Main Responsibilities and Required Skills for an Event Coordinator
An Event Coordinator is a professional who orchestrates and executes various aspects of events, ranging from corporate conferences to weddings and fundraisers. They are the masterminds behind the seamless execution of events, ensuring that every detail is meticulously planned and flawlessly executed. In this blog post, we delve into the primary responsibilities and the most in-demand hard and soft skills for Event Coordinators.
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Main Responsibilities of an Event Coordinator
The following list describes the typical responsibilities of an Event Coordinator
Analyze
Analyze event results and key performance areas and identify items to work on for future events.
Analyze event success and make recommendations for improvements.
Answer
Answer basic invoicing questions.
Arrange
Arrange for guest speakers, entertainment, and performers.
Assess
Assess an event's overall success and submit findings.
Assess event support staffing requirements for client events.
Assist in
Assist Director of Sales with improving sales strategies and increasing our audience reach.
Assist in collecting secondary research information.
Assist in creating synergies between Canada and the U.S. EBM team.
Assist in managing any new smaller event projects from start to finish, as needed.
Assist in select marketing campaigns.
Assist other teams when necessary.
Assist Success team in planning and executing webinars and training sessions for customers.
Assist with budget preparation.
Assist with event marketing.
Assist with maintaining on site tenant and electronic filing systems.
Assist with post-event management.
Assist with selecting the correct staff for the event.
Assist with site inspection logistics.
Assist with the booking of venues, locations and schedule talent.
Assist with the catering software used for creating Banquet Event Orders (BEO).
Assist with the physical setting up of events including setting up of stages / props / screens etc..
Attend
Attend and oversee the execution of events as needed and acquire member feedback following events.
Attend and provide live attendee management support for these web conference events.
Attend networking events and trade shows to attract groups to Aurora.
Attend offsite events and other promotional activities.
Book
Book events (DJs and band) , sending proposals.
Book venues, speakers, photographers and any additional vendors needed.
Build
Build and maintain strong relationships with our community partners.
Collaborate with
Collaborate with our marketing team to effectively produce marketing collateral prior to events.
Collaborate with sponsors and partners for promotional opportunities.
Collect
Collect all deposits for contracted events, responsible for group folios and financials.
Collect feedback and evaluations from attendees.
Compile
Compile data and prepares reports and statistics.
Complete
Complete projects to improve the efficiency and effectiveness of the team.
Conduct
Conduct final inspections on the day of the event to ensure everything adheres to OUR standards.
Conduct high-level office tours on behalf of the Facilities team and / or clients.
Conduct post-event evaluations to determine how future events could be improved.
Conduct pre- and post-event evaluations and report on outcomes.
Conduct site visits and inspections.
Contribute to
Contribute to creative ideation around experiential activations and customer engagement.
Contribute to the digital branding of the organization.
Coordinate
Coordinate event logistics for sample meals.
Coordinate event photography and videography.
Coordinate event setup and breakdown.
Coordinate event sponsorship and partnership opportunities.
Coordinate and finalize on-site workroom requirements.
Coordinate hotel rooms for clients.
Coordinate support staff to attend community activations and volunteer opportunities.
Coordinate the trip with the supplier and ensure that the itinerary is optimized.
Coordinate with internal teams for cross-functional events.
Coordinate with other BENEFIT Producers as necessary.
Coordinate with public relations teams for event coverage.
Coordinate with vendors, including caterers, decorators, and audio-visual technicians.
Create
Create and develop marketing / promotional programs to attract tenants.
Create and distribute event listing pages on social media platform.
Create and distribute event listing pages on social media websites.
Create event concepts and themes based on client requirements.
Design
Design all social media content and promotional collateral for events.
Design a successful private sale package; and, follow up on the success of the program.
Design online and printable material.
Develop
Develop and execute marketing campaigns to achieve company goals.
Develop and implement a marketing campaign.
Develop and manage event calendars.
Develop and sustain working relationships with event contacts.
Develop comprehensive project plans.
Develop creative and professional ways to drive awareness.
Develop event budgets and timelines.
Develop event marketing and promotional materials.
Develop remarkable customer service skills to match the company's standards.
Drive
Drive internal communications by sharing and clarifying event details with our teams and vendors.
Engage
Engage appropriate internal staff and external suppliers required for each client event.
Enjoy
Enjoy developing repeatable processes involving collaboration and continuous improvements.
Enjoy sourcing, packaging and shipping up to 1,000 swag bags.
