Event Coordinator Job Description Template

Use this Event Coordinator job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
Event Coordinator Job Description Template

Job Brief

We are looking for an experienced Event coordinator to organize excellent events. You will be responsible for every aspect of an event, from choosing venues to evaluating success afterwards.

An event coordinator must be well-organized and competent in vendor management. Communication skills and attention to detail will set apart the best among the candidates. Add a shot of enthusiasm and passion for the job and you’ll be our ideal candidate.

The goal is to organize unforgettable events that will ensure the entertainment of participants and facilitate the completion of business objectives.

Responsibilities

  • Understand requirements for each event
  • Plan event with attention to financial and time constraints
  • Book venues and schedule speakers
  • Research vendors (catering, decorators, musicians etc.) and choose the best combination of quality and cost
  • Negotiate with vendors to achieve the most favorable terms
  • Hire personnel
  • Manage all event operations (preparing venue, invitations etc.)
  • Do final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards
  • Oversee event happenings and act quickly to resolve problems
  • Evaluate event’s success and submit reports

Requirements

  • Proven experience as event coordinator
  • A proven track record of organizing successful events
  • Proficient in MS Office
  • Excellent vendor management skills
  • Knowledge of basic recruitment practices
  • Outstanding communication and negotiation ability
  • Well-organized with multi-tasking skills
  • Able to handle stress and remain calm
  • Problem-solving ability
  • Degree in hospitality management, public relations or relevant field is preferred

What does Event Coordinator do?

On a day-to-day basis, an event coordinator typically performs a wide range of tasks to plan, organize, and execute events. Here are some of the common activities they may engage in:

  1. Planning: Event coordinators begin by understanding the purpose and goals of the event and then creating a detailed plan. This involves setting objectives, defining budgets, researching suitable venues, and determining event logistics.

  2. Venue selection: Event coordinators research and evaluate various venues to find the most appropriate one for the event. They consider factors such as capacity, location, services offered, and cost.

  3. Contract negotiation: Once a venue is selected, event coordinators negotiate contracts and agreements with vendors, suppliers, caterers, and other service providers. This includes finalizing terms, reviewing legal aspects, and ensuring all parties are aligned on expectations.

  4. Budgeting and financial management: Event coordinators work with the allocated budget, tracking expenses, and managing costs. They prepare and update budgets, provide financial reports, and make recommendations to ensure the event stays within budget.

  5. Coordination and communication: Event coordinators act as the main point of contact for all stakeholders, including clients, vendors, attendees, and speakers. They maintain open lines of communication, update stakeholders about event details and changes, and answer inquiries and concerns.

  6. Logistics management: Event coordinators oversee event logistics, including transportation, accommodations, equipment rentals, audio-visual needs, technical support, and ensuring that all necessary permits and licenses are obtained.

  7. Marketing and promotion: Depending on the nature of the event, event coordinators develop marketing and promotional strategies to generate awareness and maximize attendance. This may involve creating event websites, sending email campaigns, utilizing social media, and coordinating with the marketing team.

  8. On-site coordination: During the event, event coordinators manage on-site logistics. They ensure all aspects of the event run smoothly, troubleshoot issues as they arise, coordinate with vendors, oversee setup and teardown, and ensure the safety and satisfaction of attendees.

  9. Post-event evaluation: Following the event, event coordinators conduct evaluations to assess the success of the event. They collect feedback from attendees, review financial reports, assess the effectiveness of various aspects of the event, and make recommendations for improvement.

  10. Administrative tasks: Event coordinators handle administrative duties such as maintaining records, updating databases, managing calendars, coordinating meetings, and preparing reports for management or clients.

These are just some of the tasks an event coordinator may perform on a day-to-day basis. The specific responsibilities can vary depending on the type and scale of the event being organized.