Event Production Coordinator Job Description [Updated for 2024]

In the dynamic world of event planning, the role of an Event Production Coordinator is increasingly becoming indispensable.

As the events industry continues to evolve, there’s a growing demand for professionals who can plan, execute, and manage events to perfection.

But what does it really mean to be an Event Production Coordinator?

Whether you are:

• A job seeker trying to understand the nuances of this role,
• A hiring manager outlining the perfect candidate,
• Or just fascinated by the intricate world of event coordination,

You’ve come to the right place.

Today, we present a customizable Event Production Coordinator job description template, designed for easy posting on job boards or career sites.

Let’s dive right in.

Event Production Coordinator Duties and Responsibilities

Event Production Coordinators manage all aspects of event planning, from conception to completion.

They work closely with clients to understand their requirements, and coordinate with various teams to ensure a successful event.

Here are the typical duties and responsibilities of an Event Production Coordinator:

• Meet with clients to understand the purpose of the event
• Plan and coordinate all aspects of an event, including venue, guest list, decoration, catering, and entertainment
• Create and manage event budgets, ensuring all aspects of the event are within the client’s financial limit
• Negotiate contracts with vendors and service providers for the best possible pricing
• Coordinate with various teams including venue management, decorators, contractors, and equipment rentals
• Ensure event setup aligns with client requirements and safety standards
• Oversee event operations, manage staff, and handle any arising issues promptly
• Coordinate and manage the activities of event support staff
• Conduct final inspections on the day of the event to ensure everything adheres to the client’s standards
• Monitor event activities to ensure the client and event attendees are satisfied
• Conduct post-event evaluations to determine how future events could be improved

 

Event Production Coordinator Job Description Template

Job Brief

We are looking for a dedicated Event Production Coordinator to plan and manage a wide range of events.

You will be responsible for every part of event preparations, such as choosing venues, approving menus, developing seating plans and evaluating success afterwards.

As an Event Production Coordinator, you should be well-organized and possess a sound knowledge of vendor management.

Excellent communication and attention to detail skills are vital in this role, as our success depends on meeting our client’s tailored requirements.

 

Responsibilities

• Plan and manage our events portfolio to achieve strategic goals
• Implement event plans, coordinating staff and leading event set-up
• Ensure event is completed smoothly and step up to resolve any problems that might occur
• Analyze event performance and prepare reports
• Source and negotiate with vendors and suppliers
• Coordinate all operations and ensure events are executed flawlessly
• Manage all event set-up, tear down and follow-up processes
• Maintain stock of event supplies

 

Qualifications

• Proven work experience as an Event Coordinator or similar role
• Hands-on experience in event management and production
• Knowledge of KPIs and marketing techniques for event management
• Proficient in MS Office
• Excellent vendor management skills
• Outstanding communication and negotiation ability
• A team player with leadership skills
• BSc/BA in PR, marketing, hospitality 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 Production Coordinator
• Work Environment: Office setting with frequent travel to event locations. Weekend and evening work may be required depending on event schedules.
• Reporting Structure: Reports to the Event Manager or Director of Events.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $40,000 minimum to $60,000 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 Production Coordinator Do?

An Event Production Coordinator typically works for event management companies, corporate firms, entertainment industry or non-profit organizations.

They can also work as freelancers or for event planning agencies.

They work closely with various teams and individuals such as event planners, designers, technicians and clients to ensure the smooth execution of events.

This can range from weddings, corporate meetings, concerts to large-scale festivals.

Their primary role is to coordinate all elements of an event, from initial planning to clean up after the event.

They help in setting budgets, timelines, selecting venues, arranging for transportation, and coordinating with vendors.

They are responsible for managing technical aspects of an event, such as sound, lighting, and stage setup.

This may involve liaising with audio-visual technicians, stage managers, and other technical staff.

Event Production Coordinators also look after administrative tasks such as preparing event reports, maintaining client databases, and handling contracts and permits.

Their job is to ensure that every event they coordinate runs smoothly, meets the client’s expectations, and leaves a positive and lasting impression on the attendees.

They are often the first point of contact for any issues or emergencies that arise during the event and are responsible for swiftly resolving them.

In addition, they may also be responsible for promoting the event, which can involve creating marketing materials, managing social media, and coordinating with public relations teams.

