Event Planner Coordinator Job Description [Updated for 2025]

In today’s fast-paced world, the role of an event planner coordinator has never been more pivotal.

As events grow bigger, bolder, and more complex, the demand for skilled professionals capable of conceptualizing, organizing, and executing unforgettable experiences grows exponentially.

But let’s delve deeper: What’s genuinely expected from an event planner coordinator?

Whether you are:

• A job seeker aiming to understand the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply fascinated by the dynamic world of event planning,

You’ve come to the right place.

Today, we present a customizable event planner coordinator job description template, created for effortless posting on job boards or career sites.

Let’s dive right into it.

Event Planner Coordinator Duties and Responsibilities

Event Planner Coordinators are responsible for the successful planning and execution of events.

They ensure that all aspects of an event are smoothly run, from the initial conception and planning stages to overseeing the event itself and managing any follow-up activities.

Their duties and responsibilities include:

• Meeting with clients to understand their requirements for the event
• Planning the scope of the event, including time, location, and budget
• Sourcing and negotiating with vendors and suppliers
• Coordinating event logistics, including transportation and accommodation for attendees
• Overseeing the setup and take down of event venues
• Planning and managing event schedules
• Coordinating and managing staff and volunteers
• Ensuring all health, safety and legal regulations are adhered to
• Marketing and promoting the event
• Monitoring the event and handling any problems or emergencies that arise
• Evaluating the success of the event and gathering feedback

 

Event Planner Coordinator Job Description Template

Job Brief

We are seeking an organized and driven Event Planner Coordinator to manage and execute a variety of events from conception through completion.

Responsibilities include event design, vendor negotiation, budgeting, and event management.

The ideal candidate for this role is detail-oriented, has excellent negotiation skills, and has a track record of successfully coordinating events.

Ultimately, the Event Planner Coordinator’s role is to ensure the smooth and efficient planning and execution of events that meet the objectives of our clients and our company.

 

Responsibilities

• Plan and manage events from start to finish according to requirements, target audience and objectives
• 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
• Coordinate and manage event logistics, including registration and attendee tracking
• Manage event budget and ensure all events are executed within budget constraints

 

Qualifications

• Proven experience as an event planner or coordinator
• Excellent time management and communication skills
• Ability to manage multiple projects independently
• Outstanding vendor management skills
• MS Office proficiency
• Willing to submit references from previous clients
• BS in Event Management or related field is preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Event Planner Coordinator
• Work Environment: Office setting with frequent off-site visits. Travel may be required for event planning and execution.
• Reporting Structure: Reports to the Event Planning Manager or Director of Events.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $65,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Event Planner Coordinator Do?

Event Planner Coordinators play a critical role in organizing and managing events, from small business meetings to large conventions, weddings, or concerts.

They work directly with clients to understand their preferences and needs for the event.

They then plan every detail accordingly, including the venue, decor, catering, entertainment, and transportation.

They often create detailed budgets to ensure all aspects of the event are financially feasible and regularly communicate with vendors to negotiate prices and services.

Event Planner Coordinators also coordinate and monitor event timelines to ensure all tasks are completed on schedule.

They may also handle any issues that arise during the event, and ensure a smooth and successful execution.

In addition to planning and coordinating, they are often responsible for marketing the event, including creating promotional materials and managing social media channels.

After the event, they often conduct post-event evaluations to determine how future events could be improved.

 

Event Planner Coordinator Qualifications and Skills

An efficient Event Planner Coordinator should have the qualifications and skills that synchronize with your job requirements, such as:

• Excellent organizational skills to manage multiple tasks concurrently and deliver events within a given timeline.
• Exceptional interpersonal skills to build and maintain relationships with vendors, clients, and team members.
• Strong negotiation skills to secure the best prices from vendors and venues.
• Detail-oriented and creative to conceptualize and implement unique event ideas tailored to client requirements.
• Outstanding communication skills to effectively articulate clients’ needs to vendors, staff, and stakeholders, and vice versa.
• Superb problem-solving skills to promptly address any issues or crises that may arise during event planning or execution.
• Customer service skills for interacting with clients, understanding their needs and ensuring their satisfaction.
• Physical stamina and stress management abilities to cope with the demands and pressures of the job.
• Financial management skills to work within budgets, accurately forecast costs and to ensure events are cost-effective.

 

Event Planner Coordinator Experience Requirements

Event Planner Coordinators generally start their careers with a degree in event management, hospitality, or a related field, where they gain foundational knowledge and some practical experience.

