals need to work towards, but some of the most critical include a strong sense of creativity and vision, solid organizational and project management skills, and excellent communication and negotiation skills.
Creativity and Vision
Every successful event planner needs to have a creative mind with the ability to conceptualize unique and memorable events for a diverse range of audiences. Even more importantly, event planners need to be able to mesh their own creativity and talents with the wants and needs of their clients to create events that will have people talking for weeks (or months) to come.
Organizational and Project Management Skills
Events can have a lot of moving parts, and things get even more complicated when there are many different vendors, guests, and other details at play. Successful event planners, then, need to have a strong sense of organization and project management to juggle multiple tasks, meet tight deadlines, and stay within the agreed upon budget for the event itself.
Communication and Negotiation Skills
At any given time, event planners may need to be in contact not just with their clients, but with a number of vendors, venue owners, and other professionals. With this in mind, strong communication skills are a must, particularly when negotiating contracts/agreements and keeping clients in-the-loop.
Essential Skills for Event Coordinators
Interestingly enough, you’ll find that event coordinators need to possess several of the same skills as event planners. However, how they apply these skills may differ slightly. Some of the most essential qualities for successful event coordinators are those that empower them to execute plans meticulously while maintaining composure under pressure and problem-solving on-the-spot when things go awry.
Attention to Detail and Logistics Management
Event coordinators need to have an extremely keen eye for detail, as even the seemingly smallest of details matters on the day of an event. From setup to breakdown, event coordinators need to put their attention to detail and logistics management skills to use in ensuring that everything from the event plan is meticulously carried out as envisioned by the client.
Problem-Solving and Decision-Making Abilities
Even with the most careful planning (and back-up planning), things can quickly go wrong on the day of an event. And when things do go wrong, everybody turns to the event coordinator for their quick thinking and creative problem-solving abilities. Being able to handle and react quickly to unexpected situations while making confident decisions on-the-fly can keep events running smoothly no matter the circumstances.
Communication and Interpersonal Skills
On the day of the event and the days leading up to the event, coordinators must be in constant communication with vendors, staff, clients, and even guests. Having effective communication and strong interpersonal skills is crucial for productive collaboration, so these are both skills that aspiring event coordinators need to focus on.
A Day in the Life: Comparing Daily Activities
Still not sure whether a role as an event planner or event coordinator is right for you? It can be helpful to consider what the ‘typical’ workday looks like in each of these roles. Keep in mind, of course, that no two days in these career paths are ever exactly alike, and your experience may vary depending on many factors.
Event Planner’s Typical Day
On any given day, it is common for an event planner to work from their office and meet with new clients to discuss the details of an upcoming event. During this initial meeting, the event planner will get to know the clients and their vision for the event, as well as other crucial details related to the size of the guest list and the budget.
From there, an event planner may draw up some preliminary ideas for the event. This requires them to reach out to venues, vendors, and other professionals to obtain quotes and inquire about availability. In some cases, event planners may also handle pricing negotiations before signing a contract to ensure that their clients get a fair deal.
In addition to planning the logistical aspects of an event and working with vendors, planners may also be responsible for developing marketing plans to spread the word about an event and encourage people to attend.
Event Coordinator’s Typical Day
Event coordinators, on the other hand, take more of a logistical and operational focus. Rather than working primarily out of an office, they are expected to physically show up to special events while being in regular communication with vendors not just on the event day, but in the days and weeks leading up to it as well.
Upon arriving at an event, coordinators assist with everything from setup and tear-down to troubleshooting last-minute issues and ensuring that every last detail of the event plan is carried out flawlessly.
Educational Background and Career Paths
Curious about what it takes to pursue a career as an event planner or event coordinator? These roles, while often used interchangeably, require unique skill sets and responsibilities. Let’s dive in.
Event Planner Education and Career Paths
Typically, event planners hold a minimum of a bachelor’s degree in event management, hospitality, or a related field. With the right education and training, these professionals can explore any number of career paths that range from working directly for event planning companies to being employed by hotels or corporations. In some cases, event planners may even choose to branch out and start their own businesses.
Event Coordinator Education and Career Paths
Event coordinators may have a variety of educational backgrounds, including associate degrees, certificates, and even on-the-job training with no formal degree. Those who enter the event coordination field often find themselves working for event management companies, hotels, or other organizations known for hosting events. With the right experience and skills, event coordinators may even go on to start their own companies.
Master Event Leadership With JWU
Although both event coordinators and event planners play central roles in the creation and execution of successful events, it’s vital to understand the key differences between these career paths and what they entail.
Interested in learning more about what it takes to plan, coordinate, and execute events with confidence? Check out Johnson & Wales University’s online Master of Business Administration (MBA) in Hospitality, a program that’s designed to prepare students for the effective organization and management of events in the corporate, public, and private sectors.
For more information about completing your degree online, complete the Request Info form, call 855-JWU-1881, or email [email protected].