Outdoor Events Coordinator Job Description [Updated for 2025]

In the midst of an era that cherishes the outdoors, the role of an Outdoor Events Coordinator has never been more pivotal.

As society gravitates towards health-conscious and eco-friendly activities, the need for creative, organized, and passionate individuals who can create, coordinate, and manage outdoor events amplifies.

But let’s delve deeper: What’s genuinely anticipated of an Outdoor Events Coordinator?

Whether you are:

• An aspiring professional trying to comprehend the core of this role,
• A recruiter outlining the perfect candidate,
• Or simply captivated by the art of outdoor event planning,

You’re in the right place.

Today, we present a customizable Outdoor Events Coordinator job description template, designed for effortless posting on job boards or career sites.

Let’s dive right into it.

Outdoor Events Coordinator Duties and Responsibilities

Outdoor Events Coordinators are responsible for planning, organizing, and executing events held in outdoor spaces, ensuring a smooth and memorable experience for all attendees.

Their job requires a diverse skill set, including logistics planning, vendor coordination, and problem-solving abilities.

They have the following duties and responsibilities:

• Consult with clients to understand their requirements and expectations for the event
• Plan and coordinate logistics for outdoor events, including location scouting, equipment rental, and event setup and breakdown
• Work closely with vendors and service providers, ensuring all necessary supplies, equipment, and services are available at the event
• Manage event budgets, keeping all costs within client’s specifications while ensuring high-quality outcomes
• Coordinate with local authorities to secure necessary permits and ensure compliance with local laws and regulations
• Develop contingency plans to handle potential disruptions due to weather or other unforeseen circumstances
• Oversee event staff, volunteers, and contractors during the event to ensure tasks are executed properly
• Handle post-event tasks such as clean-up, equipment return, and event evaluation
• Address any client concerns or complaints, making necessary adjustments to ensure satisfaction

 

Outdoor Events Coordinator Job Description Template

Job Brief

We are looking for a dedicated Outdoor Events Coordinator to plan, organize, and execute outdoor events.

The coordinator will be responsible for handling all aspects of event planning from concept to execution, including budgeting, vendor coordination, and event marketing.

Our ideal candidate is passionate about creating memorable experiences, has excellent organizational skills, and can manage multiple tasks in a fast-paced environment.

 

Responsibilities

• Plan, design and produce events while managing all project delivery elements within time limits.
• Work with clients to identify their needs and ensure customer satisfaction.
• Organize facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.
• Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
• Conduct pre- and post- event evaluations and report on outcomes.
• Provide feedback and periodic reports to stakeholders.
• Propose ideas to improve provided services and event quality.
• Cooperate with marketing and PR to promote and publicize event.

 

Qualifications

• Proven event management experience.
• Demonstrable ability to manage budgets and work with vendors.
• Excellent time management and communication skills.
• Ability to manage multiple projects independently.
• 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: Outdoor Events Coordinator
• Work Environment: This role involves a significant amount of time working outside, and may require some weekend and evening work.
• Reporting Structure: Reports to the Events Manager.
• 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 Outdoor Events Coordinator Do?

Outdoor Events Coordinators typically work for event management companies, non-profit organizations, or businesses that frequently host events.

They can also operate as independent contractors or freelancers.

They are responsible for planning, organizing, and executing events that are held outside, including music festivals, weddings, corporate retreats, sporting events, and charity fundraisers.

The job of an Outdoor Events Coordinator involves scouting and booking outdoor venues, coordinating with vendors, creating and managing event timelines, and ensuring all necessary permits and insurance policies are in place.

They work closely with clients to understand their vision and objectives for the event, and then coordinate all the logistical aspects to make the event a success.

This can include arranging transportation, setting up tents or other structures, planning for potential weather issues, and ensuring all safety protocols are followed.

They are also responsible for managing the event on the day, solving any issues that may arise, and overseeing the breakdown and cleanup after the event.

In addition, Outdoor Events Coordinators may also be involved in promoting the event, liaising with media, and managing event budgets.

Their ultimate goal is to ensure that all outdoor events they coordinate run smoothly and meet client expectations.

 

Outdoor Events Coordinator Qualifications and Skills

An Outdoor Events Coordinator must possess a distinctive blend of organizational skills, planning expertise and communication skills to successfully manage and execute outdoor events.

The required qualifications and skills include:

• Excellent organizational and planning skills to manage all aspects of events from conception to clean-up.
• Ability to work well under pressure and handle multiple tasks simultaneously, ensuring that all event details are carried out smoothly.
• Strong interpersonal skills to effectively interact with clients, vendors, and team members to ensure a successful event.
• Superb negotiation skills to secure the best prices and services from vendors.
• Possesses strong problem-solving skills to quickly resolve any issues or challenges that may arise before or during the event.
• Exceptional communication skills to clearly convey event details and expectations to clients, team members, and vendors, as well as to handle any inquiries or complaints.
• A keen eye for aesthetics and detail to ensure that the venue is set up according to the client’s vision.
• Physical stamina and endurance, as outdoor event coordination often requires long hours and heavy lifting.
• Weather preparedness and understanding of outdoor safety protocols to ensure the safety and comfort of event attendees.
• Basic financial skills to manage budgets and ensure cost-effective event planning.