 

Event Production Coordinator Qualifications and Skills

An effective Event Production Coordinator should possess a combination of management, communication, and technical skills as well as relevant industry knowledge, including:

• Project management skills to effectively plan, organize, and execute events from conception to completion
• Ability to negotiate and communicate effectively with vendors, sponsors, and clients to ensure successful event execution
• Strong budgeting skills to manage funds and ensure events remain within the allocated budget
• Excellent time management skills to efficiently prioritize and handle multiple tasks and deadlines
• Technical knowledge of event production equipment such as audio and visual systems, stage design, and lighting
• Exceptional interpersonal skills to collaborate with various teams and stakeholders
• Problem-solving skills to handle unforeseen situations or challenges that may arise during the event planning and execution process
• Knowledge of safety regulations and procedures to ensure a secure environment during events
• Customer service skills to cater to the needs of clients and attendees, ensuring their satisfaction

 

Event Production Coordinator Experience Requirements

Entry-level candidates for Event Production Coordinator positions typically require a minimum of 1 to 2 years of experience in event planning or coordination.

These individuals may gain their initial experience through internships, volunteer work, or part-time roles within an events team.

Mid-level candidates generally have 2 to 4 years of experience and have often worked in roles such as Event Planner, Event Coordinator or Production Assistant.

They have developed their skills in event planning and execution, logistics coordination, and vendor management, among others.

Candidates for senior Event Production Coordinator roles should ideally possess more than 5 years of experience in the field.

These individuals likely have a track record of planning and executing large-scale events, managing teams, and handling budgets.

They may have also gained experience in negotiating contracts with vendors and handling crisis management during events.

All candidates, regardless of their experience level, are expected to have a solid understanding of event planning, project management, and the ability to multitask.

Further, they need to possess strong communication and interpersonal skills, as the role often involves liaising with various stakeholders.

 

Event Production Coordinator Education and Training Requirements

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

They should have a strong understanding of event planning and coordination, including budgeting, scheduling, and vendor management.

They also need to have excellent communication and organizational skills.

Courses in public relations, business administration, hospitality management, and meeting management can provide valuable knowledge and skills.

Some positions, especially those in large corporations or for high-profile events, may require Event Production Coordinators with a master’s degree in event management or a related discipline.

In addition, certifications such as the Certified Meeting Professional (CMP) or the Certified Professional in Catering and Events (CPCE) can be beneficial.

These certifications demonstrate the individual’s commitment to the profession and mastery of necessary skills.

Internships or part-time jobs in event planning, public relations, or a related field can provide valuable hands-on experience.

This experience is often preferred by employers, as it gives a practical understanding of the challenges and requirements of the role.

Continuing education, such as attending industry conferences and seminars, is also crucial to staying updated on the latest trends and technologies in event production.

 

Event Production Coordinator Salary Expectations

The average salary for an Event Production Coordinator is $49,452 (USD) per year.

However, the actual earnings can fluctuate depending on the individual’s years of experience, the size and location of the event, as well as the budget of the employing company.

 

Event Production Coordinator Job Description FAQs

What skills does an Event Production Coordinator need?

An Event Production Coordinator should have excellent organizational and multitasking skills since they’re responsible for planning and organizing events.

They should be detail-oriented, possess strong communication and negotiation skills, and have a problem-solving mindset to handle unexpected situations.

Knowledge of event production elements, such as lighting, staging, and sound, is also crucial.

 

Do Event Production Coordinators need a degree?

While a degree is not always necessary, many Event Production Coordinators have a Bachelor’s degree in Event Management, Marketing, Communications, or a related field.

However, practical experience, strong organizational skills, and knowledge of event production are often more important.

 

What should you look for in an Event Production Coordinator’s resume?

Look for a solid background in event planning or production.

Experience with coordinating events, managing vendors, and handling logistics are essential.

It’s also beneficial if they have experience using event management software.

Certifications in event planning or management are a plus.

 

What qualities make a good Event Production Coordinator?

A good Event Production Coordinator is composed under pressure, has a knack for problem-solving, and can think on their feet.

They must be able to manage multiple tasks concurrently and meet strict deadlines.

Excellent communication and interpersonal skills are also crucial, as they will be coordinating with a variety of individuals, including vendors, clients, and team members.

 

Is it difficult to hire an Event Production Coordinator?

Hiring an Event Production Coordinator can be challenging due to the specific skill set required.

You need someone with strong organizational skills, a deep understanding of event production, and a calm demeanor under pressure.

The demand for experienced coordinators can make the hiring process competitive.

 

Conclusion

And there you have it.

Today, we’ve drawn back the curtain to reveal what it genuinely means to be an Event Production Coordinator.

Surprising revelation?

It’s not just about planning events.

It’s about creating unforgettable experiences, one detail at a time.

With our tailored Event Production Coordinator job description template and concrete examples, you’re ready to make your mark.

But don’t stop at that.

Plunge further with our job description generator. It’s your ideal tool for creating meticulously detailed job listings or refining your resume to perfection.

Remember:

Every event detail contributes to the overall experience.

Let’s create those unforgettable moments. Together.

How to Become an Event Production Coordinator (Complete Guide)

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