The Difference Between an Event Planner and an Event Production Team

The event planner and event production teams are both integral partners in bringing your event to life. While we often hear the terms used interchangeably, usually by people who aren’t quite sure what the difference is, the roles and responsibilities of each of these teams are incredibly different.

Keep reading to learn what the difference between an event planner and event production team is, how they work together, and why they are both important resources in creating an incredible event experience.

Event Planning.

An event planner or event management team is responsible for the overall strategic plan, logistics, and details of the event. 

While the production team is typically focused on general sessions, breakouts, galas, and other aspects of the event that take place at the venue and require AV and production support, an event planner oversees all other aspects of an event. This may include venue selection, travel, room blocks, transportation to offsite dinners or excursions, catering, linens, centerpieces, event timelines, registration, badges, event apps, swag, printed items, and more!

Because there are so many details that go into the logistics and management of event details, good event planners are incredibly organized, communicate thoroughly and clearly, and are great problem-solvers. They are often very creative and are able to simultaneously look at the big picture while thinking about all of the little details.

While their teams may have some overlap in roles as the production team, their functions are different. For example, there may be a graphic designer on the event planning team, but they’d be in charge of designing graphics or badges, registration booths, or menus, while graphic designers on the production team may offer onsite presentation support or create renderings for the stage design.

Event Production.

The event production team, on the other hand, still takes a creative and strategic approach to your event, but their focus is on the technical side. This includes stage design, sound, lighting, visual displays, managing content, speaker coaching, interactive elements, and more!

From the first discovery call, where the production team gathers information to come up with a creative design for the event, until the show is complete, the production team oversees the entire production process and makes sure the event vision is upheld and serves the organization’s objectives.

In this way, they do more than provide and operate gear. They work with clients to create a vision that will help them strategically meet their event goals and brings it to life through technical execution, trusted event staff, and creative elements. This includes giving guidance on what gear will best serve the needs of the event, coming up with creative solutions for challenges, and prioritizing experiences that will have a positive impact on attendees.

During the event, they are responsible for the set up and operation of all technical equipment. They may provide guidance on content, assist with graphics, or work with presenters to help them feel comfortable onstage.

The production team is up to date on industry trends, incredibly creative, very precise and detail-oriented, works well under pressure, is capable of moving quickly, and effectively collaborates across functions and teams.

The Difference Between a Production Team and the AV Supplier.

The roles of the production team and AV supplier are often confused, and for good reason! There is a lot of overlap between the two roles, and many production teams also operate as AV suppliers. We would know – we’re one of them.

Our team provides technical expertise, creative vision, and execution for the event, as well as the equipment and staff needed to run it. Because many members of the onsite team are involved in the planning process from the early stages, they are well-versed in the creative vision of the event and make sure that it is executed onsite.

However, there are also companies solely focused on providing AV equipment and, in some cases, the labour to operate it. They often work alongside a production team that needs to supplement their own inventory and staff. Other times, they may work on smaller events that don’t need creative, design, or other production support.

While an AV supplier is contracted ahead of time to ensure they have the equipment and staffing available to manage the event, their role really starts during load-in and they likely won’t work extensively with the organization hosting the event until that time.

Working Together.

Although they have different, distinct responsibilities, event planners, production teams, and AV suppliers work closely together to create great events.

The planner has a firm grasp on the overall vision for the entire event, not just what takes place during the sessions, and the production team will use this vision to ensure that their creative design and recommendations are in alignment.

The teams will also need to share information surrounding schedules, breakout needs, space assignments, and more. 

If there is a separate AV supplier, they’ll work directly with the production team to make sure gear is delivered on time and the right labour is present and prepared.

Everybody on the entire event team has an important role to play in the design and management of the event, and event planners and the production team are both important tools in ensuring your event is unique, well-designed, impactful, and executed perfectly. Not to mention, because great event planners and production teams often have existing relationships and experience working together, they may have teams they can recommend.

We’d love to work with you and your event planning team to create a cohesive creative vision and bring your event to life! Reach out today to [email protected] or call us at (204) 226-5565.