Event Planner Job Description: Top Duties and Qualifications

An Event Planner, or Event Manager, is responsible for organizing corporate or private events for companies or individuals. Their duties include meeting with clients to discuss their needs, maintaining partnerships with vendors and caterers and overseeing the set-up, execution and cleanup of events.

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Event Planner duties and responsibilities

The duties and responsibilities of an Event Planner require the ability to communicate well with customers and venues. Event planners must pay careful attention to detail using information from several sources to plan a successful event. Other Event Planner responsibilities include:

  • Listening attentively to customer requests and keeping records of these requests
  • Managing and budgeting customer finances
  • Selecting an appropriate venue suitable for the type of event
  • Having good knowledge of geographic locations and their main attractions
  • Organizing audiovisual equipment in advance
  • Coordinating hotels, transportation and food
  • Attending and monitoring activities to ensure client satisfaction
  • Reviewing bills and approving payments
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Event Planner Job Description Examples

 

Example 1

Indiana Hand to Shoulder Center is seeking a professional meeting planner for a nationally based medical meeting (attendance 350-400 therapists). The meeting is held each two years and will be held April 20-23rd at the Embassy Suites in Noblesville, IN. Hand therapists and hand surgeons attend the meeting. The meeting is intended to be both educational and fun! This is a temporary position. Position begins mid December 2021.

This position is ideal for someone who has experience planning educational meetings, is a quick learner, and proactive in getting tasks completed.

Responsibilities include: registration, exhibitors, printed manual of presentations, arrangements with hotel (rooms/setup/electrical/food & beverage) etc. Hours & days of the week can be flexible - anticipate a progressive increase in hours from 8-12 hours a week in December to 18-24 hrs a week in January & February, 32-40 hrs in March and 40 hrs in April. It is essential to have excellent computer skills and experience working with printers and hotels. Professional references necessary.

Salary range: $25 to $30/hr

Job Types: Full-time, Part-time, Temporary

Education:
  • High school or equivalent (Preferred)

    Experience:
  • Events management: 1 year Location: One location
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    Example 2

    We currently have an opening in our Events Department for a team member. Event Planner will be responsible for the successful production of events and meeting the financial and operational goals of the organization. You will work closely with the Events Director, Director of Corporate Events and [website] Events Department of the Boys & Girls Clubs of Broward County produces more than a dozen events each year.

    Responsibilities Include:
  • Act as event lead for four (4) well-known events
  • Active team member in all events.
  • Coordinate and execute vendor registrations for the Concours d’ Elegance
  • Attend committee meetings, assist with live and silent auctions, staffing, training and supervising BGCBC staff and volunteers, attending and producing sub-event functions and varied delegated assignments that ensure the success of all events.
  • Prepare, monitor and control lead events annual revenue and expense budget.
  • Assist event chairs in obtaining sponsorships, table sales, advertisers, live & silent auction items, raffle prizes and other revenue sources.
  • Produce all Live Auction Videos
  • Within one week of each event, must present to a written financial recap.
  • Coordinate Event Completion assignments
  • Additional events or related responsibilities as assigned
  • Effectively manage, train and motivate staff and volunteers on a daily basis and other BGCBC staff and volunteers during the events.
  • Manage the expenses associated with all events.

    Relationships:
  • Maintain close daily communication with throughout department to update progress on all events.
  • Maintain daily communication with Accounting Department to ensure correct input of all donations, billing and expenses.
  • Work in a positive and professional manner with all program staff while assisting with special events.
  • Maintain excellent communication with event personnel while mentoring and training such individuals.
  • Communicate with appropriate Board members, Committee Chairs and Members, event staff, volunteers, sponsors, vendors and act as liaison where appropriate for Boys & Girls Clubs of Broward County.

    Qualifications/Requirements:
  • 4-year College Degree strongly preferred. Relevant significant experience will be considered
  • Minimum of three (3) years in event production.
  • Demonstrate skills and experience in the production of financially successful special events ranging from single-day to multi-day events.
  • Demonstrate the ability to lead, train, direct and motivate volunteers and staff.
  • Demonstrate the ability to manage a budget.
  • Ability to use Microsoft Office programs, including spreadsheets, Power Point and word processing with a high degree of accuracy.
  • Experience with Raisers Edge software a plus
  • Exceptional customer service skills and attention to detail.
  • Ability to understand and negotiate contracts with vendors.
  • Excellent verbal and written communication skills.
  • Ability to display a positive attitude and professional demeanor at all times
  • Reliable transportation needed to attend meetings and events.

