Event Planner Job Description Template

Use this Event Planner 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 Planner Job Description Template

Job Brief

We are looking for a successful and enthusiastic Event Planner to produce events from conception through to completion. Event Coordinator responsibilities include providing outstanding customer service and organizing memorable events that meet quality expectations.

Responsibilities

  • Event planning, design and production while managing all project delivery elements within time limits
  • Liaise with clients to identify their needs and to ensure customer satisfaction
  • Conduct market research, gather information and negotiate contracts prior to closing any deals
  • Provide feedback and periodic reports to stakeholders
  • Propose ideas to improve provided services and event quality
  • Organize facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc
  • Ensure compliance with insurance, legal, health and safety obligations
  • Specify staff requirements and coordinate their activities
  • Cooperate with marketing and PR to promote and publicize event
  • Proactively handle any arising issues and troubleshoot any emerging problems on the event day
  • Conduct pre- and post – event evaluations and report on outcomes
  • Research market, identify event opportunities and generate interest

Requirements

  • Proven experience as an Events Planner or Organizer
  • Impressive portfolio of previously managed events (weddings, meetings, parties, corporate events)
  • Excellent time management and communication skills
  • Sales skills and ability to build productive business relationships
  • Ability to manage multiple projects independently
  • MS Office proficiency
  • Willing to submit references from previous clients
  • BS in Event Management or related field

What does Event Planner do?

A day in the life of an event planner can vary depending on upcoming events and projects, but here are some common tasks and responsibilities they may undertake:

  1. Planning and organizing events: This involves meeting with clients to understand their objectives, creating event proposals, arranging and coordinating logistics like venues, vendors, and catering, and developing detailed event plans and timelines.

  2. Budgeting and financial management: Event planners are often responsible for creating and managing event budgets, tracking expenses, and ensuring cost-effective solutions while meeting client needs and expectations.

  3. Vendor coordination: Event planners liaise with various vendors and suppliers, negotiate contracts, and manage relationships to ensure seamless execution of event-related services, such as audiovisual equipment, decor, entertainment, and transportation.

  4. Registration and attendee management: This includes managing event registrations, communicating with attendees, handling ticketing, guest lists, RSVPs, and coordinating special requirements or accommodations.

  5. On-site event management: Event planners oversee all operational aspects on the day of the event, ensuring proper setup, coordinating with vendors, managing schedules and timelines, addressing any issues or emergencies that may arise, and ensuring a smooth overall event experience.

  6. Marketing and promotion: Event planners may be involved in promoting events through various channels like social media, websites, email marketing, and advertisements. They may also collaborate with the marketing team to develop event materials such as banners, flyers, and promotional content.

  7. Post-event evaluation and follow-up: After an event, event planners may collect and analyze feedback from attendees and clients, evaluate event success based on predetermined metrics, and debrief with the team to identify areas for improvement. They may also handle post-event tasks like thank-you notes, surveys, and financial reconciliation.

Additionally, event planners often maintain relationships with industry partners, stay updated on industry trends, attend conferences and networking events, and continue their professional development to enhance their skills and expertise in event planning.