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Event Planner Job Description: Top Duties and Requirements

An Event Planner, or an Event Manager, is responsible for planning and organizing conferences, trade shows, seminars, festivals, exhibits, meetings, conventions, and other events. Their duties include choosing vendors and entertainment for events, letting people know about upcoming events through invitations, flyers, or social media, and making sure that attendees enjoy themselves.

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Event Planner duties and responsibilities

Event Planners plan and manage events with a range of sizes and purposes. They make sure that guests are pleased and everything runs smoothly without exceeding their clients’ budgets. Duties and responsibilities in an Event Planner job description may include:

  • Establishing relationships with event venues and vendors
  • Working with a printer to send invitations to guests
  • Reserving event space for the date the client requests
  • Hiring waiters, waitresses, valets, and other staff when needed
  • Making on-time, accurate payments to vendors
  • Managing ticket sales and running contests for large events
  • Communicating with clients during every step of the process
  • Calculating billing amounts and giving customers accurate estimates of event costs
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Event Planner Job Description Examples:

Example 1

The Canadian Teachers� Federation (CTF/FCE) is seeking a Meeting and Event Planner to join its staff on a permanent basis. As a member of the Public Affairs team, the Meeting and Event Planner will work hand in hand with the Public Affairs� Director and also provide support to the Governance team.

Founded in 1920, the CTF/FCE is a national alliance of provincial and territorial organizations that represent over 365,000 teachers across Canada. It promotes and supports quality inclusive publicly funded public education, upholds teaching as a profession, and advocates for adequate resourcing, labour rights, and social justice, across Canada and around the world.

Your main responsibilities

  • Co-leading event planning (such as conferences and advocacy gatherings) and meetings (i.e., Board, AGM) for the Federation, with the Director Public Affairs and others, depending upon the specific event);
  • Logistics and support for meetings of the CTF/FCE Executive, Board of Directors, and other bodies, including the Annual General Meeting;
  • Developing and maintaining excellent relationships with colleagues, service providers, venue representatives, and participants from across the CTF/FCE membership;
  • Development, marketing, and production of events (from proposal through delivery and evaluation);
  • Setting, communicating, and maintaining work plans and budgets for each event or meeting;
  • Coordinating operational and administrative functions among various colleagues;
  • Providing relevant details to speakers, guests, service providers, participants, and others;
  • Contributing to planning internal staff meetings and events with colleagues and Board members;
  • Representation of the CTF/FCE at internal and external meetings and events;
  • Contributing to the overall work of the Public Affairs and Governance Teams, as required.

    Your profile

  • 5+ years� experience working in an association, the education sector, or not-for-profit;
  • University or College degree or diploma in event management or equivalent;
  • Strong track record of event management success, including a broad knowledge of event planning and production processes and a solid understanding of conference and event management techniques;
  • Excellent written and oral communication in French and in English with all levels of internal and external contacts;
  • Solid work ethic, commitment to producing high quality work and attention to detail;
  • Excellent critical, strategic and creative thinking abilities;
  • Solid analytical and problem-solving abilities;
  • Superior organizational and priority management skills;
  • Strong budget management and contract negotiation skills;
  • Exceptional interpersonal and collaborative skills;
  • Proven ability to work under pressure of deadlines and competing priorities in a dynamic environment;
  • Ability to be utterly discrete with information of confidential and sensitive nature;
  • Excellent computer skills in Microsoft, SharePoint, Database Management and event apps;
  • Ability to adapt to evolving changes in education.

    Our offer

  • A full-time permanent position in a positive, team-oriented environment.
  • A competitive salary of $85,023 and a full range of benefits, including a defined benefits pension plan, excellent leave provisions, and an employee assistance program.
  • Telework every Wednesday.
  • Formal and informal professional development opportunities in a dynamic, quality-driven team.
  • Enthusiasm and openness to new ideas and initiatives.
  • Strong social justice values.
  • Some travel throughout Canada.
  • Newly refurbished offices, with ergonomic workstations, open or closed working and meeting areas, outside patio, free parking.