Ensure
Ensure appropriate follow up with customers.
Ensure branding consistency across all event materials.
Ensure compliance with health and safety regulations.
Ensure event deliveries and set-ups are completed in a timely and accurate manner.
Ensure general administrative activities under your control.
Ensure innovative events & programming are united around our global monthly themes.
Ensure proper OSHA, fire marshal, and public health regulations are followed.
Ensure rental products are delivered in a timely manner to customers' sites.
Ensure sales efforts adhere to the company's brand standards.
Ensure smooth-running of the sales process.
Ensure that all daily event orders are processed and fulfilled to client expectations.
Ensure that all items are ‘rental ready' and accurate prior to delivery.
Ensure that every customer interaction is in line with the Bus.com experience.
Ensure they are edited and submitted to appropriate publication.
Ensure your aspects of the working environment meet all requisite OH&S Standards.
Establish
Establish standardized event procedures and train staff into properly executing them.
Evaluate
Evaluate event's success and submit reports post event.
Execute
Execute and coordinate career focused events in schools, communities and corporate tradeshows.
Find
Find and manage association memberships that allow us to reach new prospects.
Follow
Follow AR processes and procedures for a private sale.
Follow corporate policies and procedures for all programs and promotions.
Follow-up
Follow-up to ensure a successful Private Sale Event.
Foster
Foster relationships with vendors and partners.
Handle
Handle any challenges or concerns immediately when necessary.
Handle attendee inquiries and concerns.
Handle general reception duties including handling incoming calls, mailing and courier arrangements.
Help
Help to plan and coordinate entertainment as well as vendors.
Identify
Identify and secure new partners.
Identify, invite and confirm appropriate speakers for conferences.
Identify the necessary stakeholders and ensure information dissemination.
Implement
Implement and maintain a weekly traffic log, guest cards according to established procedures.
Inspire
Inspire members, talent and all Soho House teams when meeting to create and implement events.
Keep
Keep track of event Costs.
Lead
Lead quality control of participant information and registrations.
Leverage
Leverage social media platforms and KCJ communications platforms for events promotion.
Liaise with
Liaise with appropriate units regarding security services and safety regulations.
Liaise with client to determine requirements and discuss arrangements.
Liaise with facilities personnel and suppliers of contracted services.
Liaise with venue staff and security personnel.
Load
Load in / out, volunteer guidance and support, and all related elements day of event.
Maintain
Maintain a high level of professionalism, empathy, and business acumen at all times.
Maintain and organize the company-wide event calendar.
Maintain and track seasonal event budgets.
Maintain and update website content concerning events and webinars.
Maintain files and records for branding and template management.
Maintain professional relationships with outside vendors necessary for private and club events.
Maintain room blocks and guest accounting.
Maintain solid and open communication with operations department.
Maintain the highest ethical standards internally and with external supplier partners.
Manage
Manage all aspects of meetings and events to be on time & on budget.
Manage all aspects of these partnerships.
Manage all event space diaries through the shared events calendar on Outlook Calendar.
Manage and maintain events tool, book and confirm event spaces as per SLA.
Manage day-of events and activations.
Manage / Direct in-house janitorial and security staff.
Manage event budgets and track expenses.
Manage event databases and attendee information.
Manage event registration and RSVP lists.
Manage event set-up and follow-up processes.
Manage event setup, tear-down and follow-ups.
Manage inventory and storage of event supplies.
Negotiate
Negotiate venue contracts and review for accuracy.
Organize
Organize pre-event meetings and rehearsals.
Orientate
Orientate all incoming tenants with welcome package and building information.
Oversee
Oversee activities of onsite events team and assist with event set ups.
Oversee all aspects of event planning and management, including internal and external events.
Oversee registration and check-in processes.
Participate in
Participate in additional tasks as required.
Participate in the individual performance management program, and personal development planning.
Perform
Perform an ROI analysis to evaluate efficiency and effectiveness of sponsorship and event activities.
Perform event spaces, conference rooms furniture set-ups for on-site meetings and events.
Perform other duties as assigned.
Plan
Plan and execute employee and customer events throughout the year.
Plan and execute events with external partners, including sponsors and other funding partners.
Plan and execute the event based on the budget and financial ability of the host of the event.
Plan event logistics, including transportation and accommodations.
Plan event with attention to financial and time constraints.
Prepare
Prepare budgets according to guidelines.
Prepare event agendas and run-of-show documents.
Prepare reports and documentation and create materials for presentations.
