Administration, Customer Service & Hospitality

Event Coordinator Job Description

An Event Coordinator turns an approved event brief into organised venue, supplier, attendee, schedule, communication, and live-delivery plans.

Define event types, scale, travel, budget support, live hours, safety duties, suppliers, and decision authority.

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Event Coordinator

Location: [Location or working arrangement]
Employment type: [Full-time, part-time, temporary, seasonal, or fixed-term]
Reports to: [Events Manager, Marketing Manager, Venue Manager, or Operations Lead]

About the role

[Organisation name] is hiring an Event Coordinator for [event portfolio]. You will translate briefs into schedules and supplier actions, coordinate venues and attendees, maintain budgets and records, support accessible and safe delivery, and close events with reconciled learning.

What you will be responsible for

Maintain event brief, schedule, budget, attendee, venue, supplier, speaker, asset, and approval records.
Coordinate registration, accessibility, travel, catering, production, communications, permits, insurance, and contingency.
Support live set-up, briefing, attendee service, issue response, breakdown, invoice, feedback, and close-out.

What success looks like

Event teams and suppliers work from a current schedule, contact, responsibility, and contingency plan.
Attendees receive timely, accurate, accessible information before and during the event.

Essential qualifications

Event, venue, hospitality, marketing, project, or complex coordination experience.
Strong supplier, schedule, budget, communication, detail, and live-prioritisation skills.
Awareness of accessibility, crowd, food, alcohol, safeguarding, fire, insurance, privacy, and emergency duties relevant to events.

Preferred qualifications

Experience with [event type, audience, venue, hybrid platform, travel, or production model].
Relevant event, hospitality, safety, first-aid, project, or marketing qualification.

Tools and working knowledge

Event registration, ticketing, venue, and attendee platforms
Project, run-of-show, budget, supplier, and contract tools
Email, webinar, badge, survey, payment, and incident systems

Compensation: [Add approved range or day rate, currency, overtime, travel, weekend or evening terms, meals, and benefits.]

[Organisation name] will discuss reasonable adjustments and expects accessible event planning and attendee communication.

How to apply

Apply through [method] with an event example showing your contribution, constraints, live issue, and outcome.

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Event Coordinator

Location: [Location or working arrangement]

Employment type: [Full-time, part-time, temporary, seasonal, or fixed-term]

Reports to: [Events Manager, Marketing Manager, Venue Manager, or Operations Lead]

About the role
[Organisation name] is hiring an Event Coordinator for [event portfolio]. You will translate briefs into schedules and supplier actions, coordinate venues and attendees, maintain budgets and records, support accessible and safe delivery, and close events with reconciled learning.

What you will be responsible for
- Maintain event brief, schedule, budget, attendee, venue, supplier, speaker, asset, and approval records.
- Coordinate registration, accessibility, travel, catering, production, communications, permits, insurance, and contingency.
- Support live set-up, briefing, attendee service, issue response, breakdown, invoice, feedback, and close-out.

What success looks like
- Event teams and suppliers work from a current schedule, contact, responsibility, and contingency plan.
- Attendees receive timely, accurate, accessible information before and during the event.

Essential qualifications
- Event, venue, hospitality, marketing, project, or complex coordination experience.
- Strong supplier, schedule, budget, communication, detail, and live-prioritisation skills.
- Awareness of accessibility, crowd, food, alcohol, safeguarding, fire, insurance, privacy, and emergency duties relevant to events.

Preferred qualifications
- Experience with [event type, audience, venue, hybrid platform, travel, or production model].
- Relevant event, hospitality, safety, first-aid, project, or marketing qualification.

Tools and working knowledge
- Event registration, ticketing, venue, and attendee platforms
- Project, run-of-show, budget, supplier, and contract tools
- Email, webinar, badge, survey, payment, and incident systems

Compensation: [Add approved range or day rate, currency, overtime, travel, weekend or evening terms, meals, and benefits.]

[Organisation name] will discuss reasonable adjustments and expects accessible event planning and attendee communication.

How to apply
Apply through [method] with an event example showing your contribution, constraints, live issue, and outcome.

Performance expectations

What good performance looks like

Use these outcomes to replace vague activity lists with the evidence the hiring manager expects to see after the person joins.

Run-of-show plans expose dependencies, decisions, access needs, and contingency before arrival.

Event close-out reconciles invoices, feedback, incidents, supplier performance, and reusable learning.

Hiring-manager intake

Questions to settle before advertising

Record specific answers so sourcing, screening, and interview decisions use the same definition of the role.

1
Which event types, audiences, frequency, scale, locations, venues, and delivery formats apply?
2
What budget, supplier, contract, speaker, attendee, production, and communication authority is included?
3
What travel, overnight, weekend, evening, lifting, standing, weather, and seasonal workload applies?

Evaluation criteria

Evidence to use in a Event Coordinator scorecard

Agree the criteria before interviews begin, then score examples against the same evidence standard.

Criterion

Useful evidence

Concern to explore

Event control

Connects brief, schedule, venue, supplier, attendee, budget, access, safety, and contingency.

Focuses on attractive details while dependencies and responsibilities remain unresolved.

Live judgement

Prioritises safety and attendee impact, communicates clearly, uses authority, and preserves the programme where possible.

Makes rapid changes without telling affected suppliers or recording cost and consequence.

Structured interview

Event Coordinator interview questions and strong signals

Ask the same core questions in the same order, then use follow-ups to understand the candidate’s individual contribution.

Tell me about a live event problem guests never noticed.

Strong answer signal

Shows early recognition, safety, options, team communication, recovery, and post-event prevention.

How do you make an event accessible before receiving individual requests?

Strong answer signal

Covers venue, route, registration, communication, captions, diet, seating, sensory, and contact options.

Related titles

Check the scope behind the title

Event Planner — may own more concept, client advice, budget, and supplier selection.

Conference Coordinator — focuses on speakers, sessions, delegates, sponsors, and venue operations.

Common hiring mistakes

Problems to remove before publishing

Calling evening and weekend work occasional when it is core to the calendar.

Combining strategy, sales, sponsorship, production, design, travel, and delivery without support.

Continue the hiring workflow

Related roles and recruiter resources

Related job descriptions

Project Coordinator Restaurant Manager Hotel Manager

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Source and review notes

How this template was prepared

Language: International English
Prepared by: ATZ CRM Editorial Team
Review: ATZ CRM Recruitment Editorial Review
Last reviewed: 2026-08-05

O*NET: Meeting, Convention, and Event Planners

Reference for occupation tasks, knowledge, skills, abilities, and work activities.

ESCO: occupations and skills

Reference for internationally recognised occupation and skills terminology.

Qualifications, compensation, licences, working conditions, and equal-opportunity wording must be checked for the role and location before use.

Recruiter questions

Event Coordinator job description FAQs

What should an Event Coordinator job description include?

State event types, scale, audience, venues, suppliers, budget support, systems, safety, accessibility, travel, hours, physical conditions, and authority.

Should event overtime be disclosed?

Yes. State evenings, weekends, travel, overnight stays, time off, overtime, seasonal peaks, and event-day meal or transport arrangements.