Event Coordinator Job Description: Top Duties and Requirements

An Event Coordinator, also called a Coordinator, is responsible for planning and organizing trade shows, conferences, seminars, exhibits, festivals, meetings, conventions, and other events. Event Coordinators work for trade, tourism, and professional associations, governments, and convention and conference centers .

 

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What does an Event Coordinator do?

Event Coordinators handle the details and coordinate employees and contractors for large events. They often research options to help people decide on catering, event locations, entertainment, photography, and more. They allow the people hosting events to focus on enjoying themselves on the special day instead of worrying about the preparation.

Through exceptional event planning, Event Coordinators can improve the reputation of a business or city by organizing an event that promotes the organization’s key goals and strategies.

 

Event Coordinator duties and responsibilities

Event Coordinators plan and manage events with a variety of sizes and purposes. They need to make sure that everything runs smoothly and guests are pleased without exceeding the client’s budget. The duties and responsibilities in an Event Coordinator job description may include:

  • Establishing relationships with venues and vendors
  • Sending invitations
  • Reserving event space
  • Hiring  Waiters, Waitresses, Valets, and other staff when needed
  • Making payments to vendors
  • Managing ticket sales for large events
  • Communicating with clients
  • Calculating billing amounts

 

Event Coordinator skills and qualifications

Successful Event Coordinators usually have excellent organizational skills and the ability to work with a variety of people and personalities. They can adapt to changing conditions quickly, be professional, and put together an exciting event. Top skills and qualifications for Event Coordinators include:

  • Customer service skills
  • Written and verbal communication skills
  • Management skills
  • Negotiation skills
  • A basic understanding of the industry they work in and what the events are usually like
  • The ability to do basic math
  • An understanding of social media and other marketing skills used to send invitations and promote events
  • Knowledge of performance monitoring methods for events and the ability to create reports to guide future event coordination improvements

 

Event Coordinator experience requirements

Most Event Coordinator jobs require several years of experience in management, hospitality, tourism administration, or public relations. However, some positions are available for people with one or two years of experience. You can consider candidates from related fields to expand your hiring options.

 

Event Coordinator education and training requirements

Many Event Coordinator positions require a bachelor’s degree in business, tourism, or hospitality administration. Some will accept an associate degree, and others will hire people with an equivalent amount of experience and a high school diploma. In Ontario, Event Coordinators may need additional certification from the government.

 

Job description samples for similar positions

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Event Coordinator job description FAQs

 

What are the day-to-day duties of an Event Coordinator?

The duties of Event Coordinators vary depending on the size of the event and the industry. They may spend some days meeting with committees, sponsors, or individual clients for coordinating events. Event Coordinators also visit event spaces and vendors like Caterers and supervise event setup and cleanup. They coordinate the actions of Entertainers, Sound Technicians, Decorators, Servers, and all the other people needed to keep a complex event running smoothly.

 

Who does an Event Coordinator report to?

An Event Coordinator often reports to a Director of Events or Event Manager in many companies. In businesses that specialize in event planning, Event Coordinators typically report to the owner of the company or a General Manager. Event Coordinators can also be self-employed and work together with clients and vendors. Some Event Coordinators have assistants or interns to help them with less complex tasks like cleaning, confirming dates with vendors, or setting meetings with clients.

 

How is an Event Coordinator different from an Event Planner?

Event Coordinators make sure that all the details of an event work together to please the guests. They also supervise vendors and employees. An Event Planner focuses more on making decisions to suit the client’s taste before the event happens. They also make recommendations for event themes, entertainers, decor, and other aspects.

 

What makes a good Event Coordinator job description?

A good Event Coordinator job description helps the candidates decide whether their skills, experience, values, and education levels are a match for the job. It encourages quality applicants and lets people who are underqualified know that they should look elsewhere. That way, you can find quality Event Coordinators faster and reduce hiring costs. To write an appealing Event Coordinator job description, include an overview of your business along with its culture and values. You should also summarize the key responsibilities for an Event Coordinator at your company and let candidates know about the specific skills, training, and experience levels you desire.

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