Event Planner vs Event Coordinator: What Is the Difference?

The terms event planner and event coordinator are often used interchangeably, but they represent different roles with distinct responsibilities. Understanding these differences helps you hire the right professional for your event needs and budget.

What Does an Event Planner Do?

Event planners handle the complete event lifecycle from initial concept through execution. They work with you months in advance to define objectives, develop creative concepts, establish budgets, and manage all planning logistics.

Planners make strategic decisions: selecting venues, recommending vendors, designing event flow, creating timelines, and managing contracts. They bring creative vision and project management expertise to transform your goals into reality.

Our event management services include full-service planning for corporate events, product launches, galas, and private celebrations.

What Does an Event Coordinator Do?

Event coordinators focus on execution, typically engaging closer to the event date. They ensure all planned elements come together smoothly, managing logistics, confirming vendors, creating detailed schedules, and overseeing setup and breakdown.

Coordinators excel at the operational details: vendor load-in times, room layouts, catering counts, AV requirements, and contingency planning. They are often on-site managing the event while you focus on guests.

Key Differences Explained

Timeline is the primary distinction. Planners engage months before events to shape strategy and design. Coordinators often engage 4-8 weeks out to manage execution of established plans.

Scope differs significantly. Planners handle high-level decisions and creative direction. Coordinators manage tactical execution and logistics. Think of planners as architects and coordinators as construction managers.

Client interaction varies too. Planners guide decision-making and present options throughout the planning process. Coordinators confirm details and ensure follow-through on decisions already made.

Day-of Coordination

Day-of coordination is a specific service where a coordinator manages event execution without earlier planning involvement. You handle planning yourself, and the coordinator takes over shortly before the event to manage logistics and on-site operations.

This option suits clients who enjoy planning but want professional execution support, particularly for weddings and private celebrations where the hosts want to be fully present rather than managing vendors.

Pricing Differences

Event planners typically charge 15-20% of total event budget or flat fees ranging $3,000-$25,000+ depending on event complexity. Their fee covers months of planning work.

Event coordinators often charge lower flat fees, typically $1,000-$5,000 for day-of or month-of coordination. Their shorter engagement period reflects in pricing.

For detailed cost breakdowns, see our event management pricing guide covering both planning and coordination fee structures.

Which Do You Need?

Choose a planner when: you are starting from scratch, you need creative direction, the event is complex or large-scale, or you want to delegate complete management.

Choose a coordinator when: you have already done the planning, you mainly need execution support, budget is limited, or you enjoy planning but want professional on-site management.

Working With Both

For major events, many planners include coordination in their services. If you hire a planner, they typically manage execution as well. Some clients hire planners for design and strategy, then bring in coordinators specifically for on-site management during multi-day events.

Ready to start planning? Get a free consultation to discuss your event needs.