How to Use the Event Coordinator Performance Review Template
Recording your performance reviews in Pilla means every assessment, objective, and development conversation is captured in one place. Instead of paper forms that get filed and forgotten, you build a continuous record that connects to one-to-one notes, tracks progress against objectives, and gives both you and your event coordinator a clear reference point. When pay or progression decisions come up, the evidence is already documented.
Key Takeaways
- Metrics to Review checklist ensures you gather client satisfaction, events delivered, repeat booking rate, and budget accuracy data before writing anything
- Previous Objectives Review documents what was achieved, partially achieved, not achieved, or blocked since the last review
- Technical Competencies assessment covers event planning, client management, supplier coordination, on-site execution, and budget management with Exceeds/Meets/Below descriptors
- Behavioural Competencies assessment covers organisation, problem-solving, communication, and composure
- Compliance and Standards confirms fire safety, food safety, licensing, and contract compliance
- Key Achievements and Development Areas use specific evidence, dates, and measurable outcomes
- Objectives for Next Period sets SMART targets covering operational performance and career development
- Overall Assessment selects Exceeds, Meets, or Below expectations as a holistic rating
- Meeting Notes and Review Summary capture the review conversation and agreed next steps
Article Content
Why structured event coordinator performance reviews matter
Your event coordinator translates client visions into operational reality. A well-written performance review helps them understand exactly where they stand, what they're doing well, and what they need to develop. Unlike post-event debriefs that focus on individual events, a formal review looks at patterns, competencies, and trajectory across the full period — connecting their performance to career progression and venue success.
This template walks you through a complete performance review: gathering evidence, assessing competencies, documenting achievements and development areas, setting objectives, and recording the review meeting. Each section is designed to produce a fair, evidence-based assessment that both you and your event coordinator can reference throughout the next review period.
Metrics to Review
Metrics to Review
Review objectives set at the last performance review. Note which were achieved, partially achieved, not achieved, or blocked.
Before writing any assessment, gather data on each of these metrics. Tick each one as you collect the information. Having the numbers in front of you prevents vague feedback and ensures your assessment is grounded in evidence.
Client satisfaction — Review post-event feedback surveys, direct client communications, and complaint logs across the full review period. Look at the trend, not just individual events. A coordinator whose satisfaction scores improved after a rocky start shows development. One whose scores are declining needs attention.
Events successfully delivered — Count the events delivered during the review period and assess their complexity. Ten straightforward private dinners and two large-scale corporate galas represent different achievement levels. Track whether events ran to brief, on time, and within budget — delivery means the event met what was promised, not just that it happened.
Repeat booking rate — What percentage of clients booked again? Repeat business is the strongest indicator of event coordinator performance — it means the client trusts the venue and the coordinator enough to come back. If repeat rates are low, understand whether it's the coordinator's performance, pricing, or market factors.
Budget accuracy — How closely did actual event costs match quoted budgets? Consistent overruns indicate poor cost estimation or scope creep management. Consistent underruns might mean overquoting or missed upselling opportunities. Accuracy within 5% on most events indicates strong budget management.
Customisation tips:
- For venues with a mix of event types, break metrics down by category — weddings, corporate, private dining — as each has different success criteria
- For coordinators managing high-volume smaller events, weight delivery consistency more heavily than individual event complexity
- For venues where the coordinator also handles sales, add conversion rate and revenue generated per event
- Don't penalise a coordinator for low client satisfaction on an event where sales over-promised or operations under-delivered
Previous Objectives Review
Review objectives set at the last performance review. Note which were achieved, partially achieved, not achieved, or blocked.
Pull up the objectives from the last performance review. For each one, document whether it was:
- Achieved: They met or exceeded the target — note the evidence
- Partially achieved: Progress made but not complete — note what was done and what remains
- Not achieved: No meaningful progress — understand why before judging
- Blocked: External factors prevented progress — systems not provided, training not available, sales process unchanged
Be honest about blocked objectives. If you promised to fix the sales-operations handover and didn't, or said you'd provide budget management training and it never happened, that's not their failure. Acknowledging your own gaps builds trust and makes the review feel fair.
If this is their first review and no previous objectives exist, note that and use this section to document the baseline you're measuring from going forward.
Technical Competencies
Technical Competencies
Record your rating and evidence for each technical competency. Use specific examples and data.
