Events Coordinator Job Descriptions

By Shauntelle Hamlett, eHow Contributor Event coordinators oversee the details for a successful event. Event coordinators, also known as event or meeting planners, are in charge of coordinating all the details required to ensure an event runs smoothly and successfully. Event coordinators can work independently as freelancers, but are often hired by corporations, trade associations and nonprofit organizations to work as an employee. In-house event coordinators can expect to manage a variety of events for their organizations, including trade shows, sales meetings, business meetings, employee appreciation events and virtual events.

1. Duties
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Event coordinators are expected to coordinate every aspect of an event to make sure that it occurs without a hitch. Event coordinators are often expected to calculate a budget for proposed events. Coordination of approved events can include managing details like choosing the event location, arranging the schedule, selecting speakers/entertainment, choosing vendors, selecting menus, procuring accommodations, creating and distributing marketing materials (invitations, flyers, advertisements,), and arranging transportation for attendees. Event coordinators are also expected to be onsite the day of the event to oversee set-up or perform the set-up themselves, and to troubleshoot any issues that may arise.

Training and Education

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Most organizations require entry level event coordinators to have a bachelor's degree, preferably in marketing, public pelations, hospitality management, business or communications. It is possible to acquire event coordination through on-the-job training and it is not unusual for administrative assistants to enter the field after gaining event planning experience as part of their administrative duties. Meeting planner organizations, including the Connected International Meeting Professionals Association (CIMPA) and the Convention Industry Council, have begun to offer certification programs that, while not required, can indicate to potential employers a certain level of experience, which could lead to promotions and higher salaries.

Required Skills
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Event coordinators must be detail-oriented and very organized, to manage the many details of an event. Written and verbal communication skills are important because event coordinators must be able to interact with a variety of people ranging from vendors to company management to attendees. Event coordinators must be able to work under pressure and be willing to work with tight deadlines. An event coordinator must also be flexible and capable of multi-tasking since

many of the actions required to manage an event must be arranged concurrently. Finally, an event coordinator must be prepared to work long hours and potentially to travel as necessary to attend events.

Earnings
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Earnings for event coordinator vary based on experience and industry. According to 2010 salary research from Payscale.com, a global compensation research firm, nonprofit event coordinators can expect a median salary of $36,000. Entry level event coordinators generally earn a median salary of $30,000 and event coordinators with 10 or more years of earn a median salary of around $45,000. Federal government event coordinators show the highest earnings with a median income of approximately $46,000.

Industry Outlook
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According to the Bureau of Labor Statistics, employment for event coordinators is expected to grow 16 percent from 2008 to 2018. Employment opportunities for event coordinators, however, can be strongly affected by the economy since businesses often cut meeting expenses to save money when budgets must be trimmed. The best industries to seek employment would be any high growth or emerging industry because these industries generally also experience a growth in meetings and conventions.

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Definition and Nature of the Work

Party planners conceive, organize, and execute special affairs such as corporate receptions, weddings, birthday parties, anniversaries, and bar and bat mitzvahs. They custom design an event to suit their customers' needs and budgets. Party planners, sometimes called party consultants, assume various responsibilities depending on their clients' requests. They begin by meeting with customers to determine the type of party they would like to host and the amount of money they wish to spend. Party planners listen to clients' ideas and also make their own suggestions. Next they visit the site chosen for the event and take pictures, measure the space, and draw up floor plans. This information is key to transforming the site to suit the occasion. Party planners often do extensive research and assume all responsibilities for planning a party, from ordering the food and sending the invitations to making special parking arrangements. They must also be present during the event to handle any problems that arise. In addition, they remain at the site after the affair is over to supervise the cleanup.

Education and Training Requirements

There are no special educational requirements for party planners; however, large hotels and casinoswhich employ many plannersprefer to hire high school graduates. Many people who become party planners have worked in a related area such as art, design, or the entertainment field. Party planners need a good imagination, an eye for detail, and sound business sense. They must be both creative and organized. Good communication skills and the ability to work with all types of people are essential. Party planners should also have a working knowledge of set design and construction, interior design, costuming, floral arranging, and entertainment. A party planner surveys various dishes she may order for an event.

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Events Coordinator

Job Descriptions Main Page

Experienced, take charge professional with ability to manage administration and logistics in support of two directors in a busy special events environment. Assist with coordination of up to 200 events per year. Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends. The event coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers. Event Planning and Production Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate dcor (florals, linens, color schemes, etc.) to meet the quality expectations of the alumni association. Aggressively gather information on each project to achieve quality event productions. Conduct research, make site visits, and find resources to help staff make decisions about event possibilities. Create and revised room layouts for each event. Propose new ideas to improve the event planning and implementation process. Serve as liaison with vendors on event-related matters. Assist with managing on-site production and clean up for events as necessary. Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc. Close out all events as required.

