Event Planner vs. Producer
When hosting an event, you’ll find yourself connecting to a variety of event professionals that seem to interlock to create your vision. Undoubtedly, you want your event to be a success, so how can you determine who to hire? First, answer the question: do you need an event planner or a producer? It's quite possible that your event will require a planner and producer, maybe even a production company. In this guide, we’ll help you define these two vital positions and provide solid steps to hire exactly what you need for a successful event.
Who is the Event Planner?
The event planner’s responsibility is to coordinate and execute all logistical aspects of an event, from its conception to setup and even the breakdown. They utilize their knowledge and experience to provide healthy advice to the client. With step-by-step instructions, the event planner handles vendor management, attendee logistics, seating charts, timelines, and much more! On day of, the planner ensures everything runs smoothly. Because of their close working relationship to the client, they understand fully each need, preference, and requirement to bring the event to a defining success.
Who is the Event Producer?
The producer takes the position of attaching meat to the bones of the event. In other words, they are responsible for bringing the event to life. While the planner takes care of logistics (or bones), the event producer is responsible for the specific areas related to the technology and production needs, focused on delivering a memorable event experience.
As the event planner promotes the client’s vision, the producer then brings that vision to life. In this regard, the role of event producer would also include:
Overseeing the audio/visual production
Bringing in crew needed for stage setup and designs
Collaborating with the presenters and building engaging content
Managing the technical team
COMPARING EVENT PRODUCERS AND EVENT PLANNERS
While event planners and producers are often thought of as the same people, now you start seeing the difference. Let’s now draw a distinction between the two.
Similarities
The main reason why planners and producers need clarification because, in a small event, a highly experienced professional can usually perform both roles, showing how the positions run parallel. For instance:
They are each responsible for bringing the client’s vision to life. The planner builds the event’s foundation while the producer takes care of the entire structure guests will see, admire, and experience.
Both are managers. The producer handles the overall event creation process while the planner coordinates with teams like the designers, florists, and caterers.
Together they create the event schedule, which then allows for the seamless coordination of different teams working towards holistically achieving the vision.
Differences
The variances of planners vs. producers become distinctive as the level and capacity of the event increases. Here’s a few distinguishing factors:
The event planner is responsible for creating a strategy and managing logistical details, while the event producer is responsible for using their expertise to deliver the experience for the audience.
The event producer is much more proficient in utilizing the latest technology, creative design concepts, and audio/visual strategies. In other words, if your event requires a light show and special effects while being live-streamed, the producer will orchestrate those initiatives, while the event planner has a complete understanding of the client’s requests and manages the setup crews.
The most distinguishing factor is their shift of position on the event day. The planner has chosen the venue and orchestrated all pre-event activities. Now the producer will equip the event with all the necessary A/V gear and lead the event production from start to finish.
When to Hire an Event Planner
Hire an event planner if you need someone to oversee:
Creating a budget
Choosing a catering service
Managing logistics
Creating a floor plan or seating chart
WHEN TO HIRE AN EVENT PRODUCER
You should hire an event producer in addition to an event planner when your event calls for:
Complex and polished stage production and high-quality A/V equipment
Hiring the production crew, including stage manager, show caller, etc.
Designing venue and program-specific elements
Finding the right speakers for the event
Acquiring a great entertainment team
WHAT DOES YOUR EVENT REQUIRE?
If you are hosting a small to medium event (i.e. a wedding, birthday, or graduation party), a good event planner is more than sufficient to meet your needs. However, for an extensive corporate event you may need both roles. As your event becomes more complex, the collaboration between producer and planner becomes essential, ensuring all the client’s requests are adhered to and every nuance of the event is fine-tuned for a successful outcome.
At River Media, we offer the benefits of a complete production company under one roof and deliver to our clients a top-quality event experience. Connect with us, share your vision for your next major event and let’s make it a success!