Event Coordinator job description template
Event coordinators book and plan the weddings, parties, meetings and private dinners held at a venue, hotel or restaurant. They give tours, write proposals, build timelines and floor plans, and run the event on the day. A good post says what kinds of events you host, how many a typical week brings and how many weekends the role works.
Event Coordinator
Full-timeYour Company is hiring an event coordinator to book and run events in our space. You'll answer inquiries, give tours, write proposals and contracts, plan menus and timelines with clients, and work with our kitchen and staff to deliver each event. On event days, you'll be on site to make sure everything runs as planned. If you love details, stay calm when plans change and enjoy helping people celebrate, we'd like to meet you.
What you’ll do
- Respond quickly to event inquiries, give tours and turn interested clients into bookings
- Write proposals, contracts and invoices, and collect deposits and final payments
- Plan menus, room layouts, timelines and rentals with each client
- Prepare event orders with every detail the kitchen, bar and service team need
- Coordinate outside vendors such as florists, DJs, photographers and rental companies
- Run events on site, managing setup, timing and last-minute changes
- Keep the event calendar, holds and room bookings accurate so nothing is double-booked
- Follow up after events to gather feedback, reviews and referrals
What we’re looking for
- Experience in event planning, catering sales, hospitality or a similar role
- Highly organized, with close attention to details and deadlines
- Clear, warm communication with clients, vendors and staff
- Comfortable with spreadsheets, booking software and email
- Available for evenings and weekends when events are held
Nice to have
- Wedding or corporate event experience
- Experience with event software such as Tripleseat or Planning Pod
- Food and beverage knowledge for menu planning
- Certified Meeting Professional (CMP) or a similar credential
Schedule
Full-time, with weekday office hours for tours and planning and on-site coverage for events on evenings and weekends. Days off are scheduled around the event calendar.
What we offer
- Commission or bonus on booked events
- Meals during event shifts
- Health insurance for full-time staff
- Paid time off
Add your pay, location and schedule when you post. Jobs that show pay get noticeably more applicants.
Event Coordinator our company is hiring an event coordinator to book and run events in our space. You'll answer inquiries, give tours, write proposals and contracts, plan menus and timelines with clients, and work with our kitchen and staff to deliver each event. On event days, you'll be on site to make sure everything runs as planned. If you love details, stay calm when plans change and enjoy helping people celebrate, we'd like to meet you. What you’ll do • Respond quickly to event inquiries, give tours and turn interested clients into bookings • Write proposals, contracts and invoices, and collect deposits and final payments • Plan menus, room layouts, timelines and rentals with each client • Prepare event orders with every detail the kitchen, bar and service team need • Coordinate outside vendors such as florists, DJs, photographers and rental companies • Run events on site, managing setup, timing and last-minute changes • Keep the event calendar, holds and room bookings accurate so nothing is double-booked • Follow up after events to gather feedback, reviews and referrals What we’re looking for • Experience in event planning, catering sales, hospitality or a similar role • Highly organized, with close attention to details and deadlines • Clear, warm communication with clients, vendors and staff • Comfortable with spreadsheets, booking software and email • Available for evenings and weekends when events are held Nice to have • Wedding or corporate event experience • Experience with event software such as Tripleseat or Planning Pod • Food and beverage knowledge for menu planning • Certified Meeting Professional (CMP) or a similar credential Schedule Full-time, with weekday office hours for tours and planning and on-site coverage for events on evenings and weekends. Days off are scheduled around the event calendar. What we offer • Commission or bonus on booked events • Meals during event shifts • Health insurance for full-time staff • Paid time off
Screening questions for an event coordinator
Ask these on the application form to sort applicants quickly. They’re added automatically when you post this template.
- Are you available to work evenings and weekends when events are scheduled?Yes / No · required
- What kinds of events have you planned or run, and for about how many guests?Short answer · required
- Tell us about an event where something went wrong and how you handled it.Paragraph
Event Coordinator interview questions
- Walk me through how you plan an event, from the first inquiry to the final invoice.
- A couple wants to change their menu three days before the wedding. How do you handle it?
- How do you keep track of many events at different stages at once?
- The DJ hasn't arrived and guests are walking in. What do you do?
- How do you turn a tour into a signed contract without pressuring the client?
- A client is unhappy with their final bill. How do you respond?
- Which booking or event management tools have you used?
Tips for hiring an event coordinator
- Ask finalists to write a short proposal for a sample event, such as a rehearsal dinner for forty guests. You'll see how they write, price and organize details.
- Have them shadow a live event. Watching how they read the room and work with staff tells you more than an interview.
- Be honest about how many weekends the role works. Back-to-back weekends wear people down, so candidates want to know up front.
- Look at strong banquet captains, catering managers and front desk leads. They already know how events run from the inside.