Key Differences Between Event Planning & Coordinating

When it comes to the world of events, terms and titles can be thrown around interchangeably which makes it difficult to navigate the differences. With the word “event” having many levels and variations to it, it’s easy to get confused, so we wanted to take the time to straighten it out for you. 

Event Planner vs Event Coordinator

When it comes to the responsibilities of an event planner, they are generally the one who makes important and critical decisions when it comes to the whole operation of the event. They decide who, what, when, where and how. In a sense, they are looking at the event from a high-level perspective, operating as a whole. Now as for the responsibilities of an event coordinator, they are managing the more nitty, gritty details of the event. They are ensuring the details are executed, the event vendors show up on time and the whole operation runs smoothly according to plan. They have a more zoomed in perspective of the event, making sure every facet of the operation is running how it should.

Skills for Event Planners

First and foremost, an event planner needs to be strategic and a good problem-solver. They are working directly with the client day in and day out to agree on budget, design, food & drink catering, entertainment and so forth. They need to be able to understand and meet the client’s expectations when it comes to budget, vision and needs. 

Once the vision is set, the event planner designs the entire event from venue rentals, menu options, entertainment and so forth. Sometimes venues have an internal event venue management team that can help plan and coordinate as well. They focus on the big picture, making sure the event is a huge success as a whole. 

Becoming an event planner takes years of hard-work to get to. Having the skill set to work well with clients and ensure their needs and wants are met is important to have in this role. More often than not, event planners have years of event coordinating experience, before becoming event planners, which makes them event management experts.

Event Coordinator Skills

The event coordinator does not look at the event at a high-level. They operate all of the moving parts and components that ensure the event is successful. Once the event planner has set the vision and plan for the event, the event coordinator makes it come to life. When it comes to corporate event venues, there may be numerous event coordinators that work under one event planner. 

One of the best skill sets for an event coordinator to have is time management and organization. Quite often an event coordinator will need to set up an entire event only hours before the event begins. This requires them to be resourceful, problem-solving, organized, and focused. This is a great position to begin your career in the event space, and an event coordinator who is good at their job, is worth everything to an event planner. This sets them up for job security and transitioning into a bigger role as an event planner. 

Event coordinators can make their way into the industry by volunteering at different types of events or trying to get an internship through an event planning company. They will learn a ton on the job, and this will set them up for references in the future. 

At Piovra Group, we have many years of experience when it comes to this industry, so we hope this post helped you sort out the differences between event planners and coordinators. There is definitely a difference, and we hope this article made it clear as you enter into the event planning space.

Frequently Asked Questions

Q: Can someone become an event planner right away, or do they need to be an event coordinator beforehand?

A: More often than not, you need experience as an event coordinator to work your way up. Even if you start your own company, most clients will want to see past experience and a portfolio to back up your work.

Q: How do I find an internship for an event coordinator?

A: Online is always a great place to look, or you can always try contacting venues directly to see if they have any open positions available. 

Q: Between an event planner and an event coordinator, what are the two most important skills to have?

A: While there are many since these roles wear so many different hats, we would say the two that are the most important are organization and relationship management.