Who Does What?

Understanding the Roles of Event Planners, Coordinator & Designers for Special Occasions

Planning a big celebration- whether it's your dream wedding, a milestone birthday, or an unforgettable baby shower- can be just as overwhelming as it is exciting. And while you know you need help, figuring out who to hire can be confusing.

Event Planner? Event Coordinator? Event Designer?

Aren’t they all the same?

Not exactly.

Each of these professionals play a unique role in bringing your vision to life and knowing the difference can help you build the perfect event team without overspending or doubling up on services. Let's break it down in real life party terms:

event planner: your party project manager 

Think: The Big Picture Boss

An event planner is your right-hand partner from the very beginning. They're responsible for the overall planning process- handling logistics, managing your budget, finding vendors, and building your timeline. Planners take your ideas and turn them into a cohesive stress-free experience.

They handle:

• Creating your event budget and timeline

• Booking the venue and key vendors (caterers, DJ's, etc.)

• Managing contracts and communication 

• Building a realistic schedule for setup, event flow, and tear down

• Problem-solving along the way

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Hire a Planner if you want someone to guide you from your vision to the “wow.”

Event Coordinator: Your Day of Wing Person

Think: The Calm during the Chaos

An event coordinator usually comes in about a month before your event to take everything you've planned and make sure it all runs smoothly. They’re your go-to on event day, managing vendors, timelines, and last minute surprises so you can actually enjoy your event. 

They handle:

• Final walkthrough and vendor confirmations

• Building a detailed run-of-show for the event day

• Coordinating deliveries, setups, and breakdowns 

• Solving problems in real time without disturbing you

• Making sure everything stays within the timeline

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Hire a Coordinator if you're already done most of the planning but need a professional to take the lead on event day.

Event Designer: Your Visual Storyteller

Think: Instagram Worthy 

An Event Designer focuses solely on the visual experience of your event. From the color palette of the florals to the tablescape, they're the ones who turn your theme into a Pinterest board brought to life. Their job is to wow your guests the moment they walk in.

They handle:

• Theme development and concept design

• Mood boards, color schemes, and floor plans

• Sourcing decorative rentals and statement pieces

• Designing floral arrangements, table settings, signage, and lighting

• Overseeing design setup on event day

  
  

Hire a Designer if you want your event to look and feel cohesively styled and unforgettable.

Many event professionals wear multiple hats. Some planners also coordinate. Some coordinators offer design services. It's important to ask potential vendors to clarify what’s included so you get the right support for your celebration.

The success of any event comes down to teamwork and knowing who's responsible for what. Whether you need the full package or just a few hours of expert help, understanding the role of event planner, coordinator, and designer makes it easy to build the dream team your event deserves.

So next time you consider putting together a celebration, just ask yourself:

Do I need someone to plan it? Some to run it? Someone to make it gorgeous)? Or better yet, do I need all three?