Event CoordinatorJob Descriptions

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Event Coordinator Job Template

Event coordinators are the professionals behind every aspect of event planning. They select the venues, determine costs, arrange event services, and manage client approval. They also negotiate for better rates, help clients design events within a specific budget, and come up with event ideas to help create the perfect occasion. Event coordinators may be freelance contractors, work for an events company, or even have their own company. 

These professionals may also be called Event Specialists or Event Planners, and it’s a good idea to include all three terms in your job listing to help attract more candidates. 

Event Coordinator Job Description Template:

We are looking for a talented and motivated event coordinator who can organize and oversee unforgettable events for a variety of occasions and clients. You will be responsible for every aspect of the event planning, including: coordinating different services, approving menus, developing seating plans, and evaluating event success. 

You will also be responsible for delegating tasks to the appropriate people as needed, and checking in and scheduling to make sure you're on track for a successful event. 

Our ideal candidate is well organized and already understands vendor management.  You should be able to build and maintain professional relationships with important vendors. Great candidates are top-notch communicators who can read a room quickly and who communicate well in both written and verbal contexts. You will also need fine attention to detail since successful events depend on meeting the requirements of even the most particular clients. 

Event Coordinator Responsibilities:

  • Identify client requirements and expectations
  • Set expectations and help guide clients toward doable goals and in-budget options
  • Liaise with vendors, exhibitors, and stakeholders before and during the event to ensure that the event is successful 
  • Manage event set up, tear down, and follow up
  • Manage event staff assignments and delegation
  • Maintain event budgets
  • Book venues, entertainers, event photographers, and schedule guest speakers/presenters
  • Conduct inspections before and during the event to make sure everything is up to client standards
  • Assess event success and submit findings after every event

Event Coordinator Requirements:

  • Minimum of 3 years prior experience as an event coordinator
  • Detail-oriented and highly organized
  • Ability to multitask and prioritize tasks
  • Outstanding vendor management skills
  • Bachelor’s degree in Hospitality Management or Public Relations preferred
  • Strong communication and interpersonal skills

Event Coordinator FAQ:

 

What Does an Event Coordinator Do?

Event coordinators are generally in charge of managing the individual components of an event to ensure that the event goes smoothly and to make sure all client expectations are met. Event coordinators are considered a separate profession from Event Planners, who typically design the event, but not always. Some people handle both jobs, particularly if they also have a team to help with execution and management. At a minimum, event coordinators help to take a client's vision and turn it into reality by coordinating with vendors, scheduling services, and overseeing quality control and management on the day of the event.

Depending on the kind of event coordinator you’re hiring, there might be one coordinator for every planner, there might be two, or even more. Smaller organizations tend to have more multi-purpose individuals, which is why it’s common to see event coordinators who also act as planners and may even fulfill more event roles as needed. 

Can I Customize Your Event Coordinator Position Description

Effective job listings should always be customized for the specific job you're advertising. For event coordinators, you should include as many details as possible about the duties and responsibilities in your company. You should also include whether the coordinator will be stepping into a position with established vendor relationships, or if they'll be establishing fresh relationships in their new role. 

Feel free to add or edit any section of our job description to better fit the needs of your company. 

What Information Should I Include When I Advertise an Event Coordinator Job?

As with any job listing, it's important to include any details that differentiate your event coordinator job from others. Be sure to mention if you're looking for someone who is strictly in the coordinator role, or if you need someone who can also act as an event planner and event manager. Make sure you include any and all job requirements, including education, prior experience, qualifications, and any traits you’re especially looking for. All those details will help you attract the right kind of candidate, and will tell potential candidates that this is, or is not, the job for them. 

Frequently Asked Questions about hiring a Event Coordinator

What is the best way to find and hire a Event Coordinator near me?
Online job boards are the best place to find qualified Event Coordinator applicants. Employers posting their Event Coordinator job on Indeed get about 17 applications from that board on average.
Which job boards should I post on to find Event Coordinator applicants?
You should post to multiple job boards at once. The most successful job postings for a Event Coordinator are on Indeed – but on average, employers post to 15 boards at the same time, using tools like Workstream. Publishing to multiple job boards at once helps you get your first applicant in 16 hours on average, which is shorter than the national average for Event Coordinator positions.
What's the best way to communicate with applicants looking for a Event Coordinator role?
SMS has 87% open rates which is higher than phone call or Email. Text to hire today!
Is it OK to text Event Coordinator job applicants?
Hourly paid workers, such as Event Coordinators are actually more engaged when texting about jobs. We have found that text messages are 195% better than email at getting an applicant's response. Have a look at Workstream, which automates the process of texting and uses a phone number specifically assigned to your job post so you don’t have to use your personal phone.
Can I use a different phone number to engage Event Coordinator applicants via text message?
Yes, tools such as Workstream provide custom phone numbers that allow employers to engage with applicants through their tool without having to use a personal or business cell phone.

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