How to Plan an Event Effectively - Understanding the Roles in the Event Planning Process
When it comes to planning meaningful, seamless events, collaboration is everything. But with so many moving parts—and people—it’s easy for lines to blur around who’s responsible for what. At KindCo, we’ve seen firsthand how clarity in roles can elevate the entire event experience. In this Q&A-style post, Nikki Hedstrom, Founder of KindCo and seasoned event producer, shares insights into how clients, venues, and event producers can work together in harmony—each bringing their unique strengths to the table.
Q&A with Nikki Hedstrom, Founder of KindCo
Q: Who’s responsible for the overall event vision and goals?
Nikki: This always starts with the client. They bring the heart of the event—the purpose, the message, the desired impact. Whether it’s a corporate summit or a community gathering, the client sets the tone and direction. Our role as event producers is to listen closely, then help bring that vision to life with clarity and intention.
Q: What’s the role of an event producer in the planning process?
Nikki: The event producer is the connector, planner, and orchestrator. At KindCo, we’re often the bridge between the client’s vision and the people and logistics needed to execute it. We manage timelines, budgets, vendor relationships, and the overall flow of the event. Think of us as the calm in the chaos—holding all the threads so nothing slips through the cracks.
Q: What does the venue handle?
Nikki: The venue plays a key role—they provide the canvas for the event. Their responsibilities include layout options, audiovisual support, staffing, and ensuring safety and accessibility on-site. It’s important to understand what’s included in your venue package early on, so we can plan accordingly and avoid surprises later in the process.
Q: Who sources and manages vendors like catering, décor, and entertainment?
Nikki: It depends on the scope of the event and the support the client is looking for. At KindCo, we often manage vendor selection and coordination to ensure everything aligns with the event purpose and flows cohesively. However, some clients choose to work directly with specific vendors—and that’s okay too. What matters most is that roles are clearly defined from the start.
Q: Who creates the event timeline or run-of-show?
Nikki: That’s one of our sweet spots. As the event producer, we create a detailed schedule that outlines everything from setup to teardown, and every cue in between. This helps everyone—venue, vendors, speakers, and clients—stay aligned and confident in their roles on event day.
Q: What happens when something unexpected comes up during the event?
Nikki: It always does—and that’s why having an experienced producer on site is invaluable. We’re there to troubleshoot quietly and efficiently so that the client and their guests can stay fully present. Behind the scenes, we’re problem-solvers, decision-makers, and calm communicators.
Q: Who’s responsible for post-event wrap-up?
Nikki: The venue typically manages the cleaning and removal of anything they provided. At KindCo, we coordinate vendor load-out, ensure rentals are returned, and handle final event debriefs. We also provide clients with a wrap-up summary so they can reflect on outcomes and insights for next time.
When everyone understands their role in the event planning process, it creates space for collaboration, creativity, and connection. At KindCo, we believe great events aren’t just well-executed—they’re thoughtfully designed with purpose and people in mind. If you're ever unsure where responsibilities lie, ask early. Clear communication upfront leads to ease and flow throughout the planning journey.
