Most people think event planning and event management are similar, but that is not the case. They are quite different aspects and require different skillset to be done effectively. There are a few common things between the two, but that does not make them interchangeable.
To prevent you from this confusion, here we are discussing what is the difference between event management and event planning.
What Is Event Planning?
Whether you are going to organize a bridal shower or a corporate event, everything starts with some sort of planning. The event planning process includes an initial conversation with clients about event ideas, desirable dates, themes, budget, and all other client requirements for a memorable event.
The event planning process starts from the beginning of event concepts and continues till the event time. Even after the event completion, event planners work to wrap up details and deal with the follow-up items. Event planners work closely with the clients to design the event while keeping clients’ objectives and visions regarding the event in mind.
In other words, an event planner is an individual who plans all aspects of the event and takes care of all details from the start to the completion of the event.
Key Components of Event Planning
Event planning components include but are not limited to the below-listed ones;
- Theme selection for the event
- Budget development
- Venue selection
- Negotiating hotel contracts
- Planning the menu
- Hiring vendors
- Hiring Caterers
- Color scheme selection
- Arranging guest speakers or entertainment elements
- Hiring event projection equipment
- Developing invitations
- Transportation
So, event planning is a process of putting everything together to organize a successful event, and it is a key component of overall event management.
What Is Event Management?
Event management is a process of executing and supervising the implementation of an event plan developed by the event planners. You will be amazed to know that event planners spend months and even years planning an event, and event managers have to execute it in just a few days.
Knowing this fact, you may think that event management is easier, but that is not true. It is about dealing with each and every aspect of the event onsite. Event management comprises creating, managing, and coordinating all event components and teams responsible for all event aspects.
Event managers must deal with all the situations that can occur onsite on the spot. They do not have the leverage of time like event planners.
Key Components of Event Management
Like event planning, event management also comprises a number of components, including but not limited to the following ones;
- Reserving the event venue
- Coordination with outside vendors
- Making parking plan
- Staff management
- Developing an emergency action plan
- Supervising event execution
- Resolving onsite issues
- Ensuring compliance with health and safety standards
Differences Between An Event Planner and an Event Manager
The event planner and the event manager are two different jobs that have some similarities. However, they also have their own unique differences.
1. Ideas To Execution
When you are working with an event planner, they will come to you with ideas. They have an idea in mind and want to see if it fits your needs. This can be anything from a one-day conference for a small group of people to an event that lasts several days and includes multiple sessions.
You tell them what type of event you need, then they brainstorm and put together all kinds of possibilities based on what’s appropriate for your business or organization. They might ask other professionals who know more about certain topics than you do because this is how we get experts on board.
The event managers are the individuals who take care of your event and execute it according to the planners’ strategies and plans. When you work with them, they follow your commands and ensure everything is happening per the given plan.
2. Involvement
In comparison to an event manager, an event planner has very limited involvement in the event on the ground. They are responsible for planning things per the client’s requirements and do not even attend the event or participate in cleanup procedures.
On the other hand, event managers are involved at every stage of the event and bring the ideas into reality. They manage everything from staging, AV equipment, decoration, speaker arrangements, backup plans, and audience management to food arrangements, invitations, and dealing with onsite troubles.
Once the event starts, event managers remain present to execute all the practical details of the event. They also ensure cleanup procedures to help the associated organization of a group of people respect the venue host’s conditions.
3. Responsibilities
The difference among an event planner and an event manager is that the planner is responsible for the overall concept of the event, including its venue, entertainment, decorations, and food.
The manager oversees the execution of this plan through day-to-day operations at each stage of production. Event planners create strategic ideas while managers focus on day-to-day activities like sourcing talent and coordinating with vendors/sponsors.
4. Scope of the Event
Another key difference between event planning and management is the scope of the event. An event planner will decide the theme, location, and time frame for your next party or fundraiser. They will also help you decide who should be invited to attend.
Event managers are responsible for all aspects of an event’s execution, from setting up tables and chairs to ensuring everything runs smoothly at the venue during setup and tear down. This includes;
- Coordinating with vendors so they can provide food or drinks as needed
- Managing security guards if necessary
- Make sure there are enough chairs available for everyone who comes
- Providing entertainment until late into evening hours when people start leaving after realizing how long it takes them to sit around talking about nothing important like politics or sports, which nobody really cares about, except maybe their local team.
5. Staff Management
Staff management is also a key difference between an event planner and a manager. As planners have to provide ideas and plans, they are not required to manage any sort of staff for event organization. However, event managers also have to manage a team and supervise them for the right execution of the event plan.
From staging staff to vendors and caterers, event managers have to deal with each and every person to ensure that everything is functioning rightly. They also coordinate with the technical team so they can resolve issues that can take place onsite.
6. Work Environment
The work environment is a key differentiator between event planners and event managers. Event planners typically work in their own space, while managers are often required to travel to various locations for meetings with clients or vendors.
Event planners may have access to more resources than managers do because they have time on their hands or at least fewer responsibilities. However, that is not true for event managers. They get a very short period of time to execute the plans.
Can Event Planners and Managers Work Together?
Though it is tough to define both event organization functions as event planners can also offer management services, and event management service providers can also offer event planning services. Apart from that, both are interlinked to provide the best event-hosting services.
Most of the time, they work together, and their collaboration starts 4 to 6 weeks before the event. They work together to coordinate different services they can provide, such as waitstaff, cooking, and live entertainers.
However, clients always try to go for an event management company like EMS Events that offers both services as it makes it easier for them to coordinate with the service providers.
Final Verdict
Despite a few similar functions and skill sets, event planning and event management are two different terms. However, a single person or team can offer both services due to having both skills. If you are going to host an event, do not get confused with both terms.
If you are apt to plan the event, you can hire only event management service providers. Or if you need both services, it is suggested to go for a service provider that can fulfill both needs of your event.