    Duties would begin on September 5, 2023.

    The CTF/FCE offices are located in Ottawa, on the traditional unceded territory of the Algonquin Anishinaabe People. The CTF/FCE acknowledges the Truth and Reconciliation Commission Calls for Action and commits to furthering the work of reconciliation.

    The CTF/FCE is committed to diversity, equity, and inclusion. As such, the CTF/FCE is committed to building a skilled, diverse workforce reflective of Canadian society. We promote employment equity and encourage candidates to indicate voluntarily on their application if they identify as a member of an equity seeking group. The CTF/FCE values each community member�s identity and well-being. Accommodations will be provided upon request to support applicants with disabilities throughout our recruitment process. Should you require an accommodation, please advise us during our initial communication and we will work to meet your needs.

    Interested candidates are invited to submit a cover letter and r�sum�, along with the names and contact details of three references, to CTF/FCE Assistant Executive Director Claudia Guidolin, electronically viaHR[website].*

    All applications must be received no later than 16:00 (Eastern Time) on August 17, 2023.All applications are appreciated; however, please note that only those candidates selected for an interview will be contacted.

    Please note that interviews will take place on Wednesday, August 23, 2023.

    Job Type: Full-time

    Salary: From $85,023.00 per year

    Benefits:
  • Dental care
  • Employee assistance program
  • On-site parking
    Flexible Language Requirement:
  • French not required
    Schedule:
  • Monday to Friday
  • Weekends as needed



    Ability to commute/relocate:
  • Ottawa, ON K1H 1E1: reliably commute or plan to relocate before starting work (required)


    Work Location: In person


    Application deadline: start date: 2023-09-05

    • Example 2

    About Shelter Movers:

    Shelter Movers provides moving and storage services at no cost to survivors and their children fleeing abuse. We are the only service of this kind in Canada, and our volunteers are who make us exceptional. Every year, in collaboration with community partners such as YWCA and Victim Services Units, our volunteer teams contribute over 15,000 hours to support people transitioning to lives free of violence and abuse.

    Shelter Movers Vancouver has been operational since November 2018 and has completed over 700 moves to date. We are growing and looking to add caring and compassionate people to our volunteer team.

    Position Summary:

    The Event Planner will have an integral role in fund development for Shelter Movers Vancouver. The main duties include donor relationship cultivation and management and event support. Reporting to the Fund Development Manager and the Chapter Director, the Event Planner is a collaborative, results-oriented role. This role will have a strong focus on event-based fundraising, which includes planning and executing events and securing philanthropic commitments from individuals, corporations, foundations and government agencies. The responsibilities of this position also includes supporting third-party events and campaigns.

    Responsibilities:
  • Identify and steward gifts and manage a portfolio of current donors and prospects; build strong relationships with individuals, corporations, foundations, and government agencies (donor stewardship)

  • Support the continued growth of Shelter Movers' monthly giving program
  • Solicit donations and sponsorship from individuals or corporate sponsors
  • Manage in-kind donations from local community partners, including tracking promised visibility and acknowledgment
  • Implement established stewardship plan and measures; may include phone calls, written correspondence (handwritten cards) and partnership gifts
  • Monitor offline tax receipts and work with the Finance Manager to ensure receipts are issued in a timely manner
  • Organize fundraising activities and campaigns with the support of staff and volunteers, including creating budgets and tracking revenue and expenses
  • Instruct and support third-party fundraisers to ensure appropriate procedures and guidelines are followed and help protect against reputational risk for Shelter Movers

    Time commitment:

    An estimated 4 to 5 hours a week, depending on responsibilities. Additional time may be required, on occasion, in the evenings and some weekends due to the nature of the position.

