Event Planner, Event Coordinator, and Event Manager Roles: What is the Difference?

Event Coordinator, Event Planner, and Event Manager are specific staff roles within Events that are foundational to putting on a successful event. Event staffing includes so many different professionals who contribute their expertise to the successful execution of special events. They play pivotal roles across various aspects, including planning, preparation, setup, management, and customer service. Ultimately, it is the Events Team that works collaboratively to ensure that events unfold seamlessly, providing an exceptional experience for all the guests and participants.

Although the terms are sometimes used interchangeably, there are crucial distinctions between an Event Planner, Event Coordinator, and Event Manager. Let’s look at the differences between these roles, highlighting the unique responsibilities and skills required for each.

Understanding Event Manager Roles: What is the Difference Between Event Planning and Event Management?

First and foremost, event planning and event management are related but distinct aspects of organizing events. Here’s a concise explanation of each:

Event Planning Definition

Event planning is the process of designing and coordinating the details of an event. It involves:

1. Conceptualizing the event
2. Setting goals and objectives
3. Choosing a date and venue
4. Budgeting
5. Coordinating logistics (catering, equipment, etc.)
6. Managing guest lists and invitations

Event Management Definition

Event management is the overall process of overseeing and controlling an event from start to finish. It encompasses:

1. Event planning (as described above)
2. On-site execution and coordination during the event
3. Troubleshooting and problem-solving
4. Supervising staff and vendors
5. Ensuring guest satisfaction
6. Post-event evaluation and follow-up

In essence, event planning is a crucial component of the broader event management process. Event planning focuses on the preparation and organization leading up to the event, while event management includes these planning aspects as well as the execution and wrap-up of the event.

What is an Event Planner or Event Professional?

An Event Planner, also sometimes referred to as an Event Organizer or an Event Specialist or an Event Professional, is an expert in the industry and a seasoned professional. They usually work directly with individual clients or an organization to create the vision and theme for a social or corporate event. Sometimes, Event Planners work independently or through an event planning company. Other times, Event Planners are hired by corporations to plan out events for the company, such as meetings, conventions, and other corporate events. Sometimes Event Planners work for non-profits, sports teams, government agencies, or educational institutions. Planners can specialize in a type of event, such as Wedding Planners, Corporate Event Planners, and Meeting Planners.

What Exactly Does an Event Planner Do?

Here is a list of the tasks an Event Planner does:

• Meeting with clients to understand their vision and requirements
• Developing event concepts and themes
• Budgeting and cost management
• Selecting and booking venues
• Coordinating with vendors (caterers, decorators, entertainers, etc.)
• Managing planning and scheduling
• Overseeing event setup and execution

What Skills are Required to Fill the Role of Event Planner?

• Organizational skills Communication (verbal and written)
• Problem-solving and adaptability Interpersonal skills
• Budgeting and financial management
• Tech-savviness
• Creativity
• Time management
• Attention to detail
• Negotiation skills
• Stress management
• Multitasking ability
• Leadership
• Customer service orientation
• Marketing and promotion basics

What is an Event Coordinator?

An event coordinator, though similar to an event planner, has a more specific set of skills. The role of an event coordinator is to primarily execute an event, as opposed to designing it, and bringing the event plan to the client or organization. Event Coordinators can advance to Event Managers if an event team of coordinators is required. The Event Coordinator often works alongside the venue specifically and on the day of the event itself to coordinate the moving parts of the event with the client, vendors, and event venue staff. They work directly with individual clients or an organization to execute the event. Sometimes Event Coordinators work for an agency and take on clients while other times, Event Coordinators are hired by companies to manage events for the organization including meetings, conventions, and other corporate events.

What Exactly Does an Event Coordinator Do?

• Creating and managing detailed timelines, schedules, and run-of-show documents to ensure that all elements of the event occur at the appropriate times.
• Acting as the main point of contact for vendors, such as caterers, audio-visual technicians, and entertainment providers, and coordinating their services and deliveries.
• Overseeing the setup and breakdown of the event venue, managing staff and volunteers, and troubleshooting any issues that arise during the event.
• Serving as the primary communicator between the event team, vendors, venue staff, and clients, ensuring that everyone is aware of their roles and responsibilities.
• Ensuring that attendees have a positive experience by addressing their needs, managing registration or check-in processes, and providing necessary information or assistance.

What Skills are Required to Fill the Role of an Event Coordinator?

• Organizational skills
• Attention to detail
• Time management
• Communication (written and verbal)
• Problem-solving
• Multitasking ability
• Adaptability
• Interpersonal skills
• Basic budgeting
• Vendor management
• Technological proficiency
• Customer service orientation
• Stress tolerance
• Teamwork
• Creative thinking

What is an Event Manager?

When discussing both the Event Planner and Event Coordinator roles, it is important to understand the role of a venue manager, or often called an Event Manager. Different than an Event Manager that leads a group of Event Coordinators, this person works at a venue, hotel or restaurant and oversees the operations and management of a specific event venue or facility.

What Does an Event Manager Do?

• Ensuring the venue is well-maintained, clean, and properly equipped to host events. This includes managing the venue’s staff, coordinating maintenance and repairs, and ensuring safety regulations and building codes compliance.
• Working closely with event planners and coordinators to understand the requirements of each event and ensure that the venue can accommodate their needs. This may involve coordinating setup and teardown, managing parking and traffic flow, and providing necessary equipment or services.
• Acting as the primary point of contact for clients and event organizers, addressing their concerns, and ensuring a positive experience at the venue. This may involve conducting site tours, negotiating contracts, and coordinating event logistics.
• Overseeing the venue’s financial operations, including budgeting, pricing, invoicing, and managing revenue streams from event rentals, concessions, and other services.
• Hiring, training, and supervising the venue’s staff, including event coordinators, security personnel, custodial staff, and any other necessary personnel.
• Collaborating with the marketing team to promote the venue and attract potential clients, which may involve attending industry events, networking, and maintaining a strong online presence.

What Skills are Required to be an Event Manager?

• Strategic planning
• Leadership
• Project management
• Budgeting and financial oversight
• Risk management
• Client relationship management
• Team supervision
• Technical acumen
• Negotiation
• Decision-making
• Marketing and branding
• Industry trend awareness
• Stakeholder management
• Problem-solving management
• Business acumen
• Analytical skills

Successful Events Need Excellent Event Management

Whether managing a hotel, restaurant, or unique venue, Tripleseat can help you streamline every event detail. If you’re not a Tripleseat customer and you’re interested in learning more about Tripleseat’s features, schedule a demo at your convenience to take a closer look.