How to Record an Event Coordinator Video Job Ad

Event coordinators turn plans into reality. They're the bridge between client vision and operational execution—managing timelines, coordinating vendors, troubleshooting problems, and ensuring events run smoothly while clients enjoy the experience they're paying for. The best coordinators combine meticulous organisation with calm under pressure, client service instinct with operational assertiveness. Your video job ad should convey the types of events you host, the complexity of coordination required, and the environment where this work happens.

Step 1: Open with the Opportunity

Event coordinator roles vary enormously by venue type. Lead with what makes your opportunity distinctive.

Event portfolio: What types of events do you host? Corporate conferences, weddings, private parties, charity galas, awards dinners? The event mix shapes the role entirely. A wedding coordinator and a conference coordinator have different jobs despite similar titles.

How many events per week or month? What's the scale range—50 guests to 500? This indicates workload and complexity.

Client profile: Corporate clients with detailed briefs and procurement processes? Couples planning once-in-a-lifetime weddings? Private hosts with bespoke requests? Each client type requires different relationship skills.

High-budget clients expect high-touch service. Volume operations expect efficiency. Who are you serving?

Venue character: A historic mansion, a modern conference centre, a boutique hotel, an outdoor festival site—each environment creates different coordination challenges. What's the physical context where events happen?

Career context: Is this coordination focused, or pathway to event management? What progression exists—senior coordinator, events manager, operations director? For candidates building events careers, the trajectory matters.

Step 2: Show Your Event Environment

Film the spaces where events happen and where coordinators work. Candidates need to see both the glamour and the operations.

Event spaces: Your function rooms, outdoor areas, reception spaces—where events actually take place. The variety of configurations possible. The aesthetic clients are buying.

Operational areas: Back-of-house corridors, kitchen access, loading areas, storage. Events require complex logistics behind the scenes. Show the operational reality.

The coordination workspace: Office or desk setup. Where planning and client communication happens. The administrative environment alongside the event spaces.

An event in progress: If possible, capture an actual event—the coordination activity, the team movement, the managed chaos of execution. This shows what the job actually looks like.

Team context: Catering staff, AV technicians, operations team. Who does the coordinator work alongside and coordinate with?

Step 3: Paint a Picture of the Role

Event coordination spans planning, client management, and execution. Define what yours involves.

Pre-event planning: Client communication and relationship management. Understanding requirements and translating to operational plans. Timeline development. Vendor coordination—caterers, florists, AV, entertainment, rentals.

BEO (banquet event order) development. Floor plan creation. Menu finalisation. The detailed planning that makes execution possible.

Day-of coordination: Arrival and setup oversight. Vendor management on-site. Timeline enforcement and adjustment. Problem-solving as issues arise. Client interface and reassurance.

How present are coordinators during events? Visible and active throughout, or setting up then stepping back?

Post-event: Client follow-up. Feedback collection. Debrief and documentation. Financial reconciliation. The wrap-up that completes the cycle.

Client relationship scope: First inquiry to final follow-up? Or handed off from sales and receiving from operations? Understanding who owns the client relationship and when.

Vendor management: Do you work with preferred vendors only, or manage client-selected suppliers? How much vendor coordination is required—booking, briefing, managing on-site?

Sales involvement: Pure coordination, or sales responsibility too? Site visits and proposals, or only post-booking coordination? The sales/coordination split varies significantly.

Event types in detail: For weddings: ceremony and reception coordination, wedding party management, timeline precision. For corporate: technical requirements, presentation support, networking facilitation. For social: host management, guest experience, celebration atmosphere.

Schedule reality: Events happen evenings and weekends. What's the actual schedule—standard week with event coverage, or primarily evenings and weekends? How far in advance are event schedules known?

Step 4: What Coordination Requires

The skills that make someone excellent at event coordination are distinctive.

Organisational precision: Events have no margin for forgotten details. Timelines, vendor schedules, room setups, dietary requirements—everything must be tracked and delivered. Meticulous organisation is non-negotiable.