Assess each competency based on observed behaviour over the full review period — not just the last two weeks. Tick each competency as you assess it.
| Competency | Exceeds expectations | Meets expectations | Below expectations |
|---|---|---|---|
| Event planning | Creates detailed, comprehensive event plans that anticipate problems, manages complex timelines effortlessly, leaves nothing to chance | Produces solid event plans that cover key requirements, manages timelines adequately, occasionally misses details | Plans are incomplete or rushed, misses important details, timelines are frequently inaccurate |
| Client management | Builds deep client relationships, manages expectations proactively, turns difficult clients into loyal advocates | Maintains professional client relationships, communicates adequately, handles standard situations well | Loses client confidence, fails to manage expectations, avoids difficult conversations |
| Supplier coordination | Negotiates excellent terms, manages multiple suppliers seamlessly, has reliable backup options for every element | Coordinates suppliers effectively, communicates requirements clearly, resolves standard issues | Supplier relationships are strained, miscommunicates requirements, causes delivery problems |
| On-site execution | Runs events flawlessly, anticipates and prevents problems, makes real-time adjustments that improve the experience | Manages events competently, handles standard issues, keeps to the running order | Events feel disorganised, reacts slowly to problems, loses control during complex moments |
| Budget management | Consistently delivers within budget, identifies cost savings, upsells appropriately, maximises event revenue | Manages budgets accurately, flags potential overruns, controls standard costs | Regularly exceeds budgets, poor cost estimation, doesn't track spending during events |
Avoiding common rating errors:
- Recency bias: Check your notes from three months ago. Did they deliver a flawless corporate gala that's now overshadowed by a recent hiccup?
- Halo effect: Great client management doesn't mean great budget control. Rate each competency separately.
- Central tendency: Not everyone "meets expectations." If they're exceptional at on-site execution, say so. If their planning is weak, say that too.
Customisation tips:
- For venues with heavy wedding business, add wedding-specific competencies — couple management, ceremony coordination, emotional intelligence
- For corporate event venues, weight client management and budget accuracy more heavily
- For coordinators who also handle sales, add business development as a separate competency
Record your rating and evidence for each technical competency. Use specific examples and data.
For each competency, record your rating (Exceeds, Meets, or Below) with specific evidence. Use dates, numbers, and examples rather than general impressions.
Example phrases:
"[Name] delivered 28 events during the review period with a 96% client satisfaction rate and zero significant complaints — including three events over 200 guests."
"[Name]'s budget management needs improvement — actual costs exceeded quoted budgets by more than 10% on four events during the review period, primarily due to late scope changes not being communicated to clients."
"[Name] managed a critical supplier failure on 15th March — the florist cancelled 48 hours before a wedding, and [Name] sourced an alternative that the client rated as better than the original plan."
"[Name] struggled with on-site execution during the December corporate season — running orders were late on two events and team briefings were incomplete, resulting in service delays."
Behavioural Competencies
Behavioural Competencies
Record your rating and evidence for each behavioural competency. Use specific examples.
Assess each behavioural competency across the full review period.
| Competency | Exceeds expectations | Meets expectations | Below expectations |
|---|---|---|---|
| Organisation | Manages multiple concurrent events seamlessly, documentation is immaculate, never misses a deadline or detail | Keeps on top of standard workload, manages files and timelines adequately, occasional minor oversights | Frequently disorganised, misses deadlines, loses track of event details, documentation is incomplete |
| Problem-solving | Anticipates problems before they occur, finds creative solutions under pressure, turns crises into opportunities | Resolves standard problems effectively, escalates complex issues appropriately, keeps calm under pressure | Freezes when problems occur, makes poor decisions under pressure, escalates unnecessarily |
| Communication | Communicates brilliantly with clients, teams, and suppliers; briefings are clear and comprehensive; written communication is excellent | Communicates adequately, passes on information, handles standard conversations well | Miscommunicates requirements, briefings are vague, creates confusion between departments |
| Composure | Unflappable under pressure, maintains professionalism during event crises, calms clients and teams with their presence | Stays composed during standard pressure, handles most stressful situations professionally | Becomes visibly stressed during events, stress affects team morale, loses composure with clients |
Record your rating and evidence for each behavioural competency. Use specific examples.
Record your rating and evidence for each behavioural competency using specific examples.
