Chances are, if you reading this, you have already come across several terms to describe event professionals but you are not sure what they all mean. What’s the big deal right – I just need someone to ‘organize’ my event for me right? Wrong. There are several terms utilised in the event industry to differentiate roles and services provided. We will tackle two of the main ones – event planners and event managers in this post so you will have a better understanding of the distinct differences between them. Once you know the difference it’ll become easier for you to not only decide on which services you require but also appreciate the the separate roles and functions of your event team. So what exactly do these professionals do. Well…

Event Planners

As the name suggests, event planners are heavily involved in the planning stage. They specialise in creation of event themes, abstracts and as well as envisioning the overall event plan. The event planner will take your ideas as well as their own and create a detailed event plan for their clients. They focus on creating event concepts, timelines, budgeting and and putting all the puzzle pieces together to create the big picture and show you how your event will pan out. These seasoned professionals know the ins and outs of the industry, have countless connections and are responsible for the overall event experience. They manage all the activities prior to your event including recommending vendors, colours, themes and are generally responsible for:

• Event Concepts, Themes and Briefs
• Location selection
• Budgets and Budget Management
• Sourcing Vendors, Event Staff and
• Drafting Proposals and Negotiating Vendor Contracts
• Developing Marketing and Communication Strategies

Event Managers

Event Mangers on the other hand deal with the management and execution of events. They consider all the what ifs, contingencies and crises what can occur. They ensure the flawless execution of your events by ensuring that all stakeholders not only know their specific roles and functions but that they harmoniously perform them. Generally speaking they handle:

• Run Sheets
• Same Day Event logistics
• Crisis Management
• Liaising with all Stakeholders on the Day of the Event
• Time Management for Events
• Managing Additional Staff hired for the day
• Conflict Resolution
• Risk Management

It is important to note that many venues may have an event manager on staff to ensure your plans are executed smoothly. However, they may be limited to services provided by the venue. As such, be sure to discuss their limits of responsibility as far as your event is concerned with them beforehand.

What About Event Coordinators

Wait… there’s more! Yes. 

Event Coordinators are your execution specialists. They are generally responsible for taking an event plan and putting it into action. There’s less strategy involved as they focus on taking the larger directives and putting them in place. They tend to be detail oriented, tactful and timeline driven. A good event coordinator is worth their weight in gold. They generally work with the event manager to ensure all tasks are carried out on the day. Larger events may have multiple coordinators to ensure all aspects of the event run smoothly. For smaller events, for example, intimate weddings there may be just one Event Coordinator working behind the scenes. 

Why Is It Important To Know The Difference

The skill sets required for these roles differ considerably. Some companies may offer these as separate services and some may have professionals skilled in all. That being said, bear in mind each event and each client is different and as such requirements vary from event to event and of course from client to client. One event may need a Coordinator to help you execute your vision once you’ve covered all the main strategic details while another may need a Full Service Team to plan and execute a conference.

A good event professional, while working within their parameters, will customize your experience. Ultimately the focus is on ensuring the seemingly flawless execution and ensuring the client is happy. Instead of saying that’s not my job, they will find ways to see how best they can accommodate you. Be sure to discuss your expectations with your Event Professional beforehand so there would be no misconceptions or miscommunication leading to conflict.

The better you understand your needs the easier it is to hire the most appropriate events professional for the job – now that you know the difference. At, Diverse Events we offer all three services dependent on the nature of the event and requirements of the client. Not sure which services you require? Feel free to send us a message or book a free discovery call.