5 Reasons to Hire an Event Coordinator

​If you plan to host a special event in 2026, the first thing to consider is hiring an event coordinator. Event coordinators may go by different names, including event planner, event coordinator, wedding coordinator, and party planner. Their purpose is similar…to handle every detail of the event so that you can enjoy the process.

​

In planning any special event, there are many things to consider. From set up to clean up, there are hundreds of tiny steps along the way that can be easily missed if you’re not familiar with event planning.

Event planning and coordination can be tremendously helpful. It may feel like an added expense when planning the budget. It is well worth it in stress relief as you begin to realize the coordinator handles all of the stressful details.

​

What does an event coordinator do?

Check out this Indeed job description that outlines many details of this role. An event coordinator oversees all aspects of the planning process for special events.

• Create an event timeline to ensure a smooth process leading up to the event.

• Maintain vendor relationships to ensure high-quality services at events.

• Create a plan for the event details, including date, venue, time, invitations, decorations, seating, food, beverage, and activities during the event.

• Create a budget and itemized expenses without exceeding the budget.

• Handle timely payments to all vendors.

• Foresee potential issues and handle challenging situations as they come up.

Event coordinators must be expert communicators, skilled in negotiation, and able to manage challenging situations. They must be adept at managing people, sticking to a budget, and maintaining deadlines.

​

When planning a wedding or special event, there are many details to consider outside of the things that come to mind quickly. There are the obvious things to consider for a special event, including the budget, venue, invitations, special guests, guest list, seating chart, decorations, entertainment, and food. What most consumers fail to consider is what goes into executing each of these items, along with how it all gets done.

​

Let’s consider one quick example. Many venues do not offer tables and chairs included, and as a result, tables and chairs would need to be delivered. It is now the day of the special event, and the tables and chairs have been delivered, but they have not been set up or laid out according to the overall event design. An event coordinator knows that there is often an additional setup fee required and factors that into the budget unless there are staff on hand to complete this task. This could be a timeline setback that inexperienced people haven’t considered. This is also just one detail in the day that throws off the rest of the setup. An event coordinator has experience with the details, and for special events, the details matter.

​

Without further ado, here are the 5 reasons to hire an event coordinator for your wedding or special event (quinceañera, birthday, anniversary, banquet, awards, ceremony, shower, engagement party).

​

1. An event coordinator follows the desires of the bride and groom or other guest of honor and ensures that the vision comes to reality.

2. An event coordinator handles the budget and finds solutions that fit within the budget.

3. An event coordinator puts out fires or handles other areas of concern that come up on the day of the event so that the guest of honor can focus on enjoying the day.

4. An event coordinator will create and manage the timeline for all parties involved in the event to ensure that the day runs smoothly.

5. An event coordinator carries the stress and responsibility of the day so that the guest(s) of honor can focus on the event.

Hiring an event coordinator can feel challenging on a tight budget, but the headache and stress of planning and running a successful event can be overwhelming. It is important to consider who will handle all of the details that a bride and groom cannot be present for, because they are in the process of getting married. It is important to consider who will handle all of the details that the guests of honor cannot handle when they are in the midst of celebrating the day. Details like set up, clean up, parking, lighting, vendors, and more will have to be covered by someone. Hiring an event coordinator ensures that someone is not you.

​

At Royal Affairs Ballroom, events at our venue will always have a venue manager on-site for the day of your special event. We handle all of the necessary things related to the venue, but an event coordinator will handle everything else for you. When it comes to your big day, you will be glad you hired an event coordinator.

​

Call us today at 972-221-6565  to tour our beautiful facility and learn more about what sets us apart.