Event Coordinator Job Description
Event coordinator
provides event-planning support for strategic events, conferences and school districts; including venue selection, event registration, food and beverage, décor, technology/social tools, exhibit services, content, collateral, onsite staffing, branded premiums.
Event Coordinator Duties & Responsibilities
To write an effective event coordinator job description, begin by listing detailed duties, responsibilities and expectations. We have included event coordinator job description templates that you can modify and use.
Sample responsibilities for this position include:
Assist Special Events Manager with coordinating details of events such as concerts, festivals, parties, fun runs, employee appreciation events and more
Assist Special Events Manager with event production during set up, event execution and break down
Ensure event budgets are adhered to
Build relationships with event vendors and get multiple quotes on products to ensure we receive the best pricing and best quality items needed
Create a tracking system for event contracts to ensure all contracts are fully executed prior to the event
Order items needed for various events including tables, chairs, linens, fencing, backline and more
Visit venue to assist with event layout
Initiate and coordinate in all efforts to publicize event
Assist in closing out all events as required
Keep inventory of event supplies including tents, beverages, decorations and more
Event Coordinator Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Event Coordinator
List any licenses or certifications required by the position: ETCP, CPR, AED, BLS, ASE, GOLD, CPE, CMP, ARRT, MCP
Education for Event Coordinator
Typically a job would require a certain level of education.
Employers hiring for the event coordinator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Marketing, Hospitality, Communications, Business, Communication, Management, Event Management, Technical, Public Relations
Skills for Event Coordinator
Desired skills for event coordinator include:
Especially in regards to private events
Food preparation and social customs of etiquette
Excel
Microsoft Office
Food and beverage and service procedures
Event planning and coordination
Outlook
Word
PowerPoint
Equity
Desired experience for event coordinator includes:
Coordinate and monitor event timelines
Coordinate wedding rehearsals, client drop-offs, pick-ups
Organize and manage guest lists, travel itineraries, hotel accommodations, registration, air & ground transportation, restaurant reservations
Research venues & hire various acts/talents for events
Must be able to be flexible with hours and work overtime and weekends as required
Must be willing to work as a team and be available to all in department
Event Coordinator Examples
1
Event Coordinator Job Description
Job Description Example
Our company is hiring for an event coordinator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for event coordinator
- Organize and implement activities related to products, promotional items and procedures
- Collaborate with other departments and teammates to maintain a forecast and ordering plan
- Lead and Manage the CMLR and compliance process of meetings allocated
- Contribute to the achievement of, expansion of advocates and KOL’s (Key Opinion Leaders) across all brands business objectives
- Manage independent contractors and outside vendors such as logistics agency, production companies, promotional vendors and printers to ensure quality, accuracy and timeliness of deliverables
- Accountable for Master Control Room event transmission and control for all internal events and offsite venues
- Participate in client briefings to establish technical requirements, provide cost estimates and recommend technical solutions to achieve requirements
- Plan, implement, support and report on Master Control Room event technology and associated labour to ensure successful delivery of requirements
- Document full technical direction, Pro-forma and run of show for events managed remotely
- Undertake full event technology pre-testing
Qualifications for event coordinator
- Must have the ability to demonstrate a proactive approach
- 2 years experience in fast paced, upscale on/off premise catering organization
- Special Events planning experience a plus
- Monitors all collaborative technologies such as SeeMe, MeetMe bridges and live video streaming while actively adjusting as needed for optimum call quality
- Liaise and coordinator with global webcast team the scheduling, execution and monitoring for regionally and global events
- Set, maintain & continuously optimize Master Control Room event transmission standards, securing best practices from internal service base and external industry trends
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Event Coordinator Job Description
Job Description Example
Our company is searching for experienced candidates for the position of event coordinator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for event coordinator
- Communicate with a variety of internal departments on a daily basis such as ticket operations, travel, and talent to ensure smooth information dissemination
- Work with department liaisons to ensure guests have personalized credentials
- Manage shipping and receiving of event collateral
- Fax, copy, and collate printed VIP program materials as needed
- Manage registration onsite
- Coordinate Eastbay event components from start to finish
- Coordinate and maintain the Eastbay event calendars, planning tools, and reports
- Select local groups and networks to promote the event
- Draft and send invitation letters
- Manage the RSVP list for the panel
Qualifications for event coordinator
