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Event Coordinator Job Description

Summary
Responsible for coordinating events, including planning menus, booking musicians, putting up decorations, ordering flowers, hiring bartenders, and ensuring the event runs smoothly.
Primary responsibilities
  • Coordinate details of events such as conferences, weddings, birthdays, anniversaries, charity events, surprise parties, trade shows, sales meetings, business meetings, employee appreciation events and virtual events.
  • Calculate budgets and ensure they are adhered to.
  • Book talent, including musicians, bands, and disc jockeys.
  • Select chefs or catering companies to prepare food for event.
  • Sample food and select dishes for menus.
  • Visit venue to plan layout of seating and decorations.
  • Schedule speakers, vendors, and participants.
  • Coordinate and monitor event timelines and ensure deadlines are met.
  • Initiates, coordinates and/or participates in all efforts to publicize event.
  • Edit and design promotional materials.
  • Prepare presentations.
  • Develop and oversee fundraising events.
  • Negotiate and secure event space.
  • Secure sponsorships.
  • Work with printer and designer to develop event invitations.
  • Create invitee list.
  • Send out invitations and manage RSVP list.
  • Hire staff to manage the event, including bouncers and security personnel.
  • Manage correspondence.
  • Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.
  • Keep inventory of backdrops, projectors, computers, and other display materials.

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