Have you ever wondered about the differences between an event planner vs coordinator for your wedding? If so, you aren’t alone. These two roles have similarities and are both focused on helping clients’ events go as smoothly as possible. With that said, they do have some key differences, which we will now explore in more detail.
What is an Event Planner?
An event planner is a person who makes individual choices regarding what to hire and rent for a wedding. They can aid their clients with the following decisions:
- Picking out a wedding caterer
- Deciding what kinds of centerpieces should go on each table
- Creating a color scheme for the wedding
- Designing place settings for dinner
- Finding a venue
- And so much more!
In essence, the wedding planner works prior to the day of the wedding in order to plan and book all necessary rentals and purchases for your big day. Their responsibilities are prevalent at the very beginning of the planning process.
What is an Event Coordinator?
An event coordinator, meanwhile, is busy on the day of the wedding and reception. Now that the planning is out of the way—thanks to you, your significant other, and the event planner if you opt to use one —the wedding coordinator’s job is to make sure everything runs smoothly. They arrive early to the wedding venue before the event starts to check in with rental companies, the caterer, and any additional vendors to help set up.
The event coordinator is also responsible for navigating any unexpected problems on the day of the event. If a vendor is delayed in arriving onsite or some of the decorations incurred damages during transport to the venue, the event coordinator will quickly and tactfully find a solution. Above all else, their job is to remove any unnecessary stress from the happy couple and their guests. After all, your top priority should be enjoying your beautiful wedding.
Similarities Between Event Planners and Coordinators
Now that you have a baseline understanding of what an event planner vs coordinator is, let’s discuss why these roles are commonly mixed up. Indeed, there is some overlap between their responsibilities and strengths. Here are some ways in which they are alike.
Detail-Oriented
Attention to detail is an imperative trait for both wedding planners and coordinators. They must be organized in identifying which arrangements for the wedding have already been made and maintain lengthy to-do lists. Planning and coordinating require laser-focused attention to detail.
Friendly, Positive Demeanor
Event planners and coordinators work with large groups of people. While their primary goal is to relieve the couple and the wedding party of unwanted stress and to bring their creative vision to life, they also navigate relationships with the other companies involved in the wedding. As such, they must be kind and personable as they work with others.
Problem-Solving Expertise
Given the interpersonal nature of their jobs, coordinators and planners must be good at resolving conflict while maintaining a level head. They are excellent at quickly finding solutions that will appeal to all parties involved.
Main Differences Between Event Planner vs Coordinator
Although the strengths of event planners and coordinators do overlap, it is essential to remember that they are roles fulfilled by separate people. Let’s review the main ways in which their jobs converge.
Planning Ahead vs Working the Day of the Event
Event planners primarily work on the front end of planning events. They make decisions upfront regarding rentals, venues, and vendors, and they book these supplies and services well before the wedding date. As such, event planners also work with budgeting, and they will likely provide the happy couple with additional tips for managing their budget.
Event coordinators, by contrast, are busy on the day of the event. Their purpose is to seamlessly take care of coordinating with vendors behind the scenes, allowing the wedding party and guests to avoid unneeded pressure and stress. Not only are they busy doing this during the wedding and reception, but they must also take care of any challenges before the wedding starts. This requires arriving on location well before the guests.
Creating a Wedding’s Vision vs Helping Achieve It
Since the wedding planner works with the couple at the beginning of the wedding process, they will be responsible for helping the fiances determine their vision for the event. This can bring up a few different challenges: each person may have a very different vision of what they want, making it difficult to find a happy medium, or they might not have any clear idea of what the ceremony should look like. The event planner can help in both cases. In the former, they can create a mood board that serves as a compromise of the couple’s two different perspectives, beautifully blending their ideas together into one cohesive event. In the case of the latter, the planner can propose a variety of themes to the couple to see which they like best.
The event coordinator does not take on a role at all in deciding what the creative vision of the wedding will be. By the time the coordinator comes to the scene, all of the creative decisions have been made. Instead, their job is to coordinate and confirm all of the vendor bookings and address any unexpected difficulties that crop up on the day of the event.
Advantages of Hiring a Planner or Coordinator
Now that you know all the ways that event planners and coordinators are distinct let’s consider the benefits of hiring them for your big event. Check out these reasons if you’re on the fence:
- Budget-Friendly: There’s a common misconception that hiring a wedding planner makes your wedding more expensive; in fact, the opposite is true! Weddings are often cheaper when you have a planner because they have connections with others in the wedding industry. These relationships often make them privy to receiving discounts on services. Their experience can also help keep you from making costly mistakes.
- Handling Rehearsals: Wedding rehearsals are vital to ensuring you avoid any pitfalls during your wedding and reception. The wedding coordinator will aid with this process by arranging your wedding party’s entrance, leading the rehearsal dinner, and more.
- Reducing Stress: Weddings take a lot of planning and consideration. Hiring an event planner and/or coordinator will allow you to relax more, leading up to your vows.
How to Find a Coordinator or Planner for Your Big Day
We have covered the differences between an event planner vs coordinator and why they’re so beneficial to ceremonies, but how do you book them for your wedding? Here are some ways to find event coordinators and planners near you:
- Talk to Family and Friends: If your loved ones have recently celebrated a wedding, consider asking them for recommended coordinators and planners.
- Research Local Event Planning Companies: Look online to discover wedding planning companies near you. You might be surprised by how many options are available!
- Ask Your Venue and Caterer: Those who work in the wedding venue and catering industries are likely to be familiar with others who do wedding planning and coordination. If you know where you want to host your wedding and who will cater, it’s worth asking them for suggestions!
Let Elysian Events Bring Your Wedding Dreams to Life
Hiring an event planner and coordinator is only one step in putting together a seamless, memorable wedding. To truly make your event stand-out, it needs delicious food, too!
We at Elysian Events Catering have been in the hospitality industry for over a decade, and we pride ourselves just as much on friendly service as we do on delectable meals. We would adore the opportunity to work with you to create a one-of-a-kind wedding reception.
If you are ready to work with us, please reach out using our contact form. We can also be reached at (504) 541-0091 and hello@elysianeventscatering.com. We can’t wait to hear from you!