    Essential Skills & Knowledge:
  • Previous fundraising and event planning experience is an asset, but not mandatory
  • Innovation and creativity are highly valued in this position, as well as the ability to work in a virtual space and recommend alternatives to traditional styles of fundraising
  • Comfortable soliciting donations and engaging potential donors; confident in representing Shelter Movers' mission
  • Excellent interpersonal and communication skills
  • Dynamic, outgoing personality with sound judgment and the ability to use discretion
  • Capability to work autonomously when required, and also as a member of a team in a fast-paced environment, while balancing competing priorities
  • Strong organizational skills with the ability to multitask and work under pressure to meet tight deadlines
  • Familiarity with Google Workspace, MailChimp, Canva, CanadaHelps, Zoom and donor management software is a plus
  • Experience in the nonprofit sector considered an asset; must be sensitive and knowledgeable of issues surrounding gender-based violence (GBV) and the Violence Against Women (VAW) sector
  • Membership in the Association of Fundraising Professionals or the Canadian Association of Gift Planners is an asset.

    Shelter Movers volunteers must be at least 18 years of age, complete an interview process and attend a volunteer orientation, in addition to signing a confidentiality agreement and obtaining a criminal record check.

    As an Event Planner at Shelter Movers:
  • You'll have the opportunity to make a positive impact on your community by supporting women and families transitioning from violence and abuse.

  • You'll gain experience in fundraising, donor stewardship, corporate partnerships and event planning, with coaching and support from an experienced professional in the field.
  • You'll receive training in preparation for your role, and have access to ongoing training material and opportunities.
  • You'll work with a great team of passionate volunteers and supporters.
  • After 3 months of satisfactory service, a confirmation of volunteering can be provided.
  • After 6 months, we'd be happy to provide a personalized reference letter.

    How to apply

    If interested, please send your resume and cover letter

    Job Type: Part-time

    Salary: $0.01 per year

    Schedule:
  • Day shift

    Application question(s):
  • Please type yes if you accept the following conditions:
    1. This is an unpaid volunteer position for roughly 4 - 6 hours/week
    2. Minimum 6 month commitment
    3. Submit a resume and cover letter to apply
    4. Create an online account on Volunteer Hub
    5. Complete an interview with us
    6. Complete an online background check
    7. Complete reference checks
    8. Sign a confidentiality waiver
    9. Attend an online trauma-informed you located in BC

    • Example 3

    Are you proactive, results-oriented, with demonstrated communication skills and a passion for learning?If so, a position at Meducom is right for you!

    What can you expect from Meducom?

  • An enthusiastic and dynamic culture, with flexibility that supports work-life balance
  • A commitment to mentorship that fosters professional development and career growth
  • Empowerment to be a decision-maker, and make a significant impact within a nimble organization

    Meducom is a full-service, integrated healthcare communications agency, which conceptualizes and delivers pharmaceutical marketing, medical advertising and healthcare education services. Meducom has established a leadership position in Canada as strategic consultants and communication strategists who excel at delivering quality programs and services valued by leading pharmaceutical companies and physicians across Canada.

    Job Description

    As an Event Planner at Meducom, you will be an integral part of a multidisciplinary team focused on developing and delivering high quality communications and professional programs. You will be involved in a variety of internal and external tasks and be responsible for the logistical success of our innovative marketing programs and events. In this role, you will be continuously challenged to expand your skills and knowledge, building and sustaining relationships with existing clients and partnering with internal team members and external vendors to seamlessly execute tasks. The successful candidate will be responsible for the coordination of national sales meetings, conferences, advisory board meetings, web broadcasts, video production and CME administration from inception through to completion.

    Primary Accountabilities
    Showcase Meducom�s high standards for quality through exceptional attention to detail and prioritization

  • Source, negotiate and provide logistical management of venues, hotels, flights, catering, AV, etc.
  • Manage audio-visual and video production suppliers

    Own trusted healthcare professional/client relationships, maintained with clear, concise and thoughtful communication

  • Execute physician recruitment and other event related correspondences
  • Build and sustain relationships through coordination with clients, suppliers and team members for event planning

    Be recognized as the strategic partner in the planning and execution of projects and events

  • Develop innovative ideas and solutions to improve ongoing processes
  • Provide strategic input on program logistics and execution

