Whether it’s a trade show of over 300+ attendees or a company board meeting, organizing events can take a lot of planning. Let’s get down to the truth: the planning process is hard. With so many details to plan and worry about, building an event can easily become a difficult process. But lucky for you, there are many professionals in the event industry who are ready to help manage your event services.
There are two specific professionals you should look to for organization services: an event coordinator and event planner. These professionals in the event planning industry know exactly what it takes to create a successful event, and will help get you from the planning phase all the way through to your big day!
What is an Event planner?
This is your professional for many initial planning details and set-up. The planner meets with clients to go over the planned event and understand as many aspects of the event as possible. They will also ask their client more about budget information to try and create the best set-up within their desired price range.
Details that should be discussed with your planner include catering, entertainment, decoration, type of venue, number of guests, and more. The more you are able to provide your event planner, the more information they have to create your day.
The planner is also responsible for setting up for the event. This includes, but is not limited to, coordinating transportation, setting up decorations, organizing tables and chairs, and managing equipment.
Overall, their job is to make sure they have all the details necessary, from their client, to ensure a successful event.
What is an Event Coordinator?
Once the initial groundwork is laid out between the planner and client, this information is passed to the event coordinator to begin gathering the necessary services. These will be the amenities and services available on the big day. Essentially, the coordinator manages the details and behind-the-scenes magic of event setup.
Let’s take an example from the Business Expo Center. The client wants to have an orange and white themed wedding with around 80 guests, elegant entrees, and live music. Their price range is flexible. The events planner passes this information on to the events coordinator.
The coordinator will then contact the services and people necessary for creating what the event will look like on the opening day. They will select the caterer, the decorations, amenities, based on the criteria given to them. The coordinator can also help with booking a venue. The client will then finalize these decisions if they are happy.
The events coordinator is the professional who really produces the event. They take the ideas of both the planner and the client and turn them into reality by arranging the individual services and amenities together for the actual day.
Maximize Your Efficiency
Planning, setting-up, and coordinating your event is no easy task. With so many tasks to keep track of, such as decorations, number of guests, and venue booking, finding a starting point can be challenging.
This makes the services of planners and coordinators essential to the success of your day. Their understanding of the local event businesses and planning services will help you find the best accommodations for your event. In other words, they will show you a number of services in the area, but also make sure you have great quality service from these businesses.
The planner will make sure that your ideas come to life by listening to your plans. The coordinator will bring your event together by bringing together all the services you need.
Coordinating services are more conceptual than planning services. They make sure you have the services you want to be set up on the big day. This includes, but is not limited to, locating the right venue, finding catering, and even finding live music. Event Planning services make sure that they enact the ideas of the coordinating services. They physically put the event together in terms of setting up the venue.
The management skills of these professionals are what make them reliable for planning your many types of events. They specialize in managing the numerous vendors required on your big day. They take the stress and headache out of event management for your convenience!