An event coordinator is responsible for planning and executing events from start to finish. This can include corporate events like conferences and seminars, charity events like galas and golf tournaments, and personal events like weddings. The event coordinator manages every aspect of the event such as choosing the venue, arranging food and beverages, coordinating audiovisual requirements, managing registration, and more. It is a fast-paced and challenging job that requires excellent organizational, communication, and problem-solving skills.
Typical Job Duties
The typical job duties of an event coordinator include:
Planning
- Determining the event goals, objectives, theme and overall vision
- Establishing event timelines, program schedules and agendas
- Developing event budgets and managing costs
- Selecting and securing event venues that align with the client’s needs and budget
- Negotiating contracts with vendors and service providers like caterers, decorators, rental companies, etc.
- Arranging permits, licenses, insurance and other legal requirements
- Organizing event staffing needs and volunteer recruitment if required
Logistics Management
- Coordinating with vendors on all event production elements like lighting, sound, rigging, etc.
- Overseeing setup/teardown processes before and after the event
- Planning food and beverage catering including menus, service styles, alcohol, etc.
- Arranging audio/visual services like projectors, microphones, internet access, etc.
- Coordinating transportation and parking needs
- Planning detailed room layouts, seating arrangements, signage, etc.
- Developing registration processes including attendee lists, name badges, check-in procedures, etc.
Marketing & Communications
- Developing event branding including logo, website, promotional materials, signage, and merchandising
- Executing event promotion through emails, social media, websites, print ads, etc.
- Managing event communications before, during and after the event
- Writing copy for promotional materials, programs, scripts, website, etc.
- Preparing and distributing post-event surveys, feedback forms, and thank you notes
Budget & Administration
- Managing event finances including tracking income and expenses, processing payments, etc.
- Negotiating and securing event sponsorships
- Preparing and analyzing post-event evaluations and financial reports
- Ensuring all contracts and legal obligations are fulfilled
- Managing event staff and volunteers
- Procuring necessary insurance and permits
Onsite Management
- Overseeing event setup and ensuring venue is prepared as planned
- Coordinating event staff including volunteers, vendors, exhibitors, speakers, etc.
- Troubleshooting any onsite issues or problems that arise
- Managing event registration, attendee check-in and credentials
- Ensuring event program and activities run according to the timeline
- Liaising with speakers and presenters regarding equipment, timing, content and travel
Skills Needed
To be an effective event coordinator, the following skills are essential:
Organization and Planning
Event coordinators need top-notch organizational and planning skills given the hundreds of moving parts they have to manage. Staying on top of deadlines, timelines and little details is crucial.
Multitasking
The ability to multitask is vital as event coordinators juggle an array of different responsibilities simultaneously. They need to oversee various elements and troubleshoot issues while still focusing on the big picture.
Communication
Strong verbal and written communication skills are needed to collaborate with clients, vendors and event staff. Event coordinators must convey requirements clearly and persuade stakeholders.
Problem Solving
Event coordinators should have excellent problem-solving skills and the ability to think on their feet when issues inevitably arise. Remaining calm under pressure is key.
Negotiation
The job involves negotiating contracts with vendors and service providers, so event coordinators must be able to drive a hard bargain to keep costs down.
Attention to Detail
Coordination requires extreme precision and eye for detail when planning and executing events. Minor mistakes can have major consequences.
Creativity
Event coordinators need creativity to brainstorm themes, décor, activities, menus and more to bring the event vision to life in an impactful way.
Leadership
Strong leadership skills are essential to provide direction to event staff and delegate tasks productively to meet deadlines.
Teamwork
The ability to collaborate well with clients, vendors and event staff is crucial to bring everyone together to execute a seamless event.
Education and Certifications
A bachelor’s degree in event management, hospitality or communications provides useful foundational knowledge for aspiring event coordinators. Other relevant majors include marketing, business administration and public relations. Coursework covers key areas like budgeting, project management, contract negotiation, marketing, hospitality law, fundraising and more.
In addition to a degree, the following certifications can enhance an event coordinator’s skills and credibility:
- Certified Meeting Professional (CMP) – Conferred by the Events Industry Council
- Certified Special Events Professional (CSEP) – From the International Special Events Society
- Certified Festival & Event Executive (CFEE) – Offered by the International Festivals & Events Association
- Certificate in Meeting Management (CMM) – From the Events Industry Council
These certifications require meeting experience, education and exam requirements. They validate expertise in core competencies like event planning, project management, marketing and budgeting.
Event Coordinator Salary
According to the Bureau of Labor Statistics (BLS), meeting, convention and event planners earned a median annual salary of $51,290 as of 2020. The lowest 10% earned less than $30,660, while the highest 10% earned more than $88,610.
Event coordinator salaries can vary based on:
- Years of experience
- Education and certifications
- Size of events coordinated
- Industry
- Employer (association, hotel, corporate, nonprofit, etc.)
- Geographic region
Higher salaries are usually earned by coordinating large, high-budget corporate events and conferences.
Career Outlook
The BLS projects employment for meeting, convention and event planners to grow 7% from 2020 to 2030, which is about as fast as average across occupations. Growth will be driven by expanding populations, corporate profits and business meetings. However, recessions can curtail events and business travel, limiting growth during economic downturns.
Online meeting technology and virtual/hybrid events may dampen demand for in-person events. However, many clients still prefer face-to-face events.
Similar Jobs
Event coordinators can move into related roles including:
- Event Manager – Oversees event departments and junior coordinators
- Catering Manager – Plans menus and food/beverage services for events
- Conference Manager – Specializes in corporate meetings and conventions
- Exhibition Manager – Manages trade shows and exhibitions
- Wedding Planner – Coordinates weddings and private events
Conclusion
Event coordinators handle the detailed planning and smooth execution of corporate functions, conferences, charity fundraisers, weddings and other events. Meticulous planning skills, excellent multitasking abilities and grace under pressure are essential for this fast-paced job.
A degree in hospitality, event management or communications combined with experience provides a strong foundation. Certifications like CMP and CSEP add further credibility. The job offers an average salary with steady projected growth, along with opportunities to advance into event management roles.
Event coordinators get to see the results of their planning come to life at successful events, while playing a fun, creative role in arranging memorable experiences.
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