    Deliver first-class service and programs by embodying an adaptable, proactive and growth-oriented attitude

  • Provide ongoing feedback and support to management team
  • Complete daily administrative tasks as requested
  • Lead on-site live logistical meeting execution (some travel within Canada may be required)

    Essential Skills & Qualifications

  • Bilingualism (ENG/FR) is required
  • A college diploma or university degree in Business, Hospitality and Tourism or a related discipline
  • 1-2 years of work experience in a position directly involved in event planning and execution
  • Polished oral and written communication skills that allow you to relate easily to a wide variety of professionals
  • Superior time management skills, the ability to prioritize effectively with a strong attention to detail and accuracy
  • Ability to problem solve, think on your feet and be analytical in a dynamic, multi-tasking environment
  • Uncompromised customer service skills necessary to build and maintain client and vendor relationships
  • Superior computer software skills including (but not limited to) Microsoft Word, PowerPoint, Excel

    Job Type: Full-time

    Salary: $45,000.00-$55,000.00 per year

    Benefits:
  • Dental care
  • Extended health care
  • On-site gym
  • Paid time off
  • RRSP match
  • Vision care
    Schedule:
  • 8 hour start date: 2022-11-01

    • Example 4

    Our values are at the core of everything we do!

  • Innovative. Think ahead to stay ahead.
  • Driver. Stay hungry and act with urgency.
  • Ownership. No excuses. 100% accountability.
  • Caring. For employees, partners and community.
  • Individual. We work with great people and expect a lot from them.

    We are one of Western Canada�s largest window and door manufacturers servicing consumers, contractors and retailers. Established in 1988 and headquartered in Edmonton, Alberta, it�s not just Durabuilt�s innovative manufacturing and design that places us on the list of Canada�s Best Managed Companies � it�s also our people.

    Objective of Position

    A creative, highly organized event planner to help us execute unforgettable events that generate brand awareness, build business relationships, and boost employee morale. Conceptualizing ideas for the events, creating and enforcing budgets, liaising with suppliers, communicating with clients, and ultimately ensuring that each event is flawlessly executed.

    As the event planner, you should be an expert multitasker with impeccable attention to detail. The best person for this role will have an extraordinary ability to foresee risks and anticipate needs so that attendees are impressed and entirely satisfied by the time each event comes to a close.

    Accountabilities

    Trade Shows (seasonal)

    � Coordinate and/or oversee the marketing, planning, and logistics of trade show events.

    � Assist sales and marketing in determining which trade shows are strategically critical, each trade show�s focus, and who should attend the show. Ensure high-quality presence at each show as needed.

    � Produce trade shows ensuring consistency and collaboration while following established guidelines, processes, procedures, and tools. Educate cross-functional teams, provide direction & establish solutions where appropriate.

    � Execute, support and/or manage the following:

    o Provide regular updates to keep all clients abreast of upcoming events and deadlines.

    o Develop event-oriented pre-show promotions.

    o Create pre-show briefing documents and run pre-show business meetings.

    o Evaluate and manage current and future booth requirements such as booth size, design, and graphics.

    o Manage and coordinate the logistics of the exhibit property including maintenance of the trade show exhibit, demonstration equipment, and all accessories.

    o Conduct and communicate post-show analysis, including metrics. May assist in developing tracking and measurement tools and processes.

    o Work with sales to ensure leads are distributed and followed up in a timely manner; monitor leads to close.

    o Recognize opportunities to sponsor conference sessions that align with marketing goals.

    o Identify and investigate new trade show marketing opportunities based on company priorities and goals.

    o Support and organize the logistics of other marketing events such as potential customer seminars, direct mail campaigns, user conferences, and special promotions.

    Event Management

    � Meet with event stakeholders to gain an understanding of the event's purpose and goals

    � Outline the scope of the event, including time, date, location, and budget

    � Manage the budget and ensure the event stays within guidelines; ensure vendors are paid

    � Research vendors and make selections based on creativity, quality, and cost

    � Book venues and schedule guests, which includes contract drafting and confirmation and day-of logistics

    � Develop content for event materials and work with a graphic designer to produce

    � Hire personnel as needed across all functions of an event (registration, set up, catering, audio/visual, etc.)

