Event Coordinator

What is an event coordinator?

An event coordinator is someone who plans and organizes various events, such as conferences, weddings, parties, and corporate events.

What does an event coordinator do?

Usually, an event coordinator does the following:

• Works with clients to understand their event requirements and objectives
• Plans and organizes every aspect of the event, including venue selection, catering, decorations, and entertainment
• Manages budgets and keeps track of expenses
• Coordinates with vendors, suppliers, and contractors
• Handles logistical details like scheduling, coordination, and setup
• Oversees event execution and ensures everything runs smoothly
• Manages any issues or emergencies that may arise during the event
• Provides post-event evaluations and feedback

What does the day-to-day life of an event coordinator look like?

An event coordinator usually works between 9am and 5pm, but may need to work evenings and weekends to oversee events. The working hours can vary depending on the event schedule and client requirements.

The day-to-day tasks of an event coordinator might include:

• Meeting with clients to discuss event details and requirements
• Researching and selecting potential venues and vendors
• Creating event schedules and timelines
• Managing event budgets and expenses
• Coordinating with vendors and suppliers
• Attending site visits and meetings
• Overseeing event setup and execution
• Handling any last-minute changes or issues during the event
• Conducting post-event evaluations and wrap-up tasks

Where does an event coordinator work?

Event coordinators can work for various types of organizations, including:

• Event planning companies
• Hotels and resorts
• Conference centers
• Non-profit organizations
• Government agencies
• Corporate companies with event departments

You may also choose to work as a freelance event coordinator, where you can offer your services to different clients and work on a project basis.

What tools/software/hardware does an event coordinator use?

Event coordinators use various tools and software to plan and organize events, including:

• Event management software: This helps with tasks such as guest registration, ticketing, and event logistics. Examples include Eventbrite and Cvent.
• Project management tools: These help with task organization, timelines, and collaboration with team members. Examples include Trello and Asana.
• Spreadsheets: Software like Microsoft Excel or Google Sheets can help with budgeting and expense tracking.
• Communication tools: Event coordinators use tools like email, phone, and video conferencing platforms to communicate with clients, vendors, and team members.

Physical tools and equipment can vary depending on the specific event, but may include things like event signage, audiovisual equipment, and registration materials.

What do I need to become an event coordinator?

There are several paths you can take to become an event coordinator, including:

• Bachelor's degree: While not always required, a degree in event management, hospitality, marketing, or a related field can be advantageous.
• Certifications: Professional certifications in event planning, such as the Certified Special Events Professional (CSEP) or Certified Meeting Professional (CMP), can enhance your credentials and industry knowledge.
• Work experience: Gaining experience by working in entry-level event planning roles, volunteering for event organizations, or assisting with event coordination can be valuable.
• Networking: Building a network of contacts within the event industry can lead to job opportunities and valuable connections.

What career paths are available?

There are various career paths available to event coordinators, including:

• Senior Event Coordinator: As you gain experience, you can move up to a senior role where you will oversee larger and more complex events.
• Event Manager: This role involves managing a team of event coordinators and overseeing multiple events simultaneously.
• Event Planner: Event planners focus on the strategic planning and execution of events, working closely with clients to achieve their goals.
• Event Consultant: Some event coordinators choose to become consultants, offering their expertise and advice to clients on event planning and management.
• Corporate Events Manager: In this role, you would work specifically for a company, planning and coordinating events for their employees and clients.

To start on these career paths, gaining experience in event coordination, continuously updating your skills, and networking within the industry are important steps to take.

What jobs are similar to an event coordinator?

• Wedding Planner: Similar to an event coordinator, but focusing specifically on weddings and associated celebrations.
• Conference Organizer: This job involves planning and coordinating conferences, seminars, and professional meetings.
• Marketing Coordinator: While not purely focused on events, a marketing coordinator often plans and organizes promotional events for companies.
• Venue Manager: Venue managers oversee the operations and event coordination within a specific venue or location.