Event Coordinator Job Description: A Comprehensive Guide to Roles and Responsibilities

An event coordinator is your best friend when it comes to organizing events. Whether it’s an intimate, private event or a significant event with many guests, hiring an event coordinator can help ensure a smooth and successful event. To hire successful event coordinators, you need to have a ready event coordinator job description.

This blog post will list everything you need to know about an event coordinator. We will talk about the different types of event coordinators, job responsibilities, skills, and qualifications.

What is an Event Coordinator

An event coordinator is a person who is responsible for the overall needs of an event. This includes understanding the event’s requirements, looking and booking for vendors, managing the event planning process, and liaising with different stakeholders before and during the event.

An Event coordinator may also be called an event specialist, event manager, meeting planner, event planner, or event producer. Event coordinator duties vary depending on their specialties and the type of events they handle. The following section will talk about the different kinds of event coordinators and a glimpse of their job descriptions.

Different Types of Event Coordinators

Corporate Event Coordinator

A corporate event coordinator handles corporate events like conferences, workshops, employee meetings, team-building activities, corporate retreats, trade shows and exhibits, and other business-related events. 

A corporate event coordinator must have an understanding of the organization’s goals like an increase in sales, elevate brand awareness, or build communities.

Social Event Coordinator

Events are a big part of our lives much more than we think. We attend birthday parties, weddings, high school reunions, family gatherings, graduation parties, baby showers, and more.

When hosting personal milestone events, you want to enjoy the moment and not stress about the details. This is where the social event coordinator comes in. The social event coordinator can take over the whole event planning process and vendor management so that the client can just attend and enjoy the event.

Wedding Coordinator

Weddings are a big and lucrative industry. One of the biggest milestones of a person’s life is their wedding day. This one-day event holds so much significance to the couple’s life. Like a Social Event Coordinator, a wedding coordinator is in charge of organizing the elements of the wedding.

From flowers, reception venue, photographers, and videographers, a wedding coordinator is the point person for keeping all vendors aligned and executing a successful event.

Nonprofit Event Coordinator

Nonprofit organizations organize events to raise funds, engage supporters, promote a cause, and build community relationships. The nonprofit event coordinator is in charge of developing a strategic plan for each nonprofit event.

 Furthermore, they are responsible for implementing strategies to attract sponsorships and raise funds. Nonprofit event coordinators can handle different aspects of the nonprofit event like logistics coordination, volunteer management, cause advocacy, community engagement, and compliance.   

Community Event Coordinator

Community events are gatherings that bring local residents together. Examples include community fairs, arts and crafts fairs, health and wellness fairs, community workshops, fun runs, and more.

A community event is usually organized by local government, neighborhood associations, or institutions. The role of a community event coordinator is composed of planning, venue selection, promotions, participant engagement, scheduling and timeline, compliance, and innovation.

Sports Event Coordinator

Sporting events are composed of a wide variety of competitions and gatherings centered around sports or tournaments. Examples of different sporting events are youth sports matches, marathons, championships and etc. 

A Sports Event Coordinator handles the planning of these energizing and action-filled events. Depending on the purpose and objective, a Sports Event Coordinator will source for venues, sponsorships, and partnerships. 

Furthermore, a sports event coordinator oversees the setup on the event day and handles safety and emergency planning. For larger events, coordinators often work with a team that includes marketing specialists, logistics experts, volunteers, and other professionals to ensure all aspects of the event are well-managed.

Event Marketing Coordinator

Event Marketing is one of the most trusted and effective strategies today. Companies use events to launch products, build awareness, nurture community, and conduct tradeshows, brand activations, and pop-up shops. 

Event coordinators are expected to have a strong understanding of marketing principles and strategies. Marketing strategies include social media marketing, content marketing, email campaigns, public relations, and other promotional tactics.

Moreover, familiarity with event management software, event ticketing tools, marketing automation tools, design software, and other relevant technology is advantageous.

Experiential Event Coordinator

An experiential event coordinator is a type of coordinator in marketing events. Experiential events engage multiple senses of the attendees to make a memorable experience.