Prepare reports and make recommendations for future festival's improvements.
Prepare travel expense reports for reimbursement of speakers.
Present
Present and sell additional product and service offerings.
Produce
Produce event recap reports of all events via template.
Project
Project manage all activities related to industry networking events.
Provide
Provide administrative support.
Provide event tracking to assess proper event logistics & details.
Provide excellent customer service to internal and external stakeholders.
Provide leadership and support for the BENEFIT related to the Reception & Volunteers.
Provide on-site assistance with delivery of event as required.
Provide post-event reports and summaries to clients.
Provide quality services to customers and handle customers enquiries politely.
Provide reports to project management.
Provide support for meetings and conference room reservations, as needed and directed.
Read
Read, understand and follow directions for event materials.
Receive
Receive papers to be presented.
Recognize
Recognize and act on sales opportunities while communicating with clients.
Research
Research and brainstorm quarterly virtual events for BP members in each subscription tier.
Research and plan of new events.
Resolve
Resolve event ticket requests in a timely manner.
Respond to
Respond to and manage customer inquiries and problems in a timely manner.
Secure
Secure event venues and negotiate contracts.
Seek
Seek to continuously improve processes, systems and overall client satisfaction.
Show
Show units for rental to prospective tenants, and administer the leasing process.
Solve
Solve problems that arise during events.
Stay updated on
Stay updated on industry trends and best practices.
Supervise
Supervise and assist with all event operations and requirements.
Supervise load-in, installation and load-out of vendors and equipment.
Supervise, support and manage the festivals volunteers.
Support
Support events in other location in Japan may be needed.
Support research initiatives and run spot polls that are subject to the networking events.
Support the Director of Events for club event operations from planning, execution, and billing.
Support the management team for all event communication (internal / external) and event materials.
Support the production of digital and live events.
Take
Take on events and clients of your own.
Track
Track all costs and billing.
Track all expenses related to events and process invoices accordingly.
Track event key performance areas and identify items to work on for future events.
Track event participation and correspondence into CRM.
Track expenses, receipts and costs for events.
Track sales of Co-op product tied to donation drives.
Troubleshoot
Troubleshoot and resolve logistical issues during events.
Understand
Understand requirements for each event and present in official Imperium Event Doc.
Update
Update webinar calendar, by aligning different topics and featured speakers.
Update WordPress Landing Pages with videos, images and copy.
Use
Use own creativity to solicit event sponsor (cash and in-kind).
Work
Work closely with Sales and Procurement to ensure a seamless customer experience.
Work varied shifts, including weekends and holidays.
Work well under pressure and can juggle multiple clients / projects at the same time.
Work with Competitive and Partnerships teams to identify esports / gaming opportunities and events.
Work with friendly team players.
Work with marketing and HR on event communication.
Work with third party vendors to negotiate and secure tools and equipment required.
Work with vendors on behalf of external and internal customers.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Event Coordinator
Proficiency in event management software such as Cvent or Eventbrite.
Knowledge of budgeting and financial management principles.
Familiarity with contract negotiation and vendor management.
Skill in project management and task tracking.
Ability to use design software for creating event collateral.
Understanding of audio-visual equipment and technology.
Knowledge of event registration and ticketing systems.
Experience with social media marketing and promotion.
Proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.
Ability to analyze data and generate reports.
Understanding of event insurance and liability issues.
Familiarity with event permit and licensing requirements.
Knowledge of crowd management and security protocols.
Skill in crisis management and emergency response.
Ability to manage multiple projects simultaneously.
Understanding of event production and logistics.
Proficiency in communication and negotiation.
Experience with event photography and videography equipment.
Knowledge of food and beverage service regulations.
Understanding of accessibility requirements for events.
Most In-demand Soft Skills
The following list describes the most required soft skills of an Event Coordinator:
Excellent communication skills, both written and verbal.
Strong interpersonal skills for building relationships with clients and vendors.
Problem-solving abilities to address unexpected challenges during events.
Creativity and innovation in event concept development.
Attention to detail in planning and execution.
Time management and organization to meet deadlines.
Flexibility and adaptability to changing circumstances.
Leadership and teamwork in coordinating event staff and volunteers.
Diplomacy and tact in handling sensitive situations.
Customer service orientation to ensure attendee satisfaction.
Conclusion
Event Coordinators play a vital role in bringing visions to life and creating memorable experiences for clients and attendees alike. With a combination of technical expertise and soft skills, they navigate the complexities of event planning with finesse and precision.