Event Administration: Assist with preparing budgets and provide periodic progress reports to staff directors for each event project. Keep track of event finances including check requests, invoicing, and reporting. Coordinate appointments and visits to see our space, and scheduling of events on the calendar. Prepare and modify event contracts as requested

Qualifications: Excellent communication skills, including writing, proof reading skills, and speaking. Ability to manage multiple projects and work assignments from a variety of staff and volunteers. Excellent interpersonal skills both in person and by phone, with high professionalism. Ability to accomplish projects with little supervision. Fantastic customer service ethic and high expectations for quality. Bachelors degree preferred; significant work experience can substitute for the degree. At least 3 years experience with office administrative management. At least 1 year experience coordinating special events. Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.

Events Coordinator

Job Descriptions Main Page

Experienced, take charge professional with ability to manage administration and logistics in support of two directors in a busy special events environment. Assist with coordination of up to 200 events per year. Must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends. The event coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers. Event Planning and Production Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate dcor (florals, linens, color schemes, etc.) to meet the quality expectations of the alumni association. Aggressively gather information on each project to achieve quality event productions. Conduct research, make site visits, and find resources to help staff make decisions about event possibilities. Create and revised room layouts for each event. Propose new ideas to improve the event planning and implementation process. Serve as liaison with vendors on event-related matters. Assist with managing on-site production and clean up for events as necessary. Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc. Close out all events as required.

Event Administration: Assist with preparing budgets and provide periodic progress reports to staff directors for each event project. Keep track of event finances including check requests, invoicing, and reporting. Coordinate appointments and visits to see our space, and scheduling of events on the calendar. Prepare and modify event contracts as requested

Qualifications: Excellent communication skills, including writing, proof reading skills, and speaking. Ability to manage multiple projects and work assignments from a variety of staff and volunteers. Excellent interpersonal skills both in person and by phone, with high professionalism. Ability to accomplish projects with little supervision. Fantastic customer service ethic and high expectations for quality. Bachelors degree preferred; significant work experience can substitute for the degree. At least 3 years experience with office administrative management. At least 1 year experience coordinating special events. Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.

Event Planner Job Description

By R.L. Remenyi, eHow Contributor updated January 30, 2011 An event planner helps take care of all the details. To an outsider, event planning may seem like a fun, social career path, but upon closer inspection, it is a difficult job that requires a lot of skills. Event planning is not about planning parties. It is about details, vision, organization and the means to pull off both big and small events without a hitch. Event planners can work on a freelance basis or for an event planning company, which is popular in wedding planning. In addition, many nonprofit organizations and for-profit corporations hire event planners as part of their staffs.

1. Conference and Convention Planning

Businesses may hire an event planner to coordinate corporate meetings and conventions. These are usually large-scale events that require the event planner to arrange meals, travel, hotel accommodations and activities for the attendees. He will also arrange multimedia equipment and room setup and sometimes help put together handouts for attendees. This must all be done within a specified budget.

2. Fund-Raising Events
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The planner for a nonprofit fund-raising event is usually a hired staff member. She works closely with the CEO and board members in brainstorming ideas for the event. Once the theme is decided, she is responsible for implementing it from start to finish. Responsibilities include booking the venue, advertising, inviting attendees, ordering food, arranging activities, working with vendors and setting up the event. She must work within a very tight budget and may need to solicit sponsorships from major donors.

Wedding Planning
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Weddings require detailed planning and for this reason many couples hire wedding planners. The planner works closely with the couple and books the venue and church, plans the meal, hires the entertainment and a photographer, helps guests book their hotels, plans a schedule for the day and makes sure everything goes smoothly.

Skills

An event planner must have above-average communication and organizational skills. He must also be able to multitask, think outside the box, think on his feet and troubleshoot problems. The planner must have the ability to work with all types of people and be able to visualize an event not only from start to finish, but also the steps he will take to accomplish it.

Requirements
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There are no set educational requirements for an event planner. Most employers require an undergraduate degree in a related field, such as hospitality management, communications or business. Aside from a college degree, an event planner must have experience. Most employers want to hire someone who has planned similar events or has at least planned several large-scale events. A good way to get experience is to volunteer to help plan a local event or offer to plan events for friends and family. For example, an aspiring planner could offer to plan a friends wedding for free.

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References

Schools in the USA.com: Event Planner StateUniversity.com: Party Planner

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