Corporate Event Coordinator Job Description, Duties, and Responsibilities
What Does a Corporate Event Coordinator Do?
Corporate event coordinators organize and manage various events, including conferences, product launches, seminars, press conferences, shareholder briefings, annual general meetings, customer social events, and employee or industry award ceremonies.
The scope of their job description has widened as companies hold virtual events, such as webinars or analyst briefings on the Internet.
As a corporate event coordinator, your role is to make business meetings a success.
You may be a member of a company marketing or public relations team, or you could work for an event management company, organizing events for its customers.
A successful event coordinator helps his/her company build a strong relationship with all interested parties, including employees, customers, shareholders, investors, and the media.
Before an event, the coordinator works with the client sponsoring the function to understand their needs and financial budget for the event.
They suggest dates, timelines and plan the scope of the event.
Corporate event coordinators select several locations, receive bids from vendors, and coordinate travel arrangements, overnight accommodations and other services.
Their work description also entails preparing reports for clients regarding budgets, pricing, and the event’s activities.
After obtaining the client’s approval, the coordinator begins the planning process for all of the event activities and accommodation needs.
They attend the events they coordinate, and ensure that scheduled vendors arrive on time, as well as confirm that event space is properly prepared.
Their duties also involve ensuring technical equipment is tested, and that other little things that can make the event a success are in place.
They also work with the on-site staff to coordinate how the event will run and other details.
Corporate event planners also attend, monitor scheduled activities, and ensure that clients are satisfied with the event.
They obtain bills from vendors for food, equipment, space, and other services and then approve them for payment.
Corporate Event Coordinator Job Description Example/Sample/Template
Corporate event coordinators perform various functions in making sure that a business meeting comes out success.
The job description example below shows major tasks, duties, and responsibilities that make up the work activities of most coordinators of corporate event:
Event Planning and Production:
- Negotiate space contracts or book event space
- Arrange food and beverage, order supplies, equipment, and signage, and confirm suitable décor to meet brand expectations
- Conduct research, make site visits, and find resources to help staff make decisions about event possibilities
- Craft and review room layouts for each event
- Suggest fresh ideas to make the event planning and implementation process better
- Work as a link to vendors on issues relating to an event
- Design and implement strategy to publicize events and promote sponsorships via working with media and public affairs team to organize press events and ensure messaging is timed and released promptly to effectively promote events
- Create nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
- Promote conference, convention, and trades show services by performing tasks such as meeting with professional and trade associations, and producing brochures and other publications
- Develop event topics and choose featured speakers
- Welcome guests and customers by greeting them in person or on the telephone; answering or directing inquiries.
- Prepare budgets and provide periodic progress reports to staff directors for each event project
- Keep track of event finances including check requests, invoicing, and reporting
- Provide effective coordination to event schedules and appointments on the calendar
- Ensure event activities (including before and after event) are properly documented for effective internal and external communication drive
- Conduct post-event evaluations to determine how future events could be improved upon
- Follow event activities to ensure established laws and regulations are strictly followed and participants satisfied; also ensure any problem that may arise is quickly resolved
- Read trade publications, consult with other professionals, and attend seminars to keep abreast of standards and trends in the industry.
Requirements – Skills, Abilities, and Knowledge – for Corporate Event Coordinator role
Employers and individuals usually look for certain qualities, including skills, knowledge, and abilities when hiring for the position of corporate event coordinator.
Here is a list of major requirements and qualifications you may need to meet if you are seeking this role with most hirers:
- Excellent communication skills, including writing, proof reading, and speaking skills
- Excellent organization skills and experience with project management
- Ability to manage multiple projects and work assignments from a variety of staff and volunteers
- Excellent interpersonal skills
- Ability to accomplish projects with little supervision
- Excellent customer service skills in addition to an attitude for quality service delivery
- Bachelor’s degree preferred; however, significant work experience can substitute for the degree
- Proficiency in the use of the Web to conduct research, carry out event administration, and procurement; ability to apply the latest versions of Microsoft Outlook, Word, Excel, and PowerPoint
- Experience with the social media and Web communications and publishing is an added advantage.
If you are looking to hire a corporate event coordinator, you need to publish a detailed description of the position with the job advert to be able to attract the best people for the role.
To do this, you can conveniently and quickly apply the information and sample job description given in this post.
The duties and responsibilities shown in this article is also useful for individuals interested in the corporate event career to learn about the role of a coordinator.
Did this post help improve your knowledge of what corporate event coordinators do? Please, leave your thoughts in the comment box below. And if you work as a coordinator of corporate events, please also share your job description.