An experiential event coordinator is responsible for concept development, creative direction, strategizing activities, vendor collaboration, measuring impact, and more. 

What is in an Event Coordinator Job Description 

The standard elements of an event coordinator job description are the job title, job summary, job responsibilities, qualifications, benefits, and application process.

In writing your event coordinator job description, it is important to start by introducing your company. Share a bit about your culture, values, and goals. Doing so gives the applicants an opportunity to better understand what they’re getting into. 

The job summary must lay out the big picture of what the role is all about. The job summary should ideally be able to clearly lay out the goal of the event coordinator position and show a glimpse of the overall tasks and responsibilities. 

The responsibilities in an event coordinator job description are usually in bullet form. This section lists a more detailed breakdown of daily and weekly tasks.  

Here’s a general list of event coordinator responsibilities for your reference: 

Sample Event Coordinator Job Responsibilities

• Strategic development of an ongoing calendar of events and activations to improve community and audience engagement
• Handle end-to-end event logistics, including venue selection, vendor management, budgeting, timeline development, and on-site coordination.
• Assist in developing an event program that is aligned with client needs
• Create a marketing strategy to ensure a successful turnout and engagement of attendees.
• Handle promotional activities like social media, email, content marketing, and partnerships
• Spearhead internal communications with other departments like Operations, Sales, Human Resources, Product, etc. 
• Set up event ticketing and registration for attendees. Be in charge of sending invites and confirmation emails.
• Manage event budgets and handle accounting needs including team expense submissions, invoicing, payments, organization, and tracking. 
• Secure cost estimates of different items, products, and services for vendors related to the upcoming event. 
• Work with different agencies and offices to secure general permits and documents
• In charge of securing and purchasing swag bags for guests, materials, services, and vendors for the event. 
• Be the event’s main point of contact and main information collector. 
• Provide suggestions on how to improve the event implementation strategy
• Liaise with vendors like caterers, photographers, design, audiovisual needs, etc
• Manage timelines to ensure event deliverables are on time. 
• Assist with volunteers for events. Ensure clear communication, management, and follow-up.
• Proactively give excellent service to event attendees and stakeholders
• Conduct post-event follow-ups, evaluations, and relationships with vendors and sponsors.

Typical Day in the Life of an Event Coordinator

With the listed duties and responsibilities above, you can already imagine what a typical day in the life of an event coordinator looks like.
Below is a sample list of tasks that an event coordinator does based on event professionals who share online:
Morning

• Attend meetings and respond to emails from clients, vendors
• Create an event concept proposal
• Create promotional materials and research content for event promotion
• Reach out to sponsors, speakers, and guests
• Send out invites to guests

Afternoon

• Visit the venue for other last-minute preparations

Preparing for the next day

• Double-check on timelines to see if everything is on schedule

• Create a to-do list for the tasks the next day

Skills and Qualifications to Look For in a Resume

Aside from the listed responsibilities and job summary of an event coordinator, companies usually list down the skills and qualifications that the job entails. Clearly indicating the specific qualifications helps filter and attract the right applicants. 

An event coordinator job would usually require the following skills and qualifications:

Event Planning and Management Skills 

An event coordinator’s job will mostly be comprised of organizing and managing different types of budgets, projects, and vendors. An applicant showing good event planning skills in previous experience will stand out among the other applicants.

Communication and Interpersonal Skills 

Because event coordinators are heavily involved in dealing with people, good communication and interpersonal skills are what clients are looking for. An event coordinator must have attentive listening skills, a friendly relationship-building capacity, charisma in vendor management, and a generally pleasing personality.

Additionally, negotiation and conflict resolution skills are important as they interact with various stakeholders for the event. Furthermore, events often have budget limitations. Negotiation skills help coordinators maximize value within budget constraints, securing the best deals without compromising quality.

Creativity 

Events are all about creating a memorable experience for attendees. Event coordinators are faced with tasks like conceptualizing, choosing a theme, and creating programs. Therefore, event coordinators are usually expected to have an inclination for creativity.