- Must be willing to take initiative
- Experience in live webcasting and multicast platforms
- Strong professional and personal ethics exhibit a professional demeanor
- Track event supplies which includes iPads, stands, tablecloths, banners
- Years of experience with event planning required
- Manage the reception table at the event
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Event Coordinator Job Description
Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of event coordinator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for event coordinator
- Management of inventory blocks to minimize risk and maximize revenue to company
- Independently coordinate level 1 events from conception to completion
- Assist Event Planners with more complex events, including, but not limited to, sourcing, speaker research, affiliate event coordination, vendor management, ticket/payment tracking and preparing for meetings or client updates
- Work with Marketing & Communications to obtain necessary event design concepts, order print materials and signage
- Partner with Travel Department to assist with coordinating air and ground transportation and room reservations, and Registration team to assist with event-related communications and attendee management
- Complete monthly reconciliation of Corporate Event team’s corporate credit cards
- Provides support to Registration team during times of peak workload, utilizing Event Management software
- Working in a team environment, assisting with answering multiple phone lines and refer callers to proper staff, supporting other projects and staffing events as required
- Coordinating with event partners to finalize event times, set up requirements, on-site restrictions
- Grassroots marketing Recruitment of new distribution partners in our targeted neighborhoods across LA County (bars, restaurants, retail stores, health centers)
Qualifications for event coordinator
- 5+ years of experience with Managing Events
- Degree in Business, Marketing and/or a related field
- Available to work long hours into evenings for staffing events or to make final event preparations, as needed
- Presenting product know-how to retailers in a professional, convincing manner
- Interact with course participants, show openness to questions and feedback
- Present marketing-related topics
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Event Coordinator Job Description
Job Description Example
Our growing company is searching for experienced candidates for the position of event coordinator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for event coordinator
- Maintain close relationship with retailers to offer best support possible (shop visits, phone, mail, social media, in class)
- Build course material, including translating presentations from English into Danish
- Represent the brand at events, indoors and outdoors, including product presentation
- Integration of Project management Tools for a smarter and more efficient Way to work together
- Turn people into fans, build long term satisfied riders and earn brand loyalty
- Support marketing, retail marketing and sales in any marketing initiatives
- Carry through internal product trainings
- Participate SBCU Symposiums to acquire (product) knowledge
- Collect and channel product feedback
- Translate content from English into Danish (and vice versa)
Qualifications for event coordinator
- Cycling with retailers during classes
- Communicate detailed execution elements and logistics
- Conduct event research and evaluations for attendees, vendors, department representatives, and Admissions staff, and analyze results for event records
- Oversee annual corporate sponsorships and ensure execution of all activities associated with sponsorships including trade shows, advertisements and other promotions
- Organize internal and customer facing events which take place in Madison, WI
- Research and contract with event venues (hotels, schools, off-site venues, restaurants) for internal and external events
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Event Coordinator Job Description
Job Description Example
Our company is growing rapidly and is looking to fill the role of event coordinator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for event coordinator
- Negotiate venue pricing and maintain individual event budgets from estimates through reconciliation
- Establish and monitor timelines to ensure seamless event execution
- Develop banquet event orders and event specs to clearly communicate details to venues and on-site contacts
- Coordinate additional meeting needs as requested
- Ensure proper tracking, flow and metrics reports for leads collected at sales events and trade shows
- Communicate project updates, timelines and event details to stakeholders from Sales, Marketing and other departments
- Ensure premium item inventory is properly stocked
- Arrange for any catering requirements, facility set-up, parking, security
- Responsible for creation, compilation and production of all event support materials
- Provides a high level of customer service to volunteers and event participants
Qualifications for event coordinator
- The Private Event Department needs to be available during business hours to book events be available during the private events to welcome the host(s)
- Manage logistics for special events including securing vendors, in-kind donations and services, coordinate facility layout and day of event set-up with event manager and Manager, Field Support
- Assist with solicitations for auction items
- Assists with sponsored survivor galleries
- Prepare and coordinating permits and contracts
- Responsible for all report development for meetings both internal and external