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

Event Planner Managing Matters Inc. is an association management and event management agency and we pride ourselves on our close relationships with our clients, as well as our customer service. We are a growing business based out of Toronto that provides full-service association management and event management across Canada. Our core values are Company Growth, TEAM Spirit, Accountability and providing Amazing Quality to our clients. Company Growth Since [phone number]Managing Matters has consistently grown in size and scope. We believe in keeping our team members motivated and fulfilled by working with them to reach their personal goals. Our ever expanding environment also allows for opportunities for our employees to move up and take on increased responsibilities within the company as we grow. TEAM Spirit At Managing Matters we believe in appreciating our staff and all the wonderful work they do for us. We celebrate their positive attitudes and sense of community spirit. Accountability We take accountability for our work and actions and learn from our mistakes. Amazing Quality Managing Matters offers consistent and constant service that will remain with our clients over time and pride ourselves in showing the initiative in keeping our clients current and successful - they also benefit from our specialized services and our philosophy of strengthening our clients’ network by connecting them with our other clients. This is who we are. Are you one of us? Do you feel that you could benefit from a working environment with carefully selected, highly capable, engaged team members and fellow Event Professionals? The contract role of Event Planner, reporting to the Event Strategist and Team Lead, will be responsible for working with other members of our Event and Client Service Teams in managing various aspects of our National Association clients’ virtual and in person events operations as identified respectively. Among many, responsibilities include collaboration with internal client team members, managing and overseeing event budgets, critical paths, virtual platforms. Additionally, the incumbent will be responsible for the successful management of overall attendee, speaker, sponsor and exhibitor To be successful in this role we are seeking someone who is proactive, applies critical thinking, and is multi-faceted and resourceful in their approach to event management. Interested in the day-to-day duties? Job include but are not limited to: Site inspections Supplier sourcing, liaison Contract negotiations Budget Development & Management Event registration, processing & follow up Digital event management and logistics Volunteer training & management Food & beverage organization Minute taking of event planning sessions, distribution of minutes (as required) and Full reporting (internally & externally) Critical path development Printed material coordination Contingency planning and Risk management Marketing (e-blasts, call & social media campaigns, etc.) Updating and maintaining database records Membership communications (email, phone) and General administrative activities Website updates, as required Complete on-site event execution Organizing of all logistics pertaining to the event. Communicating and reporting to stakeholders, suppliers, etc. What is your background? Desired Skills and Experience Minimum of 2 years in an event management role Experience in large scale conference planning Experience drafting budgets and critical paths Experience in venue contract negotiations Experience in health or medical conferences an asset Experience in abstract management Experience working with committees and boards Experience with and working knowledge of virtual event platforms Trade show experience University Degree or Post Secondary Education in Event & Meeting Management Excellent Attention to Detail Exceptional organization skills and ability to prioritize tasks according to urgency Ability to meet deadlines with little supervision and in changing environments Strong work ethic Well-developed communication and interpersonal skills with high degree of professionalism Ability to work in a team and independently Excellent customer service skills Positive attitude, and clear understanding of company’s mission and core values. Experience working with Membership Associations and Non Profits preferred Fluent French an asset

Example 2

*Job Tasks & * Responsible for correspondence with the public regarding events. * Coordinate and make phone calls as needed to vendors, pastors, leaders, volunteers, speakers, and previous year attendees of * Send emails and make phone calls to acquire sponsors for the annual conference and document communications. * Liaison with Media Director and Ministry Director regarding marketing material for the specific events. * Assist with the preparation and proofing of promotional content; emails, social media posts and various presentations for events. * Prepare and organize various lists and reports in advance for day of event activities. Main point of contact for volunteers and vendors. * Responsible for the scheduling of necessary meetings pertaining to the events. * Coordinate accommodations if required, including transportation and meals as it pertains to the event speakers. * Responsible for all communications and networking in support of events and assisting with the development of new opportunities to build awareness for future events. * *Requirements: * Applicants must be between 15-30 years old (Canada Summer jobs program requirement). Post Secondary Education or equivalent experience in Event Planning, Project Planning or Project Management *Additional Information: * Since Passion to Reach Ministries is a charity, volunteer experience will be considered an asset. When listing volunteer experience, please list the name of the organization, volunteer position(s), and the number of years of experience. Job Types: Part-time, Contract Salary: $15.25 per hour Benefits: * Flexible schedule * Work from home Schedule: * Monday to Friday Application question(s): * Do you have prior church ministry experience? * Please provide a couple of reasons why you’re interested in a ministry position. Experience: * event planning: 1 year (preferred) Work remotely: * Temporarily due to COVID-19

