Special Events Coordinator Job Description, Duties, and Responsibilities
What Does a Special Events Coordinator Do?
Special events coordinators, also known as events specialists, or simply event coordinators, plan, organize, and ensure events go successful from idea to clean up.
Their job description entails liaising with clients to work out the details of the event they are handling.
They plan with the client and all necessary parties, scout and book locations, food, entertainment, staff, and clean up.
The event specialist makes sure drinks stay cold; the food and entertainment remain hot.
They create budgets to meet the client’s needs and stick to them, organize transportation, contacts and hires keynote speakers, A/V teams and equipment, and generally make sure the event runs smoothly and efficiently.
They also handle any crises or glitches that might occur.
Their work job description also entails hiring guards for event security, discussing requirements with clients, and creating event concepts.
It also involves estimating costs, negotiating contracts, and monitoring events during execution, as well as paying bills.
Special Events Coordinator Job Description Example/Template
Special events coordinators perform various functions, depending on the need of the client.
The job description example below shows major tasks, duties, and responsibilities that commonly represent their role:
- Plan, organize, coordinate, and direct special events
- Act as event liaison between the client and vendors, donors, etc
- Responsible for third party management of delivery vehicles, photographers, florist, catering, and transportation services to ensure seamless presentation and positive brand experience
- Generate all correspondence to clients, including proposal letters, and thank-you letters
- Develop concepts and designs, and coordinate mailings of promotional materials and invitations; and direct logistical planning
- Support coordination of social media platform marketing to include Facebook, Twitter, LinkedIn, and website content
- Maintain records on event activities, progress, status, and post event summary
- Attend event to oversee activities and ensure details are handled as planned
- Address any issue that may arise and will remain on site after the event is over to ensure proper clean up
- Work with and give guidance to volunteers and staff involved in event planning and execution
- Negotiate and contract with vendors for a variety of goods and services related to special event planning
- Monitor delivery of goods and services to ensure contract terms are satisfied
- Develop and maintain an extensive network of contacts, both internal and external, to facilitate event coordination
- Develop and control budgets on a program or event basis
- Negotiate financial terms and authorize expenditures with oversight from the supervisor
- Determine staffing needs for special events. Authorize or secure additional staff as required
- Perform other related duties as assigned or requested by clients.
Requirements – Skills, Abilities, and Knowledge – for the role of a Special Events Coordinator
To be hired as a special event coordinator requires a hospitality management degree, although a degree in marketing, advertising, or business management or any other relevant field or its equivalent may also be accepted to get into this career.
Other skills that can be helpful in securing an interview with most clients or employers include:
- Minimum of two-year special event planning or related work experience
- Experience in planning and implementing special events, including strong knowledge in attracting funds or sponsorships; proven track record in creating and implementing promotion plans; print production expertise associated with fundraising events
- Strong communication skills – written and verbal
- Strong negotiation, leadership, and planning skills
- Ability to multi-task, remain calm and work under pressure in a fast-paced environment
- Strong computer skills and proficiency in word processing, database management, spreadsheet applications, Raiser’s Edge or other fundraising software
- Attention to details and good problem-solving skills
- Extensive experience working with executives, donors, and volunteers, and managing, supervising, and providing orientation to people on events
- Excellent social media and marketing skills; media relations experience is also an asset
- Strong initiative and customer service orientation; volunteer management skills an asset
- Strong interpersonal skills and ability to deal with a diverse type of people
- Excellent organizational, project management, time management skills and ability to cope with limited resources, seize opportunities and think creatively
- Ability to work effectively as part of a team and also take initiatives when the need arises
- Demonstrated consistent high energy level and flexibility, pleasant persona coupled with sound judgment; flexible, discreet, and ability to maintain confidential information; knowledge of correct protocol for specific situations
- Experience and comfort in facilitating committee meetings.
If you are a client or employer needing the services of a special event coordinator, the above sample job description will help you in creating a detailed description for the role for use in hiring the best person for the job.
Also, if you are great at planning and organizing unforgettable and successful events, you might want to pick a career as a special events’ coordinator.
If that suits you, then you will find the content of this post useful in learning all you need to know about the duties and responsibilities of special event coordinators, which enables you to make informed decisions about the career.
Did this post help improve your knowledge of what special event coordinators do? Please, leave your thought in the comment box below. And if you work as a special event coordinator, please share your job description too.