Why Your Event/Wedding Planner Won’t Set Up Your Centerpieces

If you’ve ever planned an event—or just attended a wedding and been nosy—you’ve probably heard titles like Event Planner, Event Coordinator, or Venue Manager thrown around. And if you’re like most people, you probably thought, “Aren’t they all just… doing the same thing?” Well, no. Not at all. Let’s break it down with a little humor to keep it fun. Because trust me, confusing these roles can lead to serious event-day misunderstandings.

THE MASTERMINDS

These folks are the big-picture thinkers, the strategists, and the ones making sure your event doesn’t turn into a dumpster fire before it starts.

Event Planner– The Architect

The Event Planner is your event’s master strategist. They take your dreams, Pinterest boards, and vague “I just want it to be “elegant but fun but unique but classic” ideas and turn them into a concrete plan. They:

• Manage your budget (and tell you that, no, an ice sculpture of your dog might not be necessary).

• Vet and recommend vendors, including your venue.

• Oversee contracts and negotiations.

• Work closely with the Event Coordinator to ensure execution is smooth.

They’re not the ones running around setting up chairs on event day, but they made sure someone was hired to do that.

Event Designer – The Fairy Godparent of Vibes

The Event Designer is the one making sure your wedding looks like a dream, not a chaotic explosion of mismatched themes. They:

• Create the aesthetic vision—theme, colors, layout, mood.

• Develop a cohesive look and feel.

• Work with the Event Decorator to bring the dream to life.

They don’t set up the décor, but they did design that gorgeous tablescape you’re obsessing over.

Venue Manager – The Landlord of the Event

The Venue Manager runs the venue, not your wedding or event. They:

• Oversee the space, making sure tables, chairs, and equipment are set up.

• Manage venue staff and operations.

• Work primarily with the Venue Coordinator.

They don’t care about your seating chart drama, but they will make sure the lights are on and the AC is working.

THE “MAKE IT HAPPEN” CREW

These pros take the plans and make them happen—handling logistics, troubleshooting, and making sure your event runs smoothly.

Event Coordinator – The Air Traffic Controller

The Event Coordinator steps in closer to the event date to make sure all those carefully laid plans don’t go up in smoke. They:

• Handle logistics and final details.

• Communicate with vendors and act as the main point of contact on event day.

• Manage the flow of guests and troubleshoot issues (yes, even when Uncle Bob gets lost).

• Are in charge the day of.

Think of them as the captain steering the ship—your planner made the map, but the coordinator makes sure you don’t crash into an iceberg.

Venue Coordinator– The Venue’s Rule Enforcer

Often confused with the Event Coordinator, the Venue Coordinator works for the venue, not for you. They:

• Manage layout and setup within venue rules.

• Communicate with the client and planners/coordinators.

• Oversee the venue’s perspective on execution.

They are the ones making sure everything aligns with the venue’s policies first and foremost—so if you’re hoping to hang a chandelier from the ceiling, they’ll be the ones saying, “Yeah, no.”

Event Decorator – The Set Crew of the Event Blockbuster

The Event Decorator is the one making sure the space looks like the dream the Event Designer created. They:

• Set up and place décor within the client’s budget.

• Make final tweaks for visual perfection.

• Ensure everything is in the right place before guests arrive.

They’re not picking your wedding colors, but they are making sure your centerpieces aren’t lopsided.

Final Thoughts: Why This Matters

Understanding these roles means knowing who to call when you need something done—and managing your expectations so that your planner isn’t getting side-eye for not fluffing your napkins. It is important to note, that some companies have multiple people doing these roles. Your event planning company might have someone in their staff who does event coordination, the event decorating company might have an event designer you meet with. But understanding who does what will make things stress-free.

So next time someone says, “My planner will handle it,” pause and ask: Are they really the ones who are supposed to do that?