How to write an event coordinator job description: event coordinator job description template included.

Step 1: Start with the Venue Environment and Write an Introduction to Your Business

When crafting a job description for new hires, a section outlining your business helps candidates grasp what they're signing up for. This section is just as useful for those revising internal job roles—though you may skip some introductory details, it can remind the reader about the most salient aspects of your establishment.

Your aim is to convey:

• What type of events you coordinate

• What your client profile and service expectations are

• What working with your team feels like

Here's a simple three-part guide to follow:

1. What type of venue or events business are you?

Begin with a straightforward label: "We're a country house wedding venue / a city conference centre / a boutique hotel with private dining / an events agency..."

2. What's your typical event profile?

Explain the types and scale of events you host. For example:

• "We host 80-120 weddings annually, typically 100-180 guests, with full ceremony and reception coordination."

• "We manage corporate conferences and meetings ranging from 20-person boardroom sessions to 500-delegate multi-day events."

• "We coordinate private parties, charity galas, and award dinners in our historic ballroom."

3. What differentiates or makes your venue appealing?

This could be your work culture, unique offerings, or principles. For example:

• "Our team takes ownership of events from first enquiry to final thank-you, building genuine client relationships."

• "We pride ourselves on flexibility—no two events are the same, and we enjoy the creative challenge."

• "We're a tight-knit team where coordinators have real autonomy to make decisions and solve problems."

Tips if you're stuck

If you're unsure where to begin, try answering these questions aloud:

• What types of events do you host most frequently?

• Who are your typical clients—corporate, private, couples?

• What's the team dynamic like during event days?

• Do coordinators work independently or always as part of a larger team?

• What do existing coordinators enjoy most about working here?

Your aim is sincerity, not salesmanship—so be genuine in your description.

Example 1: Wedding venue

We're a Georgian manor house in the Cotswolds hosting around 100 weddings each year. Our events range from intimate ceremonies for 30 guests to full weekend celebrations for 200. Our small coordination team works closely with couples from booking through to the day itself, and we take pride in creating personal, memorable experiences rather than production-line weddings.

Example 2: Conference venue

We're a purpose-built conference centre in central Manchester, handling everything from half-day meetings to three-day residential conferences. Our coordination team manages multiple events simultaneously, working with corporate clients, agencies, and associations. We value efficiency and precision—our clients expect seamless execution, and we deliver it.

Step 2: Define Key Responsibilities for the Event Coordinator

Avoid vague descriptions in your job listing. Many lists either use unspecific phrases like "coordinate events" or borrow duties from other venues that may not fit your operation.

Your goal is to list responsibilities specific to your venue and event types.

Make a list of 6–10 bullet points describing what the event coordinator will actually do — not just in theory but in practice.

Structure the role into three phases of event management. This will make it easier to write and ensure you cover the full scope:

1. Pre-event planning responsibilities

These are tasks from booking confirmation through to event day.

Consider:

• Who handles client communication and relationship management?

• What planning documents need to be created?

• How does vendor coordination work?

Common examples:

• Conduct site visits with clients and walk through event requirements in detail.

• Develop and maintain event timelines, floor plans, and running orders.

• Create and distribute BEOs (banquet event orders) to all departments.

• Coordinate with external suppliers—caterers, florists, AV, entertainment, transport.

• Manage dietary requirements, seating plans, and special requests.

• Conduct pre-event briefings with operations, catering, and front-of-house teams.

2. Day-of coordination responsibilities

These are the key tasks during the event itself.

Consider:

• Is the coordinator the primary client contact on the day?

• What decisions can they make independently?

• How do they manage the team and timeline during execution?

Common examples:

• Oversee event setup and ensure all elements match client specifications.

• Act as the primary point of contact for clients and key guests during the event.

• Manage the event timeline and make real-time adjustments as needed.

• Coordinate vendor arrivals, setup, and management throughout the event.

• Troubleshoot issues as they arise—calmly and without client awareness where possible.

• Liaise between kitchen, front-of-house, and AV teams to ensure smooth service.

3. Post-event responsibilities

These cover what happens once an event concludes.

Consider:

• Who handles client follow-up?

• What documentation or reporting is required?

• Is there involvement in financial reconciliation?

Common examples:

• Conduct post-event client follow-up and gather feedback.

• Complete event documentation and file for future reference.

• Participate in team debriefs to identify improvements.

• Reconcile event costs against budget and process final invoicing.

• Update CRM and client records with event details and preferences.

If you already have Event Coordinators but haven't documented their duties, you can:

• Observe Them On-the-Job: Shadow coordinators through the full event cycle—planning meetings, site visits, event days, and follow-up.

• Request Their Input: Ask for a list of their everyday tasks across different event types.

• Talk with Management: Collaborate with the events manager or operations director to ensure nothing is missed.

Useful questions to ask your Event Coordinators:

• Walk me through how you manage an event from booking to completion?

• What's your process for creating event documentation?

• How do you handle client changes close to or on the event day?

• What's your approach when something goes wrong during an event?

• How do you coordinate with other departments and external suppliers?

