This post presents detailed information on the event coordinator job description, including the duties, tasks, and responsibilities they commonly perform.
It also highlights the major requirements that you may be expected to satisfy to be hired for the event coordinator role by most recruiters/employers.
What Does an Event Coordinator Do?
An event coordinator is responsible for organizing an event or occasion to suit the client’s needs.
The job description of an event coordinator entails first having a discussion/meeting with the host of the event so as to have a clear understanding of the client’s specific needs and/or requirements.
After his/her meeting with the host of the event, the event planning is now properly carried out.
Event coordinators handle a wide range of events that normally include weddings, conventions, and professional gatherings/meetings.
In some cases, event coordinators may work for event planning/organizing bodies while in some other cases, they may operate on a freelance basis.
The event planning process entails finding a suitable location and date for the event and drawing up a budget that will cover the cost of the entire event (which is usually dependent on the financial capability of the client).
In a situation whereby an event coordinator does not work for a particular company that already has a venue, the event coordinator will be saddled with the responsibility of scanning or searching for an appropriate venue for his/her client.
It is the duty of the event coordinator to receive and review bids that have been made by vendors (this may include caterers, photographers, video coverage personnel etc.) so as to decide on which bid is more acceptable and affordable.
Towards the commencement of the event, the coordinator after having decided on which venue to use, works closely with the on-ground staff at the preferred venue in a bid to make sure that all venue specifications are correct and in order.
In some situations also, the event coordinator may be required to organize extra services/activities like transportation of guests from their different locations, accommodation for guests that are coming from far places and even food services on the day of the event.
During the course of the event, the coordinator is usually present at the venue of the event.
This is to make sure that guests at the event are all well-served and that the staff carry out their duties effectively/efficiently.
His/her presence is also to basically make sure that virtually everyone present at the event is served, as well as to give an all-around satisfactory experience.
Even when the event must have been concluded, the coordinator’s work description may include conducting a review with regards to how the event actually went (i.e. how good or how poor the services at the event were).
The event coordinator, in this case, conducts a post-event interview with the client (host of the event) so as to know the areas where he/she needs to improve upon next time, and to also address any issue the client might have had with the quality of service delivery on the day of the event.
Event Coordinator Job Description Example/Sample/Template
The duties and responsibilities of event coordinators actually vary from event to event.
Their roles, in any event, are solely dependent on the nature of the event. That is to say that the functions of an event coordinator at a wedding may be entirely different from his/her responsibilities when coordinating a professional gathering/event.
Generally, the job description of most event coordinators consists of the duties, tasks, and responsibilities shown in the work description example below:
- Try as much as possible to understand the client’s needs for the event at hand
- Hire capable staff to provide assistance in the course of the event
- Monitor the entire event proceedings
- Plan and execute the event based on the budget and financial ability of the host of the event
- Negotiate with appropriate vendors before the event
- Book venues for the event (if the need arises)
- Carry out checks and re-checks before the event commences.
Requirements – Skills, Abilities, and Knowledge – for the role of an Event Coordinator
There are certain traits that an individual must possess to be considered for the role of an event coordinator by the majority of employers. These include:
- Possession of excellent communication skills
- Must be easily approachable. That is, have good interpersonal skills
- Must be able to work as part of a team and even lead a team if the need arises
- He/she must have good organizational and coordinating abilities
- Must possess excellent negotiation skills
- Most have strong problem-solving abilities
- Possess the ability to multi-task and prioritize responsibilities
- A degree in Catering, Event Management or in any other hospitality-related field
- Relevant experience in a similar role.
The sample job description provided above will be of great use to an employer hiring for the position of event coordinator in their organization for them to be able to create a suitable description for the role.
With a detailed and well targeted work description, you can improve your chances of attracting the best people for the event coordinator job.
This post is also valuable to individuals looking to start a career in the event planning/coordination/management field.
They will be able to increase their knowledge of the duties and responsibilities of event coordinators to enhance their preparation for the job.