Event Coordinator Vs. Event Planner: What's the Difference?

The event industry is a creative sector. From theme selection to event setup, there’s a lot to do and a lot of ways to do it. See, behind every successful event is a great event coordinator and an event planner. 

While these positions are often used interchangeably, and even though their duties overlap significantly, an event coordinator and event planner are two different roles. 

If you’re interested in joining the venue industry's event management sector, you first need to understand the essential roles—including event planner and event coordinator—and their key differences. 

Without further ado, here are the major differences between an event coordinator and an event planner, how each goes about overseeing event setup, and advice on choosing the best role for your future in the industry. 

What Is an Event Coordinator?

An event coordinator is the mastermind behind the scenes who makes sure everything falls in place so the event runs smoothly. An event coordinator focuses on the event logistics. They take the event planning the event planner created and execute it. 

For the event coordinator, there is only one goal: ensuring that all the event planning details align seamlessly with the client's and event planner's expectations. 

They are the go-to individuals for troubleshooting, vendor management, and maintaining order throughout the event. Their sharp focus on operational details ensures that even the most complex events proceed without a hitch. They thrive in high-pressure situations and are good at adapting to last-minute changes.

In short, the event coordinator is the hand that lays down the foundation of the event planner’s blueprint. From large corporate events to more niche event concepts, the event coordinator turns the event idea into a reality. 

Daily Responsibilities 

Here’s a quick rundown of the daily responsibilities of an event coordinator: 

• Basic Event Management: An event coordinator oversees event setup and event breakdown, ensuring all components meet clients’ expectations.

• Third-Party Collaboration: The event coordinator works with vendors and suppliers to guarantee the timely delivery of goods and services and streamline vendor coordination. They also work with event managers and event organizers to oversee even the smallest event detail—ensuring a smooth, memorable event. 

• Event Scheduling: They manage event schedules and timelines to keep every part of the event on track for successful event execution. 

• Event Troubleshooting: The event coordinator resolves internal issues or emergencies that arise during the event. 

• Event Logistics: Lastly, the event coordinator communicates with venue staff to confirm event floor plan designs, equipment needs, and special event requests and with event planning companies to ensure event success. 

What Is an Event Planner?

Event planners are the creative architects behind an event, the ones who design the blueprints for a successful event. From the initial event concept to the final event planning execution on checklists, they work closely with clients to design a memorable experience that aligns with their goals, style, and budget. 

The event planner takes the lead in creating the overall vision of an event. Their work begins long before the event date and often involves months of meticulous planning and coordination. They play a pivotal role in ensuring that every detail reflects the client’s wishes and that the event stands out for its creativity and impact.

In short, an event planner is a visionary. They're the cog in the wheel that brings innovation and creativity to the event management process. 

Daily Responsibilities

An event planner plays a different role than an event coordinator. Here are the most common daily responsibilities for an event planner during the event planning phase: 

• Event Planning: The event planner is responsible for meeting with clients to understand the client's event objectives, preferences, and budgets.

• Venue Research and Booking: The event planner does the venue research and is responsible for finding and securing a venue that aligns with the event’s theme and requirements.

• Event Design: The event planner listens to the client and then designs a theme and event venue layouts that reflect the client’s vision. 

• Logistical Planning: While the event planner doesn't manage the event logistics the way an event coordinator does, they often create detailed plans, schedules, and timelines for the event.

• Event Management: Event planners often take care of the negotiation portion of the event management process. They negotiate contracts with vendors and service providers to secure the best deals for their clients. This is to help the client stay within their event planning budget. 

Event Planner Vs. Event Coordinator: Key Differences

The event planner and event coordinator are often seen as one body, with the terms being used interchangeably. While there is certainly an overlap between the duties of an event planner and event coordinator, they play their own separate roles when organizing events. 

Event Coordinator  

Event coordinators focus primarily on an event's logistical and operational aspects. They’re there to keep the train on the tracks and ensure the event runs smoothly. 

Specifically, event coordinators focus on executing established plans. They’re hands-on professionals who take care of the more nitty-gritty logistics details. They work with vendors, troubleshoot issues, and manage timelines—all while staying behind the scenes to keep the event on track.

Event Planner

Event planners, on the other hand, are the visionaries who conceptualize and design an event. They create the plan the event coordinator follows. 

One key difference between the two roles is the time the event professional spends on one project. An event planner begins the planning process months before the actual event day. It’s the event planner who works with clients to understand their event goals and event budget. 

They select vendors, negotiate contracts, and craft the overall theme and experience of the event. 

Unlike coordinators, planners have extensive client interaction throughout the process, guiding decisions to bring their vision to life.

Together, these professionals form a seamless partnership. It’s up to them to ensure that every detail is accounted for and becomes a reality. Both roles are indispensable in the world of event management and complement each other to deliver unforgettable experiences for clients. 

How to Choose the Right Role for Your Career

Choosing the right career for you, especially in the events industry, strongly depends on your strengths, interests, and professional goals. 

If you’re drawn to the big-picture aspects of event management, such as brainstorming event themes and crafting unique guest experiences, becoming an event planner might be the ideal choice. This career path is ideal for those with a knack for creativity, strategic thinking, and building strong relationships with clients. 

On the other hand, if you excel at organization, detail-oriented tasks, and problem-solving under pressure, the event coordinator role could be the perfect fit for you. Coordinators are indispensable for their ability to manage logistics and adapt to challenges in real-time.

If you’re drawn to both options, consider shadowing professionals in both roles or pursuing internships to gain hands-on experience. Reflect on your skills, personality, and preferences to help you determine which career path aligns with your aspirations. 

Of course, pay is another important factor. The average event coordinator earns $50,890 a year, and the average event planner earns $63,335 a year. Event planners tend to make more money than event coordinators, but they also spend a lot of time on each project. 

Advice for Aspiring Event Professionals

The event’s venue industry is competitive. Fortunately, there are ways for you to make your entrance into the industry smoother and lend some weight to your abilities. 

Here’s our advice on getting ahead of the curve as an event coordinator or planner: 

Build Your Network

Networking is a must for gaining insights, discovering opportunities, and establishing partnerships. So, make a point to attend industry events, join professional associations, and connect with vendors and venues. 

Leverage Technology

Whether you’re planning a corporate retreat or a wedding, having a reliable tool to streamline venue selection is essential for success. For example, Perfect Venue’s Marketplace simplifies finding and booking venues, saving you time and effort. Don’t hesitate to use event technology to get you ahead. 

Hone Your Skills

Stay updated on industry trends and innovations. Learn about new technologies, improve your negotiation techniques, and develop a keen eye for design and detail.

If you’re not sure where to start, use this guide to help you choose the best event-planning certificate and this one to further delve into the role of an event coordinator.  

Gain Experience

Volunteer at local events, intern with established planners, or take on small projects to build your portfolio. Every experience, no matter how small, adds value to your skillset and credibility.

Conclusion

Event planning and event coordination offer a wealth of opportunities for those passionate about creating memorable experiences for clients. By understanding the differences between event coordinators and event planners, you can choose the role that best suits your strengths and interests.

So, whether you’re drawn to the creative aspects of planning or the logistical challenges of coordination, consider each of the key points to find your perfect fit. 

Speaking of being perfect, are you ready to elevate your event planning game? Use Perfect Venue's Marketplace to find the best venue for your clients and streamline the event planning process!