What is an event planner?

An event planner creates the plan for events, whether for a corporation, private client or nonprofit. They often work with vendors, including venues, caterers, entertainment providers and decorators, to meet their clients’ needs and preferences.

Duties performed by event planners typically include:

• Meeting with clients to understand their needs for an event

• Managing event budgets

• Reviewing and selecting vendors

• Negotiating pricing and other details with vendors

• Coordinating deliveries and other services

• Setting and communicating timelines for an event

• Overseeing event planning staff leading up to and, potentially, during an event

What is an event coordinator?

An event coordinator oversees specific tasks related to event planning. For example, a large event might have an entertainment coordinator, a food coordinator and a decoration coordinator.

Event coordinators may handle duties such as:

• Managing vendor and venue relationships

• Planning or implementing plans relevant to specific aspects, such as guest management or decor

• Overseeing budgets allocated by event planners and managers

• Problem-solving during events

• Acting as a liaison between event planners or managers and clients, vendors and venues

Similarities between event planners and event coordinators

When considering event coordinator vs. event planner positions, you may notice some required skills and duties overlap.

When hiring for either role, consider candidates who can independently problem-solve, manage budgets and develop positive relationships with vendors and venues.

A successful event coordinator or event planner might have the following skills:

• Communication skills

• Customer service skills

• Attention to detail and time management skills

• Familiarity with local amenities, attractions and service providers

Differences between event planners and event coordinators

Assessing the differences between these positions can help you decide which professional to hire.

Scope of Work

Event planners often plan entire events, focusing on how each element affects another. Event coordinators typically handle one or several aspects of an event. While understanding the event’s theme, goal and audience is helpful, coordinators may not contribute to parts unrelated to their assignment.

Pay

Average pay figures are fairly close for these roles, but the extra responsibility event planners may have is reflected in slightly higher hourly wages. According to Indeed salary data, event planners in the United States average $23.78 per hour. Event coordinators earn around $21.36 per hour on average.

How much you pay for either role depends on factors such as your location, type of business and the job’s specific responsibilities.

Qualifications

Event planners oversee the plans for entire events—sometimes big endeavors that can have a critical impact on areas such as fundraising. You may look for candidates with skills, certifications and other credentials demonstrating their experience.

Some relevant certifications include Certified Special Events Professional (CSEP) and Certified Professional in Catering and Events (CPCE). It can be helpful to look for event planner candidates with a varied background in hospitality, public relations or marketing, as these backgrounds typically require relevant and transferable skills .

An event coordinator may not need as varied or extensive a background. Instead, consider whether the candidate demonstrates a strong logistical talent within the specific area. For example, a former food service manager may make a great event food coordinator.

Event planner vs. event coordinator: Which one to hire

The difference between event planning and coordination often comes down to scope. The event planner works with clients early on to develop event ideas and themes. Event coordinators handle specialized aspects, often working during the event to ensure their portion goes as planned.

When to hire an event planner

Consider hiring an event planner when you need someone to create cohesive event themes from brand or client ideas. You may need an event planner to act as the main point of contact for event clients or you want to host large business events.

When to hire an event coordinator

You might hire an event coordinator if you manage large events and your event planning team needs support. An event coordinator can also assist and work alongside event planners with less experience in a specific category, such as entertainment.

How to choose between an event coordinator and an event planner

Before listing your event coordinator or event planner job descriptions, consider the scope of the position. If you’re hiring someone to plan and manage entire events, you may choose an event planner. If you need a specialist to work with an established team, an event coordinator may be a better choice.

Frequently asked questions about event planner vs. event coordinator roles

Can one person plan and coordinate events?

While planning and coordinating events require different skills and scope of work, these jobs might be performed by the same person. This is more likely to be the case with smaller events, which might only need one coordinator.

Who does an event coordinator report to?

Your organizational structure depends on your organization’s size, how you manage your teams and what types of events you handle. Event coordinators might report to event supervisors, event managers or event planners.

Should you hire a full-time event coordinator or planner?

If your business regularly hosts events or offers event planning services, you may want full-time planners and coordinators on staff. This may also apply if your organization hosts a single signature event each year that requires months of planning.