Tips if you're stuck

• Have a current coordinator walk you through a recent event from start to finish.

• Review your event files and templates for a natural list of responsibilities.

• Consider past event issues—what responsibilities would have prevented them?

Example for a wedding venue

In this role, your responsibilities will encompass:

• Managing wedding couples from booking confirmation through to their big day.

• Conducting detailed planning meetings and site visits to understand their vision.

• Creating comprehensive running orders, floor plans, and supplier schedules.

• Briefing all departments—catering, bar, housekeeping, grounds—before each wedding.

• Coordinating external suppliers including florists, photographers, bands, and celebrants.

• Acting as the primary point of contact on wedding days, managing the timeline from ceremony through to send-off.

• Handling any issues that arise with calm problem-solving.

• Following up with couples post-wedding and managing reviews and testimonials.

Example for a corporate conference venue

Your key responsibilities will involve:

• Managing corporate client accounts from enquiry through event delivery.

• Developing detailed event specifications and BEOs for multi-day conferences.

• Coordinating complex AV, catering, and accommodation requirements.

• Running pre-event meetings with clients and internal operations teams.

• Managing multiple concurrent events across different spaces.

• Acting as duty coordinator during events, making operational decisions in real-time.

• Processing post-event billing and managing feedback collection.

• Building ongoing relationships with repeat corporate clients and agencies.

Step 3: Define What Skills the Person Will Need to Have

Once the responsibilities are detailed, pinpoint the skills an event coordinator needs to excel at your venue.

This section aids candidates in evaluating whether they're a fit, and it saves you from sifting through unsuitable applications. As with duties, avoid using generic templates and focus on what's truly applicable to your operation.

Your goal is to create a list of essential and preferred skills based on your actual needs — not get carried away with ideal but unnecessary requirements.

1. Revisit your responsibilities list

Go through each duty and ask yourself:

"What skill does the coordinator need to handle this task effectively?"

Examples:

• Managing detailed event documentation → organisational skills and attention to detail

• Handling client changes and problems → calm under pressure and problem-solving

• Coordinating multiple vendors → communication and negotiation skills

• Managing event timelines → time management and prioritisation

• Building client relationships → interpersonal skills and emotional intelligence

2. Divide your list into two categories

• Must-have skills: The role can't function without these.

• Nice-to-have skills: These are optional but advantageous and can be developed over time.

Example for a full-service event venue

Must-Have Skills

• Exceptional organisational skills with meticulous attention to detail

• Calm, composed demeanour under pressure—events rarely go exactly to plan

• Strong written and verbal communication skills

• Ability to manage multiple projects and priorities simultaneously

• Client-facing presence—professional, warm, and reassuring

• Problem-solving ability—finding solutions rather than escalating issues

Nice-to-Have Skills

• Experience with event management software (specify if you use particular systems)

• Knowledge of catering, AV, or technical event requirements

• Previous experience with your specific event type (weddings, corporate, etc.)

• Additional languages for international clients

Step 4: Defining How Much Experience Is Required

Now that you've laid out the essential skills, it's important to elucidate how much hands-on experience is required for the role. Being explicit about this can help in avoiding misalignments and ensuring candidates know if they meet the expectations.

Nonetheless, steer clear of asking for more experience than truly necessary. It could deter excellent, trainable prospects from applying.

Your aim is to specify the nature of experience needed — rather than simply counting years, focus on familiarity with specific event environments.

1. Determine if this is an entry-level, intermediate, or senior role

• Entry-level: Open to those transitioning from hospitality, admin, or customer service with relevant transferable skills.

• Intermediate: Requires proven experience coordinating events in a similar environment.

• Senior: Needs comprehensive experience managing complex events and potentially supervising other coordinators.

Don't wrongly label the role as senior just to attract reliability — this leads to mismatches in expectations and compensation.

2. Focus on the type of experience, not just the time

Rather than stating "2 years' experience," clarify the kind of work environment you're referring to. Ask yourself:

• Does the role require experience with your specific event type (weddings, corporate, private)?

• Is familiarity with certain scale of events important (intimate dinners vs. 500-person conferences)?

• Does experience with specific client types matter (high-net-worth individuals, corporate procurement)?

Clarify expectations — someone with 1 year coordinating weddings at a busy venue might be more suited than another with 3 years in a role with minimal client contact.

3. Specify whether training is provided or necessary

If your team offers comprehensive training and mentorship, highlight it. Otherwise, if the expectation is to manage events independently from day one, clarify that.

Example for an intermediate coordinator role

"We're seeking a candidate with at least 18 months of experience coordinating events in a venue or hospitality setting. You should be confident managing client relationships, creating event documentation, and troubleshooting on event days. Our team will support your development, but you'll need a solid foundation in event delivery."

Example where training is available

"Previous event coordination experience is beneficial but not essential—we're open to candidates from hospitality, customer service, or administrative backgrounds who demonstrate exceptional organisation and client skills. We provide thorough training in our systems and event processes."

