Event Coordinator Job Description

Event Coordinator Job Description, Skills, and Salary

Are you searching for an event coordinator job description? Get to know about the duties, responsibilities, qualifications, and skills requirements of an event coordinator. Feel free to use our event coordinator job description template to produce your own event coordinator job description. We also provide you with information about the salary you can earn as an event coordinator.

 

Who is an Event Coordinator?

Event coordinators sometimes referred to as event specialists or event planners, are in charge of all facets of the planning process. Their key responsibilities include choosing locations, predicting costs, coordinating event services, and keeping an eye on client approval. They could be independent contractors or employees of an events company. A high school GED or diploma is required if you wish to work as an event coordinator. While it is typically not necessary to have a higher degree, it can provide you with a competitive edge when looking for work.

When coordinating events and handling clients, your knowledge will be particularly helpful if you have a degree in public relations, hospitality, communication, or marketing. An event planner should have some experience in the industry. Usually, they have at least two or three years of experience working as an event coordinator. An event coordinator is an entry-level position so you can become a coordinator even without having any experience in the event industry. However, having some experience in the hospitality industry will certainly be very helpful. On a typical day, an Event Coordinator participates in staff meetings with Event Planners and other roles. They receive a set of tasks to complete for one or more clients and have the opportunity to ask questions or address potential event conflicts. Throughout the day, they run errands to pick up event supplies like table cloths, party favors, and other items to store at the office up until the day of the event.

Additionally, they visit the venue to speak with staff members about event packages, costs, and facility layout restrictions. They answer client calls at the office and take part in face-to-face meetings with customers and Event Planners. An effective event coordinator combines attention to detail and organizational strategies to make sure that an event meets and exceeds the expectations of a client. Additionally, they can do it while staying within a client’s intended budget by locating reputable vendors and venue choices. They achieve this by haggling over pricing points and collaborating with clients to discover solutions that improve the value of the event. A skilled event coordinator should also possess a variety of abilities that allow them to carry out chores like hanging light fixtures and making event posters that would be more expensive to contract out.

Even though the terms Event Coordinator and Event Planner are sometimes used interchangeably in the event planning industry, there are differences between the two and how each one contributes to the event planning and progress. The primary distinction between the two is the level of seniority held by event planners, whilst event coordinators often play a supporting role while supervising more specialized activities. As an illustration, imagine an event coordinator making place cards for visitors and setting them up on the reception tables in the proper sequence. The Event Planner, meantime, supervises the entire setup procedure to guarantee proper lighting, décor, and seating arrangements.

 

Event Coordinator Job Description

What is an event coordinator job description? An event coordinator job description is simply a list of duties and responsibilities of an event coordinator in an organization. Below are the event coordinator job description examples you can use to develop your resume or write an event coordinator job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.

The duties and responsibilities of an event coordinator include the following:

  • Identifying the customer’s expectations and requirements for all event
  • Liaising with exhibitors, stakeholders, and vendors during the planning period to ensure everyone is carried along with the progress of all activities
  • Managing all set-up for the event, dismounting, and follow-up on all activities
  • Ensuring that the event budget is properly managed and maintained
  • Booking of entertainers, venues, photographers, and facilitators or event anchors
  • Conducting inspections before and  on the event date to ensure that the event is progressing in adherence to the customer’s standards
  • Assessing the overall progress or success of an event and making reports accordingly
  • Arranging for staff training and ensuring they complete all essential courses to become adept in their jobs
  • Ensuring that all employees adhere to the highest standards of hygiene
  • Having everything prepared for the banquet at least thirty minutes before the event
  • Training and coordinating the employees in the distribution of foods and beverages following the event’s schedule
  • Maintaining all SOPs and guidelines related to the banquet process
  • Informing the dinner attendees of last-minute modifications to prevent scheduling conflicts
  • Coordinating the event planning promptly with a solid sense of timing
  • Coordinating the event’s setup and performance activities to maintain order in the event
  • Ensuring the guests receive good service by encouraging positive interactions amongst the event committee
  • Carrying the event host along with all of the banquet participants’ preparations to prevent unwanted dramas or disputes during the event
  • Ensuring appropriate and efficient contact with other banquet officials from the beginning of event planning through the program’s conclusion.
  • Requiring that employees safely use facilities by rigorously adhering to safety protocols
  • Encouraging their subordinates to be cordial with the guests while upholding their work ethics, also meeting with the security to make sure all guests are correctly checked in and their dues receipts are validated by the host accordingly
  • observing the cleanup of the event space both before and after the banquet. If a guest accidentally spills his drink during the event, the banquet captain alerts the relevant body in charge of cleaning to do so right away depending on the location of the event as this is another approach to uphold safety precautions
  • Keeping in touch with the event chef to determine which dishes should be served at a specific moment
  • Observing the hosts’ preference for providing service to all of their guests
  • Establishing a conducive and welcoming banquet setting
  • Providing aid and direction to their subordinates when necessary
  • Checking in with the event host periodically to see whether they’re happy with how the event is going
  • Observing the event site’s operational guidelines to prevent management disputes
  • Ensuring that there are enough stock supplies for the occasion
  • Guiding and overseeing employees as they set up banquet facilities
  • Observing every member of the event staff as they go about their jobs
  • Reducing supply waste by keeping an eye on activity profitability to ensure delivery of high-quality services
  • Establishing performance expectations for subordinates and monitoring those performances
  • Maintaining and revising logbooks or working sheets for banquets
  • Getting any permissions required by the government or business authorities, such as licenses for the drinking and sale of alcohol, and promptly and accurately responding to the guest’s requirements
  • Making sure that everything the visitors might need as the event develops has been kept available for them in advance and according to the manager’s directions when it comes to assigning rooms to guests
  • Fostering positive interpersonal relationships among banquet staff members so they may provide their services as effectively as possible
  • Maintaining and storing all stock according to proper methods
  • Requesting from the Media or Engineering department microphones, projectors, and other essential tools, and making sure to store them safely after use
  • Keeping an eye out for any valuables left by visitors
  • Checking the restrooms and reception areas for lost things, then reporting them so that the owners may try to find them
  • Requesting that the HVAC system be turned off while not in use by the media department
  • Ensuring that all doors are securely locked, then giving the appropriate authorities the keys
  • Notifying the maintenance department of any problems that need fixing
  • Reporting to the proper authorities any unresolved guest complaints as well as any major staff interpersonal disputes