    Environmental AND Working Conditions:

    The majority of work will be conducted in an office setting; however, major blocks of time will be away from the office and at the event venues. Various off-site meetings will occur at respective Boys & Girls Clubs or Volunteer offices. The position may require weeknight and or weekend meetings/events.

    Physical and mental requirements:

    Sit for 4 or more hours per day. Prolonged periods of standing, walking, carrying, standing, lifting items up to 20 pounds and bending are also necessary to the role. Good sight and hearing are essential. Successfully communicate through speaking, writing and reading with comprehension. Manage multiple tasks with varying deadlines.

    Please send resume to address provided.

    Successful candidate must pass Level 2 (fingerprinting) background screen and drug screening, have a valid driver's license and clean driving record.

    Position requires some evening and weekend hours

    EEO/DFWP/E-Verify

    Job Type: Full-time

    Pay: $35,000.00 - $38,000.00 per year

    Benefits:
  • 401(k)
  • Dental insurance
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Parental leave
  • Retirement plan
  • Vision insurance
    Schedule:
  • Monday to Friday
  • Weekend availability

    COVID-19 considerations:
    Face-covering mandatory, frequent use of hand-sanitizer, social distancing, compliance with directional markers; sharing of equipment prohibited.

    Ability to commute/relocate:
  • Fort Lauderdale, FL 33309: Reliably commute or planning to relocate before starting work (Preferred)

    Education:
  • Bachelor's (Preferred)

    Experience:
  • Events management: 1 year (Preferred)
  • Customer service: 1 year Location: One location
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    Example 3

    Overview:

    TekWissen Group is a workforce management provider throughout the USA and many other countries in the world. The below job opportunity is with one of our Biotech clients that researches develop and commercializes drugs. The company focuses primarily on antiviral drugs used in the treatment of HIV, hepatitis B, hepatitis C, and influenza, including Harvoni and Sovaldi.

    Description:

  • Works under the general guidance of the manager
  • Organizes and coordinates logistics for Medical Affairs Advisory Programs and other events for client attendees.
  • Works directly with internal stakeholders, staff, and external vendors to ensure logistical aspects of meetings meet expectations
  • Communicates with event attendees, including executive management, to ensure they are outfitted with necessary travel and event details
  • Builds and manages registration for programs
  • Communicates directly with external advisors to ensure travel is completed and satisfactory
    Attends events to ensure catering, travel, audio-visual, meeting space, and off-site dinners operate as planned
  • Prepares and distributes communication to employees as it relates to meetings or events
  • Provides post-event analysis, including event metrics
  • Makes recommendations on venues, transportation, catering and similar services
  • Negotiates contracts and terms of service with vendors
  • Budget responsibilities includes initiating purchase orders, check requests, and honorariums, tracking event budget, reconciling budget post event and reporting expenses per Legal requirements
  • Assists in the development of processes related to department activities
  • May provide training to other groups/departments on functional policies/processes

    Specific Education and Experience Requirements:

  • Must have demonstrated success in events management/planning and managing vendors
  • Must have excellent project management skills and demonstrated success in managing multiple simultaneous projects
  • Must have excellent customer service skills and demonstrated success in establishing effective
  • working relationships with a diverse range of internal and external key stakeholders
  • Must have excellent communication and problem-solving skills
  • Must have strong proficiency in Microsoft Office applications.
  • Must have a strong understanding of client products and departmental policies
  • Must have demonstrated ability to work well independently under pressure
  • Must have demonstrated the ability to supervise the tasks of more junior employees
  • Must have successfully managed vendors and project costs
  • Must be able to resolve problems and make recommendations related to operations within the scope of their responsibility
  • Cvent experience not required but preferred.

    Specific Education and Experience Requirements:

  • Typically requires a minimum of 4 years of relevant experience in the pharmaceutical or event planning industry.

    TekWissen® Group is an equal opportunity/affirmative action Employer (m/f/d/v) supporting workforce diversity.

    Job Types: Full-time, Contract

    Pay: Up to $23.00 per hour

    Experience:
  • Events management: 3 years (Preferred)
  • project management or project coordination: 3 years (Preferred)
  • vendor management: 1 year Location: One location
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    What does an Event Planner do?