    � Day-to-day administration of events and programs including placing orders, BEO review, monitoring vendors, travel planning, restaurant reservations, facilitating company attendees, monitoring registration, tracking RSVPs, answering questions, and resolving issues

    Space Planning

    � Responsible for the management of six Durabuilt Design Galleries across Western Canada.

    � Coordinating branding and planning efforts for all Durabuilt Spaces.

    Education

    � Degree in Marketing, Graphic Design, Communications, Communications Design, or Business.

    � Event planning accreditation is an asset.

    Experience / Capabilities

    � Bachelor's degree in project management, marketing, communications, or similar.

    � A minimum of 3 years experience as a trade show coordinator or similar.

    � Good computer skills with programs such as MS PowerPoint, Excel, and MailChimp.

    � Excellent financial management abilities.

    � Highly charismatic and engaging.

    � Excellent interpersonal and negotiation skills.

    � Strong organizational and time management abilities.

    � Exceptional written and verbal communication skills.

    � The ability to perform under pressure.

    � Flexible to work on assignments (at times extended hours) to meet business objectives.

    Send Us Your Resume

    We embrace diversity and offer equal opportunities to all qualified applicants regardless of origin, culture, ethnicity, age, ability, gender identity, sexual orientation or faith. Thank you to all those apply and those who are short-listed will be contacted.

    Job Type: Full-time

    Benefits:
  • Casual dress
  • Dental care
  • Paid time off
  • Vision care
    Schedule:
  • 8 hour shift

    Ability to AB: reliably commute or plan to relocate before starting work (required)

    • Example 5

    What are we looking for?

    With over 27 years of experience in web radiology, RamSoft is dedicated to delivering award-winning, fully customizable, feature-rich solutions for healthcare providers around the world. We're currently seeking a Marketing Event Planner to join our team!

    The successful candidate will collaborate in: planning, organizing, strategizing, executing and attending tradeshows, managing booth logistics, making on-site decisions, dealing with vendors and interacting with visitors. Additionally, you will participate in brainstorming and implementing ideas for campaigns, among other activities. This is a fantastic opportunity to gain experience in Healthcare IT. If this sounds like a fit, we want to hear from you!

    This role is open to both local and remote candidates.

    *
    What will you do?*

  • Coordinate all events and facilitate booth design, ensuring all deadlines are met
  • Arrange meetings prior to shows to update staff and participating departments of requirements
  • Schedule training for booth teams regarding demos, customer service and show platforms or devices
  • Brainstorm and collaborate with the team, to create campaigns to increase the generation of qualified leads at tradeshows and other projects as needed
  • Collaborate with the marketing team and other organizers to define strategy and event requirements
  • Perform research, request es, negotiate and place orders

  • Identify industry trends for marketing communications and tradeshow strategy
  • Present concepts and ideas to stakeholders for feedback
  • Manage tradeshow budgets and keep track of expenses
  • Manage the demo calendar before and during the show
  • Arrange travel and accommodation logistics, administration, and bookings

  • Work with the marketing team to promote the show through marketing channels
  • When needed, research venues and vendors for social events
  • Attend shows to help with booth duties ensuring the event operates smoothly

  • Collect feedback after events to improve future shows

  • Organize and attend webinars and other events as required from conception, presentation, promotion, registration and collection of feedback
  • Perform other duties as assigned

    What will you bring toRamSoft?*

  • A degree in Marketing, Project management or Event Planning, and/or experience working in a related field for at least 5 years
  • Experience managing vendors and organizing events
  • Strong time management skills
  • Excellent research skills
  • Good customer service experience

  • Fluency in English
  • Ability to collaborate with designers, copywriters and marketing peers
  • Strong tech-savvy and ability to quickly learn new systems and processes
  • Ability to quickly learn and understand RamSoft�s products, features, and services
  • Great capacity to work within a team and independently

  • Capacity to work in a fast-paced environment
  • Ability to travel, mainly within the USA (thus a USA Visa is essential for non-USA citizens)
  • Currently, all shows require attendees to present a vaccination passport to access exhibition centers, thus vaccination proof is needed to perform this role

    What will make you Really stand out?