Example for a senior coordinator role

"You'll need a minimum of 3 years' experience coordinating events at a comparable venue, with proven ability to manage complex, high-value events independently. Experience mentoring junior coordinators and managing client relationships at a senior level is essential."

Step 5: Define What Personality and Cultural Fit Is Required

Although capabilities are essential, matching personalities with your culture ensures that individuals become valuable, long-standing team members. This section encourages the right fit for both your team and your venue.

Avoid clichés like "must be a team player"—that doesn't narrate what the right personality should look like.

Your task is to describe the working style, energy, and communication habits that are conducive to your team and event style.

1. Reflect on existing dynamics within your team

Consider:

• What traits do your best coordinators commonly embody?

• Are there particular styles or energies that struggle in your environment?

• Is the pace relentless or does it vary seasonally?

• Is client interaction intensive and emotional (weddings) or professional and efficient (corporate)?

Write the key traits or modes of working you foresee succeeding.

2. Aim for specifics over generalities

Instead of using phrases like "team player," demonstrate what that signifies. For instance:

• "Proactively communicates with other departments without needing to be chased"

• "Stays calm and solution-focused when clients are stressed or upset"

• "Takes genuine pleasure in making events special for clients"

• "Comfortable making decisions independently during events"

3. Align personality with event pressure levels

• If events are high-pressure with demanding clients: Look for someone calm, confident, and unflustered by last-minute changes.

• If the venue is relationship-focused with repeat clients: Look for someone warm, personable, and genuinely interested in people.

• If events are complex and technical: Look for someone detail-oriented, methodical, and thorough.

Example for a wedding venue

"You're a great fit if you genuinely enjoy being part of someone's most important day. Our coordinators need emotional intelligence—reading when couples need reassurance, when families need managing, and when to step back and let moments happen. You'll thrive if you're warm but unflappable, organised but flexible, and take real satisfaction in creating perfect days for others."

Example for a corporate conference venue

"This role suits someone who values precision and professionalism. Our corporate clients expect flawless execution without fuss—you'll need to anticipate needs, solve problems invisibly, and manage multiple moving parts without appearing stressed. If you're methodical, calm under pressure, and take pride in seamless delivery, you'll fit well here."

Tips if you're stuck

• Ask your team: "What makes someone successful here, and what doesn't work?"

• Reflect on coordinators who've thrived versus those who struggled—what was different?

• Be honest about the pressure. If event days are intense, say so—the right candidates will be attracted, not deterred.

Step 6: Define the Pay and Benefits

Being upfront about pay and benefits is crucial for drawing in candidates who align with your expectations, and creating a positive starting point in negotiations.

Openness about these aspects shows candidates you value their time and pre-emptively aligns expectations.

Clearly outline:

• The salary or hourly rate

• Schedule expectations—including evenings and weekends

• All benefits or additional perks offered

• Progression opportunities if they exist

1. Be precise about pay

List the exact or anticipated range. Uncertain what to offer? Consider:

• What do comparable venues in your region pay? (research Indeed, Caterer, or hospitality job boards)

• What are your expectations — entry-level, experienced, or senior coordinator?

• If pay depends on experience, mention it with a clear range

Example:

£26,000–£32,000 depending on experience £28,000 base + performance bonus

Avoid phrases like "competitive salary"—lack of specifics is frustrating for candidates and suggests you're either underpaying or disorganised.

2. Be honest about schedule expectations

Event coordination means working when events happen—evenings, weekends, holidays. Be explicit:

• How many weekend days per month are typically required?

• Is the role primarily Monday-Friday planning with some event coverage, or heavily weighted to event days?

• What's the seasonal pattern—busy summer wedding season, heavy autumn conference period?

• How is time off in lieu handled for weekend work?

3. Outline any additional staff benefits

Even small incentives can resonate. Think beyond salary:

• Time off in lieu or overtime pay for event days

• Meals during event shifts

• Pension contributions

• Health or wellbeing benefits

• Staff discounts at the venue

• Professional development or training budget

• Team events or celebrations

Example:

• Salary: £28,000-£32,000 depending on experience
• TOIL for all weekend event coverage
• Staff meals during event days
• 25 days holiday plus bank holidays
• Pension scheme with employer contribution
• Complimentary use of venue for personal celebrations (subject to availability)
• Annual training budget for professional development

4. Highlight progression opportunities (if they exist)

If prospects for senior roles, events management, or other advancement exist, make them visible.

Example:

"This role reports to our Events Manager and offers clear progression opportunities. Previous coordinators have moved into senior coordinator roles and events management positions both here and across our group of venues."

Tips if you're stuck

• Ask yourself: "What would make someone stay in this role long-term?"

• Be transparent—it's better to communicate the demanding schedule honestly than have someone leave after three months

• If salary is lower than competitors, emphasise other benefits—team culture, development opportunities, work variety

What's next

Now that you've drafted your Event Coordinator job description, your next step is to prepare for the hiring process. Check out our guide to formulating Event Coordinator interview questions and practical assessment activities.

Now you've written your Event Coordinator job description, it's time to advertise your role and then start interviewing. Check out our guide to Event Coordinator interview questions and practical test exercises.