Knowledge of Event Tools and Resources

The event industry is always evolving so event coordinators must take upon the responsibility to stay informed and updated about the different aspects of the event industry.

For example, event coordinators should be strategic with event management software like Event Espresso and Event Smart. These platforms are commission-free ticket-selling platforms that can save event planners money.

Furthermore, event coordinators should also be updated with the latest event planning resources and communities. Being part of a community opens a lot of opportunities like networking opportunities, knowledge sharing, and support systems. 

Updated with Event Industry Trends

An event coordinator must be in the know about the latest events industry trends like the impact of technology, the increasing focus on sustainability, the rise of experiential events, and more.

For example, event professionals are sharing insights on how the pandemic has completely skewed registration patterns. “2023 may be year zero of a new event marketing era.”  

The rise of artificial intelligence in event planning is also the talk of the industry. With AI and the different apps coming out, event coordinators can enhance the attendee experience, improve content creation, and conveniently gather data analytics and insights.

These trends might be asked by the client during an interview for a job so event coordinators must be prepared with their insights. 

Resilience 

Events are prone to unexpected challenges. Event coordinators must learn the art of handling pressure with grace. Because event coordinators are known to be the point person for the event, they must be able to adapt and find solutions on their feet. 

Unexpected challenges in events are the reason why during job interviews, event managers would ask aspiring event planners to share their experience in handling and solving unforeseen circumstances.

Knowledge of Event Regulations and Permits

Coordinating events involves dealing with venues and other offices. Event coordinators can educate themselves on basic local regulations, zoning, land use, permits, insurance, etc.

Event Planning Certifications

Certifications are a way to stand out among the rest of the applicants. To be certified, event coordinators would usually send an application to certifying organizations and pay fees to take an exam. The most common event planning certifications are Certified Meeting Professional (CMP), Certified Special Events Professional (CSEP), and Certified Quality Event Planner (CQEP). 

What is an Event Coordinator’s Salary 

An event coordinator can either be hired full-time, part-time, or freelance. Based on a LinkedIn search, an event coordinator’s salary ranges from $40k to $80k a year. Hourly rate ranges from $18/hr up to $51/hr.

Tips for Aspiring Event Coordinators

If you’re an aspiring events coordinator, these tips can be helpful for you.

Build networks and relationships – The event coordinator job involves dealing with a lot of people. The network of connections you build can help you get more clients and referrals. Aside from the value of networks, building relationships is equally as important because the majority of the event coordinator’s duties require dealing with vendors, attendees, clients, and sponsors.

Gain experience and knowledge – To excel in an events coordinator job, one must be willing to take in job experiences and training. Experience allows you to learn firsthand about the intricacies of event planning and coordination.

Exposure to actual events can give you a broader understanding of the events industry and exposes you to the challenges of the job. 

Enroll in certifications – With the competitive landscape of the event industry, aspiring event coordinators choose to invest in training and certifications to stand out. Event planning training is conducted by veteran event professionals who can impart valuable and practical insights. Furthermore, enrolling in a certification program allows you to meet and build connections with fellow event professionals.

Enhance your communication skills – Effective communication comes in many forms. As event coordinators, practice active listening to every stakeholder you encounter. Furthermore, there will be a lot of written communication that comes with the task. Examples of this are writing an event concept proposal, sponsorship letter, survey questionnaire, thank you letter, event program, and event marketing plan. 

Simplify Event Coordination with a Trustworthy Event Ticketing Platform

Make event coordination effective and stress-free with a trusted event ticket-selling and registration platform like Event Espresso or Event Smart. 

Unlike other platforms, Event Espresso and Event Smart offer $0 commission fees on an unlimited number of tickets sold. That means event coordinators can enjoy higher profit margins with their events. 

Furthermore, Event Espresso has features that can make an event coordinator’s job easier. Examples are selling multiple ticket types, managing multiple repeating events, customizable registration forms, and more.

Check out a free demo now.