 

Qualifications

  • A Bachelor’s Degree in Hospitality Management, Public Administration, or any related field equips students with the necessary skills in communication and management. Although some employers can take persons with other Degrees that may not be related, if they have proof of basic  in human relationships and resource management
  • Possess a minimum 3 years of work experience as an event coordinator, planner, or even a banquet captain
  • Ability to access and use catering services management tools
  • Great skill in time management, event planning, budget maintenance, and management
  • Experience in directing subordinates on the duties to perform per time
  • Ability to coordinate other event staff or managers like the chief chef, cashiers, and anchors
  • Knowledgeable in the standard operating system and procedures of the hospitality company they are representing

 

Essential Skills

Even though event planners are in charge of, well, planning and event coordinators are in charge of organizing an event, they both ultimately bear responsibility for the success of the event. Nevertheless, both event planners and coordinators need the following abilities:

  • Organizational Skills: The first category is organizational abilities. You will need to maintain track of all vendors, contacts, meals, guest lists, and budgets as the coordinator or organizer. If you aren’t organized, keeping up with these might get burdensome.
  • Great Time Management: In the event sector, time management is crucial. For instance, coordinators are in charge of controlling the event’s flow to make sure that everything goes as planned. On the other side, event planners must assist with the event’s schedule. Both jobs  good time management ability
  • Excellent Communication Skills: When it comes to organizing and arranging events, effective communication is essential. It will be your responsibility as a planner or coordinator to maintain continual contact with team members, customers, and vendors. Without strong communication abilities, the entire project has no chance of being successful
  • A Good Team Spirit: As mentioned in the preceding point, event planners and coordinators collaborate with various event participants as a team. To make sure the event works successfully and that everyone on the team communicates effectively, teamwork skills are essential
  • Great Leadership Qualities: Even though they collaborate as a team, event coordinators and captains are in charge of managing the entire event. As a result, they must be able to assign duties, interact with subordinates, and resolve issues. To become an event planner or organizer, one must acquire exceptional leadership abilities
  • Budgeting Skills: Every event incurs expenses, and it is the responsibility of the event coordinator to manage those expenses within the allotted budget. This will necessitate some level of financial expertise in addition to the capacity to provide accurate reports
  • Good Knowledge of Logistics: Everything at an event, from the seating to the entertainment, needs to be organized for the visitors in a way that is practical and useful. To do this, the Event Coordinator must have some proficiency in logistical planning to organize the specifics and foresee any issues
  • Customer Service Skills: An event coordinator should be well trained enough to represent the image of the company he or she is employed in, before the face of the public and their customers. Knowing how to deal with each customer’s request in an adequate manner

 

How to Become an Event Coordinator

  • Get Educated: You need a high school diploma or GED to work as an event coordinator. Higher education is typically not necessary, but it might provide you with a competitive edge while hunting for work. When planning events and handling customers, your skills in hospitality, marketing, public relations, or communication will come in extremely handy
  • Obtain a Bachelor’s Degree: To achieve success as an event coordinator, you need to obtain a Bachelor’s Degree in Public Administration, Marketing, or any other related field that equips students with the basic principles of human relationship and resource management
  • Minimum of Three Years Work Experience: An event planner ought to have some prior experience. They typically have at least three years of event coordination experience. It is possible to become an event coordinator without prior event industry expertise because it is an entry-level role. However, it will undoubtedly be highly beneficial to have some expertise in the hospitality sector

 

Where to Work as an Event Coordinator

  • Hotels,  Event centers, Restaurants, and Private or Official functions like inductions, weddings, or any kind of event that demands the expertise of an Event Coordinator
  • Event Planning Organizations can also hire an Event coordinator to ensure they follow the routine processes duly
  • Food management industries
  • Catering services companies

 

Event Coordinator Salary

With less than one year of experience, an entry-level Event Coordinator can expect to make an average total compensation of $39,635 based on 184 salaries (tips, bonuses, and overtime pay included). Based on 2,293 salaries, an Event Coordinator with 1-4 years of experience in their first career makes an average total salary of $43,250

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