Venue Coordinator vs. Event Planner: What’s the Difference?

silver question markI often hear people use the terms venue coordinator and event planner interchangeably. What’s the difference? Who is responsible for what? Do you need both? Let me help you sort it all out.

If you venue offers on-site catering, then you will more than likely work with a catering sales manager. This person will book your event, schedule your menu

basic event table set uptasting, and complete your banquet event order (BEO). Your BEO may include your audio/visual needs, table and chair setup, and reception arrangement.

On the day of your event, the venue coordinator or sales manager may check in with your event planner to ensure that everything is running smoothly. Your event planner will oversee the arrival of each of your vendors, receive all of your deliveries, and ensure proper setup of your decor items. black woman working

If your venue does not offer catering, the the role of the venue coordinator will be very limited. The venue coordinator will book your event and negotiate your contract with the venue. On the day of your event, the focus of the venue coordinator will be following the specifics of your contract. If your event is a wedding, often times the venue coordinator will leave after the ceremony and return at the conclusion of the reception to make sure that clean up is going well.

An event planner has a different set of responsibilities during the months and weeks leading up to your event. The event planner’s focus us usually on pleasing the client. You can hire an event planner to work with you from the very beginning stages of planning which means you will often spend a lot of time together. On the day of your event, your event planner will oversee every aspect of the event from start to finish. tent with twinkle lights

The main difference is this: the venue coordinator works for the venue and the event planner works for you. The venue coordinator’s main concern is to oversee all of the events taking place at the venue on any given day. At all times the event planner’s main focus is advocating for YOU. Both have important roles and can be helpful in the planning process. However, it is important to know the difference to make sure you are getting the services you need.

Have you ever worked with a venue coordinator or sales manager? Comment below and tell me about your experience.