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Event Coordinator Position Job Responsibilities

by Neil Kokemuller, studioD

An event coordinator or planner may work for a private event planning firm, in event coordination for an organization or as a self-employed business operator. A bachelor's degree in a business, public relations or hospitality-related field is commonly required. Median income as of 2010 was $45,260 per year, according to the Bureau of Labor Statistics. Regardless of the workplace, event planners fulfill common responsibilities.

Meet With Clients

Event coordinators meet with clients or event holders initially to learn about the purpose and expectations for the event. They usually take thorough notes about planned activities and serving requirements. Follow-up meetings are sometimes held to review the event planner's arrangements and to address any concerns or changes that arise. Generally, on event day the planner will meet with the client to review setup and activities.

Arrange Supplies and Services

The "coordinator" part of the event professional's job title relates to the function of coordinating all supplies and services for the event. At a wedding, for instance, flowers, decorations, music, photography, invitations, programs and seating are just some of the things the coordinator must take care of. This often takes a lot of time as you have to make calls to get bids and to check on supplier and service provider availability for the event.

Coordinate Event Activities

On the day of the event, the coordinator oversees setup, delivery of supplies, arrangement of tables and decor and provision of services. At a dinner event, for instance, she ensures that tables are set as planned, that meals are prepared accurately and on time and that the accompanying services are provided as agreed upon. At a business event, she may ensure that equipment and technology is set up property for a formal presentation.

Manage Finances

An event planner has financial responsibilities as well. Whether self-employed or representing a business, the coordinator must ensure that clients make required payments. This includes upfront communication of payment policies and delivering invoices. The coordinator then usually makes payments to vendors and service providers on behalf of the client.

About the Author

Neil Kokemuller has been an active business, finance and education writer and content media website developer since 2007. He has been a college marketing professor since 2004. Kokemuller has additional professional experience in marketing, retail and small business. He holds a Master of Business Administration from Iowa State University.

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