    Event Planners typically work for corporations, venues, event planning companies or hotels and resorts. They can also be self-employed individuals. They use their eye for design and management skills to oversee an event from the planning and preparation phase through to completion. Their job is to work with one or more clients at a time to help them establish their event needs within a particular budget. They use this information to book venues and hire entertainment, Caterers and Designers. They may also undertake the job of creating and sending out invitations to the client’s desired guest list.

    Event Planner skills and qualifications

    An event planner may obtain the Certified Meeting Professional credential from the Events Industry Council. Event planners working for the government can get the Certified Government Meeting Professional designation from The Society of Government Meeting Professionals. Certificates are available for wedding planners from recognized associations too. Event planners abilities include:

    • Being a motivated self-starter
    • Excellent communication and interpersonal skills
    • Negotiating contracts with clients and service providers
    • The ability to multitask efficiently
    • Creative thinking and problem solving 
    • Identifying and solving problems for clients
    • Selecting the best price for products and services
    • Advanced written and oral communications skills

    Event Planner salary expectations

    An Event Planner makes an average of $15.56 per hour. Pay rate may depend on level of experience, education and the geographical location. 

    Event Planner education and training requirements

    An Event Planner position requires the applicant to have a Bachelor’s degree. Some employers accept candidates who have studied event and business management at a college level. People interested in being an Event Planner can also consider business communications for exceptional interpersonal interaction via phone, email and text. Keeping up to date with the latest technological advances in communication is essential. It may be required for some students in the hospitality services to upgrade their education by taking extra courses continually. Degree fields that help toward being an Event Planner include hospitality, communications, public relations or another related field of study.

    Event Planner experience requirements

    Many employers seek an Event Planner with experience in the hospitality industry. Having had multiple positions in an establishment can ensure the candidate knows how a hotel or service venue operates. Shadowing other professional Event Planners will count as an experience qualification for a job. A person with experience coordinating school events in a volunteer role will also be qualified as having expertise. Employers may look for a set number of experiences planning events for clients. Other employers seek from 2-5 years of experience in event management to qualify for a position in their company.

    Job description samples for similar positions

    If the Event Planner job description doesn’t meet your needs, see job descriptions for related positions: 

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    Frequently asked questions about Event Planners

     

    What is the difference between an Event Planner and an Event Coordinator?

    The difference between an Event Planner and an Event Coordinator is that Event Planners have a more senior role in the event planning process. This means that Event Coordinates typically report to Event Planners and perform specific tasks as needed. Their tasks include greeting Caterers, instructing staff and helping with decorations and other design elements.

     

    What are the daily duties of an Event Planner?

    On a typical day, an Event Planner starts by checking their schedule to review client meetings, venue appointments and other tasks they want to accomplish. Throughout the day, they meet with their clients in-person or over the phone to discuss the progress of an event. During these meetings, clients have the opportunity to make adjustments to their ideas and Event Planners make suggestions about the next steps. After client meetings, Event Planners talk with the Event Coordinators and Assistants to determine what they have accomplished in terms of scheduling and securing vendors.

     

    What makes a good Event Planner?

    A good Event Planner is someone who uses their organization and management experience to help create meaningful events for their clients. They have a desire to please others, which motivates them to plan and execute successful events. A good Event Planner should have a personable and calming nature that enables them to connect with their clients and helps clients feel at ease even during high-stress situations. They also need to have an innovative mindset to embrace last-minute changes. 

    Being innovative allows Event Planners to come up with unique ideas to salvage events in situations where vendors have to cancel or if other factors affect the original plan. Further, Event Planners should be able to handle multiple clients at a time while also devoting equal time and effort to each one. This ensures that each client feels like a priority regardless of how many other clients an Event Planner has.

     

    What are the different types of Event Planners?

    Some Event Planners oversee a variety of different events, from corporate conventions to weddings and private parties. However, some Event Planners hold more specific titles relating to their specialized area of experience. These are a few examples of Event Planner specialties:

    • Meeting Planner: These professionals typically oversee the organization of corporate meetings and events between company executives and other officials.
    • Wedding Planner: This type of Event Planner focuses specifically on planning and executing weddings.
    • Party Planner: These individuals work with clients to put on birthday parties, holiday parties or theme parties.
    • Conference Planner: This type of Event Planner works for a venue or convention center to oversee large corporate events or themed conventions.

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