Example phrases:
"[Name] managed 6 concurrent events in December without a single missed deadline or incomplete briefing — the most complex period in the venue's calendar."
"[Name] resolved a power failure during a 150-person corporate dinner on 8th February by relocating the event to the terrace within 20 minutes, with the client describing the outcome as 'actually better than the original plan'."
"[Name] tends to become visibly stressed during large events, which transfers to the service team — observed on three occasions during the review period, each time affecting team confidence."
Compliance and Standards
Compliance and Standards
Record any compliance concerns, training needs, or positive observations.
Confirm each compliance area has been assessed. Any gaps must be addressed immediately — compliance is pass/fail, not a development area to work on gradually.
Fire safety — Do they understand capacity limits for each event space? Do they ensure fire exits are clear during setup? Do they brief event staff on evacuation procedures? Can they calmly manage an evacuation during a live event? Fire safety at events is complex because temporary setups change the normal layout.
Food safety — Do they communicate dietary requirements and allergens accurately to the kitchen? Do they understand temperature requirements for buffet service? Do they ensure food safety during non-standard service formats (outdoor events, late-night service)? A single allergen miscommunication at an event can have serious consequences.
Licensing — Do they understand the venue's licence conditions? Do they manage music, alcohol service, and noise curfews correctly? Do they brief clients on licensing restrictions before the event rather than discovering conflicts on the night?
Contract compliance — Are event contracts accurate and complete? Do they capture scope changes in writing? Do they manage client expectations within contractual terms? Poor contract management creates financial and legal risk for the venue.
Record any compliance concerns, training needs, or positive observations.
Record any compliance concerns, training gaps, or positive observations. If any area is below standard, document the required action and timeline for resolution. Note any compliance training completed during the review period.
Key Achievements
Document 3-5 specific achievements with evidence, dates, and measurable outcomes.
Document 3-5 specific achievements with evidence, dates, and measurable outcomes. Achievements should be things that went beyond basic job requirements — moments where this event coordinator created particular value.
How to write strong achievement statements:
- Be specific: dates, numbers, names, outcomes
- Show impact: revenue generated, client loyalty created, problems solved
- Use their contribution, not the team's: what did they do?
Example phrases:
"[Name] delivered a 200-person corporate gala on 15th November that generated [amount] in revenue, with the client immediately rebooking for the following year."
"[Name] managed a critical supplier failure 48 hours before a wedding — sourced an alternative florist and redesigned the table layout, with the couple rating the event 10/10 in their post-event survey."
"[Name] achieved a 78% repeat booking rate during the review period, the highest in the events team, through proactive client follow-up and personalised post-event communication."
"[Name] identified and implemented a new supplier for AV equipment that reduced costs by 15% across all events without compromising quality."
"[Name] received written commendations from three corporate clients during the review period, each specifically praising their attention to detail and calm presence during events."
Customisation tips:
- For wedding-focused venues, achievements might include emotional client testimonials, awards, or social media mentions
- For corporate venues, focus on revenue generation, repeat business, and client retention
- For coordinators who managed particularly challenging events, acknowledge the complexity and stress involved
Development Areas
Document 2-3 development areas with specific evidence and improvement actions.
Document 2-3 development areas with specific evidence. Each development area should link to a concrete improvement action — not just a label.
How to write constructive development feedback:
- Focus on behaviour and outcomes, not personality
- Use specific evidence: dates, observations, data
- Connect each area to an action or opportunity
- Be direct but fair — vague feedback helps nobody
Example phrases:
"[Name]'s budget accuracy needs improvement — four events exceeded quoted costs by more than 10%, primarily due to scope changes not being documented and communicated to clients before the event."
"[Name] needs to develop confidence in managing difficult client conversations — observed deferring to management twice when clients pushed back on policy, rather than handling the conversation directly."
"[Name]'s briefings to operational teams lack sufficient detail — the kitchen reported incomplete dietary information for two events, and the service team lacked running order details for three events during the review period."
"[Name] tends to take on too much rather than delegating or asking for support, resulting in quality drops during peak periods."
"[Name] received a client complaint on 20th January regarding a miscommunication about venue capacity — the quoted capacity exceeded the licensed maximum, creating a last-minute reduction that damaged client trust."
