What Does an Event Coordinator Do? (Roles and Duties)

By Indeed Editorial Team

Published 25 October 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Event coordinators are professionals who handle the execution of events, activities and parties. They're diligent, responsible professionals that can solve problems under pressure. Learning more about the important role they play can help you decide if you have the potential to become successful in this industry. In this article, we explore what does an event coordinator do, outline what the necessary qualifications are and investigate what skills are important in this position.

What does an event coordinator do?

To understand what does an event coordinator do, it's necessary to first examine what their role is. Their primary focus is to manage an event from start to finish. Their role is like that of an event planner, but there are some key differences. Event planners typically decide on the important details. They design the event in close collaboration with the client, discussing the needs, desires and budget of the customer. Coordinators execute the event. They make the planner's vision a reality by implementing all the details. These are their common duties and responsibilities:

  • Booking venues

  • Scheduling speakers

  • Researching, choosing and supervising vendors

  • Recruiting staff

  • Keeping the costs within the budget's limits

  • Anticipating and planning for potential emergencies

  • Creating financial reports

  • Managing the logistics of the event

  • Delegating tasks to other staff

  • Creating invoices and collecting payments

What is the work environment like?

The work environment is fast-paced. Typically, they have the responsibility of executing everything on-site a few hours before the event begins. They can work in a team of coordinators, or they may work alone. While their work is to a large extent office-based, they also travel to visit clients, suppliers and venues. Usually, this position is under the supervision of the executive decision-makers. Once coordinators have experience and a substantial number of contacts, they can choose to work as a freelancer or entrepreneur.

What is an event coordinator?

Coordinators are essentially project managers that can develop both large and small events. These can be private events, such as weddings or birthdays. Alternatively, they can be of a corporate nature, such as conferences or conventions. They may also be in the not-for-profit sector.

This job is especially a good introduction to those that want to work in the more senior role of an event planner. There are many types of niches in this industry. Finding yours can make it easier for you to promote your services and grow your business. These are some niches you may want to explore:

Virtual events

An excellent niche to consider is planning virtual events. Because so much today is digital, joining this business may prove very lucrative. These events can be of both a personal and professional nature. Corporations typically use them to host conferences and meetings, but they can also use virtual platforms for more fun activities, such as team-building events. Your duties in this business can include overseeing the logistics of the online event and ensuring that the technology functions seamlessly. You might consider improving your computer skills if you want to work in this niche.

Weddings

You may become a wedding planner. This can include offering consultations, in-depth planning or offering your coordination services on the day. It may also include a combination of all three aspects. Your duties can include booking the wedding suppliers, making the entertainment arrangements and working on the seating plans.

Conferences

You can also consider becoming a conference coordinator. There are many possibilities in this field because these events can be huge affairs with thousands of participants and speakers, or they can be smaller events that attract a more specific crowd. You might specialise by focusing on a certain location, size or industry. If you choose to plan and execute conferences, your duties might include booking speakers and reserving the venue.

Non-profit events

Another great sector you might take into consideration is the not-for-profit industry. Non-profit events usually include fundraisers, but they can also be about raising awareness rather than money. You can find yourself coordinating many types of events in this sector, such as fashion shows, gala dinners, sporting events and music concerts. Your duties might include organising the vendors for a gala dinner, recruiting models for a fashion show or finding products to sell at an auction.

Corporate team building events

You can also become a coordinator for corporate team building events. These include retreats and conferences whose main aim is to encourage team building. This goal is usually achieved by giving the attendees several exercises they complete together. It may also involve providing them with a variety of activities they can experience together. Your duties in this business might include making reservations for the attendees and organising their transportation.

What qualifications do you need in this role?

To further understand the role, you can learn more about the necessary qualifications, including:

Education

This position typically doesn't require candidates to have an advanced degree, but obtaining a bachelor's degree can be beneficial. Having this credential may give you a competitive advantage over other candidates. Furthermore, it can improve your knowledge about matters related to the job, such as the logistics and budgeting involved in event planning. A bachelor's degree usually takes three to four years to complete. You may study the following disciplines:

  • Event management

  • Marketing

  • Logistics management

  • Business

  • Hospitality management

  • Tourism

  • Catering management

Experience

Having a solid knowledge of the industry and an established portfolio can help you flourish in this competitive field. It's highly beneficial for you to gain as much relevant experience as possible, whether it's through paid or voluntary work. Consider finding an entry-level job in marketing, customer service or hospitality to obtain professional work experience. You may also consider completing an internship. This is an excellent way for you to build your network of contacts and develop your industry knowledge. Furthermore, you can volunteer your time for various charities or student societies by organising their events.

Related: What is the Importance of an Internship?

What skills can make you a successful event coordinator?

There are several skills you can develop if you want to succeed in this career. Establishing your skill set requires patience. If you want to improve, consider asking for feedback or focusing on your personal strengths. Skills relevant to this role include:

Organisational skills

Being organised is critical in this job because your main responsibility includes organising events. This skill allows you to oversee and execute every necessary duty down to the smallest details. Therefore, this skill also involves paying close attention to detail.

Read more: What Are Organisational Skills and How Can You Develop Them?

Time management

Time management skills are also essential in this position. Although you can plan an event months in advance, the execution of your plans typically happens on the day itself. Therefore, it's vital that you're able to manage your time wisely. This allows you to meet the strict deadlines that come with the job. It allows you to work well under pressure which is also necessary in this role.

Budgeting skills

Budgeting skills involve your ability to make effective decisions concerning the allocation and use of money. This ensures that you don't exceed the budget. Because events almost always have a designated budget, it's important that you can stay within the limits of it. You can also consider improving your knowledge of how to use financial tools, such as how to create spreadsheets.

Negotiation skills

You may find great success in your work if you're able to develop excellent negotiation skills. These are vital when interacting with the various vendors, suppliers and venues you come into contact with during your job. Being able to negotiate effectively can ensure that your client receives the best prices. This also helps you stay within the budget's constraints.

Event coordinator job description example

This is what a typical job description may look like:

We are looking for an organised, resourceful event coordinator to join our team. The key responsibilities include planning and organising promotional and business events, developing comprehensive proposals for each event and collaborating with our marketing team to promote the different events. You are the ideal candidate if you work well under pressure, have exceptional time management skills and are a strong negotiator. Preferably, you have at least two years of relevant experience working in this industry. Furthermore, you hold a diploma or degree in event management or another closely related discipline.

Average salary of event coordinators

The average salary for event coordinators is $2,691 per month. The employer and the education of the candidate can influence their salary. Furthermore, the amount can depend on how much professional experience they have in the industry. Common benefits include:

  • Medical insurance

  • Dental insurance

  • Vision insurance

  • Performance bonuses

  • Commission

Related careers

Here are some related careers you can explore:

  • Event planner

  • Event manager

  • Executive assistant

  • Hotel manager

Salary figures reflect data listed on Indeed Salaries at time of writing. Salaries may vary depending on the hiring organisation and a candidate's experience, academic background and location.

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