Example 3

*Scope: * Under general direction, plans special events and activities and preforms other duties as assigned. *Duties and responsibilities: * · Planning, organizing events and activities · Promoting events to local media · Compiling media release · Preparing and distributing flyers · Social media outreach · Community outreach including inter-SPO and wider community · Attend all committee meetings · Coordinate and monitor event timelines · Office administration work · Create and maintain email for participants · Respond to public inquiry regarding event including · Sign up participants for event · Ensure all required documentation is prepared and organized · Maintain a file system for participants · Other duties as assigned *Knowledge, Skills and Abilities: * · Community knowledge an asset · Ability to work well with a diverse group · Strong knowledge of MS Office, PowerPoint and Excel · Ability to stay calm under pressure · Ability to work in a fast-paced and demanding environment · Knowledge of principles, practices, and techniques used in overseeing special events, recreational program planning, development and coordination · Extensive knowledge of social media and maintaining an updated event posting · Good organizational skills and ability to efficiently multi -task · Good communication skills, both written and verbal · Exceptional interpersonal skills · Ability to prioritize, schedule work and meet schedules and time lines. Exceptional time management skills · Administrative experience is recommended, but not required * This position is a Canada Summer Jobs position open to students who meet the eligibility requirements of the program. To be eligible to participate in the CSJ initiative individuals: · must be between 15 and 30 years of age at the start of the employment · have been registered as full-time students in the previous academic year and intend to return to school on a full-time basis in the next academic year · be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act · be legally entitled to work in Canada in accordance with relevant legislation and regulations · please note that this is a remote position Contract length: 8 weeks Application deadline: [phone number]06-19 Expected start date: [phone number]07-05 Job Types: Full-time, Contract Salary: $14.25 per hour Schedule: * 8 hour shift * Monday to Friday

Example 4

We are looking for an outgoing Event Planner to join our volunteer team at *Low Entropy* and help organize & plan bi-weekly virtual events. *Low Entropy* is a registered charity that focuses on mental health, community building, and connection through authenticity. We are looking for an energetic Volunteer Event Planner to host weekly events via zoom. All our events are hosted through zoom and events will vary depending on what the team decides to organize together. Some past events we’ve hosted are: trivia night, cooking night, yoga hour, dream therapy, book clubs and many more. We would like to generate new event ideas and continue with some of the previous popular events. A successful Volunteer Event Planner should work well with a team and be passionate about volunteer work. You should uphold the values of our organization while ensuring the comfort of our volunteers in their positions. *Volunteer Facilitator * * Working with a team to brainstorm new event ideas * Organizing and scheduling upcoming events * Connecting with our community and participating in our upcoming events * Facilitating group events via zoom. Join our team and help make a positive impact in our community! Job Types: Part-time, Volunteer Salary: $0.10 per year Benefits: * Casual dress * Flexible schedule * Work from home Work remotely: * Yes

Example 5

*K1 Speed is an international indoor electric go-karting entertainment company that has more than 42 locations worldwide, including 3 in Canada. * K1 Speed Canada is looking for an Event Planner for our Montreal Location. K1 Speed Montreal [phone number]Transcanadienne Rte. Dorval, Quebec H9P2N4 [website] “Customers will never love a company until the employees love it first” Job Description We know that the key to our success starts with finding the right people! We're recruiting a passionate and team-oriented event planner to join our team and help us WOW our customers. As a key sales player you will communicate with our customers, set up appointments and manage private and corporate events from start to finish. What we're looking for: * An open availability to work weekdays and weekends. * Persuasive communication skills and lots of personality! * Strong phone, email and in person communication * Attention to detail and strong organizational skills. * Genuine interest in providing a superior guest experience. * Ability to multitask, remain cool and keep up in a fast-paced environment. * Willingness to learn and grow with us! * promote/sell our event packages * Smart Serve certified (preferred but not required) * Fully Bilingual (French and English required) Mission Statement * At K1 Speed we strive to provide our customers with an outstanding racing experience that surpasses all of their expectations. * We bring the world of competitive racing directly to our customer’s neighborhoods, offering all the thrills and excitement of an authentic racing experience using electric go karts, and tracks designed with the safest and most protective barrier system available. * We train and coach our staff on a daily basis to maintain the highest level of mind-blowing customer service that leaves those who visit us feeling like a valued member of the K1 Speed family. * We never compromise on safety, and are committed to delivering a world-class entertainment experience by professionally and diligently maintaining our racing karts and equipment to the highest possible standard. * We maintain a safe, clean, professional and family friendly racing environment so as to ensure the health and enjoyment of our customers and their families. What is in it for me: * Hands-on training with passionate and experienced team leads. * Great pay with on-going incentives. * Extended health benefits package. * Lots of growth opportunities within our organization. * Fun environment and great people to work with. * Free racing. Reporting to the General Manager, you will be an essential part of the team responsible for overseeing all aspects of private events and growing our customer base. Job Type: Job Types: Full-time, Permanent Additional pay: * Commission pay Benefits: * Company events * Dental care * Discounted or free food * Extended health care * On-site parking * Paid time off * Store discount * Vision care Schedule: * 8 hour shift * Day shift * Monday to Friday * Weekend availability Experience: * Event Planning: 1 year (Preferred) Language: * English (Required) * French (Required) Work remotely: * No