Objectives for Next Period
Write SMART objectives for the next review period. Include both operational targets and development goals.
Set 3-5 SMART objectives (Specific, Measurable, Achievable, Relevant, Time-bound) that connect to both the development areas above and their career interests.
Operational target examples:
"Maintain budget accuracy within 5% on at least 90% of events during the review period, with all scope changes documented in writing before execution."
"Achieve a repeat booking rate of 75% or above across the review period through proactive post-event follow-up within 48 hours of every event."
"Deliver a minimum of 3 events over 150 guests during the review period, demonstrating large-scale event management capability."
Development goal examples:
"Complete a project management qualification by end of Q2 to strengthen planning and timeline management skills."
"Lead the redesign of the event briefing template by end of March, incorporating feedback from kitchen, service, and AV teams."
"Shadow the venue manager for at least 3 operational shifts during the review period to develop broader venue management awareness."
Connecting objectives to career progression:
| Current role | Typical next step | What to assess |
|---|---|---|
| Event Coordinator | Events Manager | Budget ownership, team leadership, client portfolio management, strategic planning, venue operations understanding |
If they want to become an events manager, include leadership and budget ownership objectives. If they want venue management, add operational exposure targets. Set targets that stretch but don't break — if current repeat booking rate is 60%, aiming for 75% is challenging but achievable.
Overall Assessment
Select the overall performance rating based on the full assessment.
Record the discussion from the review meeting, including their response and any context they provide.
Select the overall performance rating based on the full assessment. This is a holistic judgement, not a simple average of individual competency ratings.
Exceeds expectations — Consistently performs above the standard required. Demonstrates excellence across most competencies, generates strong client loyalty and revenue, and handles complex events with confidence and professionalism. This coordinator is a genuine asset who raises the standard for the events function.
Meets expectations — Reliably performs the role to the required standard. Manages events competently, maintains client relationships, and delivers within budget. Development areas exist but don't undermine overall effectiveness. This is solid, dependable performance.
Below expectations — Performance falls short of the required standard in one or more significant areas. Development areas are affecting client satisfaction, revenue, or venue reputation. Improvement is needed with clear support and timelines.
Be honest. Rating everyone as "Meets expectations" helps nobody. If they're exceptional, recognise it. If they're struggling, name it — with the support plan to address it.
Meeting Notes
Record the discussion from the review meeting, including their response and any context they provide.
Schedule at least 45 minutes for the review conversation — 30 for discussion, 15 for buffer. Meet outside event periods in a private space.
How to conduct the meeting:
Give them the written review to read for 5-10 minutes. Don't hover — get them a drink and let them absorb it privately. When they've read it, ask: "What are your thoughts? Does this feel fair?" Then listen. Don't defend immediately — understand their perspective first.
If they raise valid points, amend the document. If you noted "budget overruns" but they explain that sales committed to prices that didn't cover actual costs, that context matters — add it. If you disagree, explain your reasoning calmly with specific data.
Event coordinators deal with complex, multi-stakeholder situations. Their perspective on what went well and what went wrong may include context you don't have — be open to it.
What to record: Their response to each section, any context they provided that changes your assessment, points of agreement and disagreement, and their reaction to the objectives set.
Review Summary
Summarise agreed actions, amendments made during the meeting, and next steps.
Summarise the agreed outcome: amendments made during the meeting, final objectives confirmed, next steps, and when objective check-ins will happen.
Both parties should sign and date the final document. Give them a copy. The signature means "I have read and understood this review" — not necessarily "I agree with everything."
Follow-through matters: Schedule brief objective check-ins in your regular one-to-ones. "How's the new briefing template working?" and "I noticed the client follow-up is happening faster — is that making a difference?" keep objectives alive rather than letting them gather dust until the next formal review.
Be transparent about how this review connects to pay and progression decisions. If performance reviews influence compensation or promotion to events manager, say so — now, not at the next review.
What's next
Performance reviews are most effective when they connect to ongoing one-to-one conversations. The evidence you need for a fair review should already exist in your one-to-one notes.
- Read our Event Coordinator one-to-one guide for how to run the conversations that feed into this review
- Read our Event Coordinator job description for the full scope of responsibilities
- Check out our Event Coordinator onboarding guide if you're reviewing someone still in their first 90 days
- See our Event Coordinator interview questions for hiring the right person in the first place