 

Outdoor Events Coordinator Experience Requirements

Candidates for an Outdoor Events Coordinator position typically require a few years of experience in event planning or a related field.

Entry-level candidates may have 1 to 2 years of experience, often through an internship, part-time role, or volunteer work in event planning or coordination.

Candidates with over 3 years of experience often have a rich background in planning and managing various types of outdoor events such as concerts, festivals, sporting events, weddings, corporate retreats and promotional events.

They may have honed their logistical and organizational skills, managed vendor relationships, and gained exposure to contingency planning for outdoor events.

Professionals with more than 5 years of experience may have handled large-scale outdoor events, managed teams of volunteers or event staff, and worked on complex events requiring intricate planning and coordination.

They may have some leadership experience in their background and could be ready for a managerial or supervisory role in outdoor event planning.

Some positions may require the candidates to have a Certified Meeting Professional (CMP) credential or a degree in hospitality management, event management, or a related field.

Additionally, experience with specific event planning software might also be required or preferred.

 

Outdoor Events Coordinator Education and Training Requirements

Outdoor Events Coordinators typically have a bachelor’s degree in event management, hospitality, marketing, communications or another related field.

The course curriculum should ideally cover areas like event planning, project management, marketing, and public relations, which are directly relevant to the role of an Outdoor Events Coordinator.

In addition to formal education, practical experience in organizing and coordinating events, preferably outdoors, is highly beneficial.

This could be gained through internships, part-time jobs, or volunteering.

Some positions may require Outdoor Events Coordinators to have a certification in event management.

These certifications are provided by various recognized institutions and they validate the candidate’s expertise and commitment to the profession.

First Aid training may also be required, especially when coordinating large-scale outdoor events, where the coordinator is responsible for the safety and well-being of the attendees.

Knowledge in environmental sustainability could also be beneficial since many outdoor events aim to be environmentally friendly.

Continuing education through advanced courses and workshops is also recommended to stay updated with the latest trends and regulations in the field.

Finally, excellent communication, problem-solving skills, and a knack for creativity are vital for success in this role.

 

Outdoor Events Coordinator Salary Expectations

The average salary for an Outdoor Events Coordinator is $46,839 (USD) per year.

However, this amount may fluctuate based on factors such as experience in the field, the scale of events managed, the location of work, and the company hiring.

 

Outdoor Events Coordinator Job Description FAQs

What skills does an Outdoor Events Coordinator need?

Outdoor Events Coordinators should have excellent organizational and multitasking skills to manage various aspects of an event concurrently.

They also need strong communication and interpersonal skills to deal with vendors, clients, and event attendees.

A good Outdoor Events Coordinator must have problem-solving skills to tackle unexpected challenges, and they should be able to work well under pressure to meet tight deadlines.

 

Do Outdoor Events Coordinators need a degree?

While a degree is not always required, having a bachelor’s degree in Event Management, Hospitality, or a related field can be beneficial.

Practical experience in managing events, especially outdoor ones, is equally important.

Certifications in event planning can also give candidates a competitive edge.

 

What should you look for in an Outdoor Events Coordinator resume?

Look for a solid record of successfully coordinated events.

This can include anything from charity runs to outdoor concerts or festivals.

Certifications in event planning or related fields can be a plus.

It’s also important that the candidate has demonstrated the ability to handle logistics, work with vendors, and manage event staff.

 

What qualities make a good Outdoor Events Coordinator?

A good Outdoor Events Coordinator is resourceful, able to make the most out of their budget and find solutions to unexpected problems.

They should have a keen eye for detail to ensure every aspect of the event is managed effectively.

They should be excellent communicators, able to liaise with multiple parties and keep everyone informed.

Above all, they should be passionate about creating memorable and successful events.

 

What are the challenges faced by an Outdoor Events Coordinator?

Organizing events outdoors presents unique challenges such as unpredictable weather, venue limitations, or issues with permits and regulations.

Outdoor Events Coordinators must also manage logistics like transportation, parking, and facilities for attendees.

They often have to deal with multiple vendors and suppliers while ensuring the event stays within budget.

Despite these challenges, a competent Outdoor Events Coordinator will have contingency plans in place to ensure the event runs smoothly.

 

Conclusion

And there we have it.

Today, we’ve unveiled the true essence of being an Outdoor Events Coordinator.

Surprised?

It’s not just about planning activities.

It’s about creating memorable experiences, one event at a time.

Armed with our definitive Outdoor Events Coordinator job description template and real-world examples, you’re ready to take the leap.

But don’t halt your journey just yet.

Venture further with our job description generator. It’s your ultimate tool for crafting detailed job listings or refining your resume to flawlessness.

Remember:

Each event you coordinate is part of a larger narrative.

Let’s create those unforgettable moments. Together.

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