Example 6

*Marigolds and Onions *is an industry-leading, full-service catering company that has been creating exceptional and innovative Events in Toronto for over 30 years. From intricate, formal plated dinners to casual cocktail receptions and elegant weddings, M&O’s exceptional team of event professionals make it their mission to deliver great memories and extraordinary food to all our clients and guests. As an ever-expanding company we are always looking for opportunities to grow our business and add to our roster of highly trained individuals. *Our Core Values* We are *Driven *to succeed and *Sincere *in our day-to-day interactions. We incorporate *Thoughtful Acts* in the way we work with our team, clients, and community while creating a *Team *environment driven by respect and kindness where everyone is always willing to offer, or at least be a part of, *Creative Solutions!* These are our Core Values, and we proudly live by them & work hard to maintain a great team of like-minded individuals. *The Position* This position reports to the Senior Director, Sales and Marketing. The focus is on selling our catering services through Events and Corporate accounts. The job requires prospecting, account management and industry relationship building. *Major Roles* * Selling – Events and Catering * Prospecting / Cold Calling * Managing Key Accounts * Event Planning and Execution * Relationship Building *Major Responsibilities and Duties* * Sales calls to existing clients to encourage new orders * Sales calls to new clients to capture new business opportunities * Produce thoughtful, creative proposals for clients in a timely fashion * Work closely with the culinary team and operations team on a daily basis * Timely follow up with established clients to encourage feedback on previous services and encourage repeat orders. Request referrals to other in-company departments requiring catering services, or referrals to other new prospective clients * Work with the Senior Sales and Marketing Director to consistently meet quarterly revenue goals * Meet with clients to determine specific needs and expectations and communicate these accurately and in a timely manner to all M&O departments to ensure successful execution * Focus on meeting and exceeding clients’ expectations * Actively promotes the Marigolds and Onions brand. Schedules meetings with prospective new clients. * Ensure all production sheets and event gig books are accurate and detailed. Ensure all client expectation and details are followed through and communicated to all M&O departments, outside suppliers and M&O drivers and event staff * Ensure all staff involved in the execution of the order are on board and prepared, to meet customer demands and expectations * Attend the more events to facilitate their successful execution. Attend industry events to promote the M&O brand *Skills, Knowledge and Abilities Required* * Exceptional customer service skills to ensure superior guest service * Exceptional oral and written communication skills * Proven negotiation and closing skills * Team-player who is able to recognize the value of guests and colleagues * Able to develop professional relationships quickly and effectively * Able to manage multiple opportunities simultaneously while staying organized * Active interest in increasing client satisfaction and deepening customer relationships * Flexible and adaptive * Passion and drive to do the work and excel * Positive, enthusiastic, energetic * Understands the concept of leading by example * Passionate about food * Present a polished and professional appearance at all times *Education, Experience and Training* * 3+ years of sales and prospecting experience, preferably in the food and beverage industry * 3+ years event planning experience * Excellent communication skills both with clients and colleagues * Experience using catering software * Experience presenting to senior managers and executives * Must hold a valid G2 or G Ontario License *Additional Perks* * Commission * Benefits package * Cell Allowance * Hot staff lunch daily * Recipe Unlimited Brand 20% discount card *Schedule: * * Monday to Friday * Weekend availability Job Types: Full-time, Permanent Salary: per year Additional pay: * Commission pay Benefits: * Company events * Dental care * Discounted or free food * Employee assistance program * Extended health care * On-site parking * Paid time off * Store discount * Vision care Schedule: * 8 hour shift * Day shift * Monday to Friday COVID-19 considerations: All visitors and Marigolds and Onions employees are required to wear a mask while on premise and on events and deliveries. As Marigolds and Onions is a catering and event production company, all employees are required to be fully vaccinated. We’re also fo Work remotely: * No

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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