Calm under pressure: Events go wrong. Vendors don't show, clients change minds, equipment fails. Coordinators who panic create crises; coordinators who stay calm solve problems. This temperament is essential.

Client management: Reading what clients actually want versus what they say. Managing expectations realistically. Handling difficult clients diplomatically. Building trust that lets clients relax and enjoy their event.

Vendor relationships: Getting the best from suppliers. Holding them accountable while maintaining relationships. Solving problems without creating drama. The operational assertiveness to make things happen.

Communication range: Talking to anxious brides, corporate executives, chefs, AV techs, and waitstaff—all differently, all effectively. The ability to adjust communication style for different audiences.

Physical stamina: Event days are long. On feet for hours. Moving between spaces. Sustained activity and alertness. Someone who fades after six hours will struggle with event execution.

Multi-tasking under pressure: Coordinating simultaneous activities. Monitoring multiple workstreams. Responding to emerging issues while tracking ongoing tasks. The cognitive load is significant.

Experience calibration: What level do you need? Previous event coordination? Hospitality background adapting to events? Entry-level with potential? Be clear about what you'll train versus what's required.

Step 5: Make the Offer Compelling

Event coordinator compensation varies by venue type and event complexity.

UK compensation context:

• Event Coordinator (entry): £24,000-28,000
• Event Coordinator (experienced): £28,000-35,000
• Senior Event Coordinator: £32,000-40,000
• Events Manager: £38,000-50,000

Bonus or commission: Some roles include commission on events or performance bonuses. What's the structure if applicable?

Service charge: How is service charge distributed to coordinators? In many venues, coordinators participate in the pool.

Schedule specifics: The schedule is the critical factor for many candidates. Which days typically—weekday planning and weekend events? How many weekend days per month? Evening frequency? Holiday requirements—wedding season, Christmas parties?

TOIL or overtime policy? Event overruns happen—how are extra hours handled?

The work variety: No two events are identical. For candidates who'd be bored with repetitive work, this variety is a genuine benefit.

Professional development: Event management certifications. Industry memberships. Trade show and wedding fair attendance. Training budgets.

Career pathway: Senior coordinator. Events manager. Operations management. Sales if interested. What progression exists?

Venue perks: Staff events benefits. F&B discounts. Industry networking opportunities.

Lifestyle honesty: Events disrupt social life. Weddings mean summer Saturday commitments. Corporate means autumn conference season. Be honest about lifestyle impact—candidates who understand accept it more readily than those who discover it.

Step 6: The Application Process

Event coordinator hiring should assess organisational capability and client-handling instinct.

Application requirements: CV highlighting event coordination or relevant hospitality experience. Examples of events managed if experienced. Availability for weekend and evening work confirmation.

Assessment approach: Initial conversation: experience, event preferences, availability reality. Scenario discussion: handling difficult situations, client problems, vendor issues. Practical assessment: planning exercise, timeline development, problem-solving. Event observation: shadowing a real event if possible.

What you're assessing: Organisation: are they naturally systematic and detailed? Calm demeanour: how do they respond to stressful scenarios? Client instinct: do they naturally read and respond to client needs? Problem-solving: can they think on their feet? Stamina and availability: can they actually work event schedules?

Scenario testing: Present real situations: the vendor who's running late, the client who changes everything day-of, the equipment failure an hour before. How candidates think through problems reveals more than claims about handling pressure.

Reference focus: Previous event experience. How they handled event-day problems. Client feedback. Reliability for event coverage.

Trial event: If possible, have candidates shadow or assist at an actual event. Seeing how they respond to real event pressure is the best assessment available.

Honest conversation: Events are demanding—long hours, weekend sacrifice, client pressure. Candidates who understand this upfront make better decisions about whether to join. Underselling the demands creates turnover when reality hits.

The best event coordinators genuinely love events—the planning, the execution, the moment when everything comes together. Candidates who light up talking about event experiences, who get satisfaction from solving problems in real-time, become invaluable team members.