  • Experience in healthcare tradeshows
  • Knowledge and experience managing social media accounts
  • Experience dealing with marketing vendors
  • Bilingual skills

    RamSoft offers a casual work environment, flexible work hours, and a competitive compensation and benefits package. RamSoft Inc. is an equal opportunity employer and committed to fostering an accessible and inclusive environment for employees and customers. If you require any accommodation for the recruitment/interview process (including alternate formats of materials, or accessible meeting rooms or other accommodation), please let our HR department know and we will work with you to meet your Type: Full-time

    • What does an Event Planner do?

    Event Planners work for individuals, tourist organizations, professional associations, governments, and conference or convention centers. Some work for one company and others are self-employed. They negotiate prices with other vendors for clients, and they can help many different businesses work together to create an amazing event. An Event Planner lets the people hosting an event celebrate and have fun with guests instead of worrying about details. These professionals can also help people and organizations control costs and stay within budgets when hosting large events.

    Event Planner skills and qualifications

    Successful Event Planners usually have outstanding organizational skills and can work with a variety of different people and personalities. They are professional, adapt quickly to changing conditions, and put together an exciting, popular event. Top skills and qualifications for Event Planners include:

    • Excellent customer service skills
    • Outstanding written and verbal communication skills
    • Strong management and organizational skills
    • Ability to negotiate with vendors
    • Understanding of the industry they work in and what clients usually prefer for events
    • Ability to manage a budget
    • Understanding of social media and other skills used to send invitations and promote events
    • Knowledge of event performance monitoring methods and the ability to create reports that guide future event planning

    Event Planner experience requirements

    Entry-level Event Planners should have two to five years of experience working as an Event Coordinator. Many Event Planner jobs require several years of management, hospitality and tourism, or public relations experience. However, some positions are available for people with one or two years of experience. Considering candidates from related fields can help your business expand its hiring options.

    Event Planner education and training requirements

    Many Event Planner positions require a bachelor’s degree in business, tourism, or hospitality administration. For less senior positions, you can accept candidates with an associate’s degree or an equivalent amount of experience and a high school diploma. In some provinces, Event Planners need additional certification from the government.

    Event Planner salary expectations

    According to Indeed Salaries, on average, an Event Planner in Canada can earn $47,615 per year. Salaries can vary depending on factors such as experience, location, education, and the size of the hiring company.

    Job description samples for similar positions

    If an Event Planner isn’t exactly what your company is looking for, other job description samples include:

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    Event Planner job description FAQs

    What is a typical day like for an Event Planner?

    Event Planners spend some days meeting with event committees, sponsors, or individual clients in person. They also communicate through emails, video calls, and phone calls and visit event spaces and vendors like Caterers. During events, they visit venues to check preparations and supervise setup. Event Planners often attend events as well.

    Who does an Event Planner report to?

    An Event Planner often reports to a Director of Events or the head of the marketing or public relations department. They may report to the owner of a company or a General Manager in smaller organizations. Some are self-employed, and they may have Event Coordinators who work as their assistants.

    How is an Event Planner different from an Event Coordinator?

    An Event Planner makes decisions to fit the client’s taste before the event, offering recommendations for a venue, entertainment, catering, and other services. Event Planners also suggest event themes and décor, and make sure all the details of an event work together to please guests. Event Coordinators support Event Planners by making arrangements based on their outline for the event. They contact vendors, order supplies, and supervise preparations on the behalf of the Event Planner.

    What makes a good Event Planner job description?

    An effective Event Planner job description should include an overview of the business’s history, culture, and values. It should explain the types of clients and events that the Event Planner will be dealing with. It should also outline any specific requirements for experience with certain types of event, such as organizing festivals.

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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