Internships or part-time roles at event planning companies, hospitality establishments, or marketing firms can be excellent starting points for gaining hands-on experience in the field.

Typically, these roles involve assisting in organizing events, managing vendors, and coordinating logistics, allowing newcomers to get a feel for the various aspects of event planning.

Entry-level candidates may have 1 to 2 years of experience in organizing small to medium-sized events, such as corporate meetings or community gatherings.

They should be familiar with basic coordination tasks, vendor management, budgeting, and event promotion.

Candidates with 3 to 5 years of experience are usually proficient in managing larger events and might have expertise in specific types of events like conferences, weddings, or trade shows.

Their roles may have involved detailed planning, negotiation with vendors, client relationship management, and overseeing event execution.

Those with more than 5 years of experience usually have a wealth of industry knowledge and have built strong networks with various event vendors and suppliers.

They may also have experience managing a team or working on multiple events simultaneously.

This level of experience prepares them for senior roles or managerial positions within the event planning industry.

 

Event Planner Coordinator Education and Training Requirements

Event Planner Coordinators typically have a bachelor’s degree in event management, hospitality, marketing, public relations, or a related field.

They require a strong understanding of project management principles, budgeting, and the ability to coordinate multiple tasks simultaneously.

Knowledge of event design and familiarity with software such as event registration and venue selection platforms are also beneficial.

Some positions, especially those involving large-scale or high-profile events, may require Event Planner Coordinators to have a master’s degree in event management or a related discipline.

There are also several certifications available for event planning professionals, such as the Certified Meeting Professional (CMP) and the Certified Special Events Professional (CSEP) designations.

These certifications demonstrate a candidate’s expertise and commitment to the field.

Experience in planning and coordinating events, either through internships or previous employment, is often considered essential.

This gives candidates the practical skills necessary to manage all aspects of an event, from initial planning to execution.

Continuous learning and staying updated with the latest trends in event management, such as sustainability and technology integration, can also be beneficial for an Event Planner Coordinator.

 

Event Planner Coordinator Salary Expectations

An Event Planner Coordinator can expect to earn an average salary of $48,290 (USD) per year.

However, the actual salary can vary based on factors such as years of experience, the complexity of events managed, the size of the employing company, and the location of the job.

 

Event Planner Coordinator Job Description FAQs

What skills does an Event Planner Coordinator need?

An Event Planner Coordinator should have strong organizational and communication skills.

They should be able to manage multiple tasks at once, negotiate with vendors, and coordinate with various team members to ensure everything runs smoothly.

They must also have excellent problem-solving skills to handle any unexpected issues that may arise during an event.

Creativity and attention to detail are also important, as they will often be tasked with designing unique and engaging events.

 

Do Event Planner Coordinators need a degree?

While not always required, many Event Planner Coordinators have a degree in a relevant field such as hospitality management or public relations.

However, experience in event planning, project management, or a related field is often more important.

Some positions may require certification from a professional organization such as the Event Planner’s Association or the International Association of Events Planners.

 

What should you look for in an Event Planner Coordinator resume?

Look for experience in event planning and coordination, including any specific types of events they have managed such as corporate meetings, weddings, or charity events.

Check for skills in project management, budgeting, and vendor negotiation.

Also, consider any certifications they may have from professional event planning organizations.

 

What qualities make a good Event Planner Coordinator?

A good Event Planner Coordinator is a creative problem solver who can handle stress and manage their time effectively.

They should be detail-oriented, as even small details can have a big impact on an event.

Good interpersonal skills are also important, as they will need to build relationships with clients, vendors, and team members.

They should also be adaptable, as events often require quick changes and adjustments.

 

Is it difficult to hire an Event Planner Coordinator?

Hiring an Event Planner Coordinator can be challenging as it requires finding a candidate with a unique blend of creativity, organizational skills, and interpersonal abilities.

However, with a clear job description, competitive salary, and a good understanding of the skills and qualifications required for the role, you can attract high-quality candidates.

 

Conclusion

And there you have it.

Today, we’ve unveiled the magic behind being an event planner coordinator.

Surprised?

It’s not just about organizing events.

It’s about orchestrating unforgettable experiences, one event at a time.

With our essential event planner coordinator job description template and real-life examples, you’re well-prepared to take the next step.

But why stop there?

Delve further with our job description generator. It’s your go-to tool for crafting meticulous job listings or perfecting your resume to stand out.

Remember:

Every event is a piece of a grander narrative.

Let’s create those memorable moments. Together.

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