Event PlannerJob Description, Salary, Career Path, and Trends
An event planner designs and produces events based on a client’s wants and needs. They must have excellent organizational skills as they are responsible for the decor, catering, entertainment, transportation, location, guest list, equipment, and promotional material for each event. They must be able to conceptualize an event from start to finish and bring that vision to fruition. They should have excellent customer service and time management skills.
Event planners conduct market research, gather data, and negotiate contracts with clients, vendors, and suppliers. They must have good communication skills and need to report progress to all stakeholders. Ensuring compliance with insurance, legal, health, and safety regulations are important, and the event planner needs to stay up-to-date on any changes to the rules and regulations. They need good people skills and an innate ability to build solid business relationships with clients. Working knowledge of MS Office tools is also important for this role.
Sample job description #1
Essential functions and responsibilities
Conduct research and develop feasibility studies to identify new fundraising and outreach events opportunities in all country offices
Maintain a calendar of events and implement a system that enables and anticipates long-term planning and effective event management for the organization fundraising events
Lead members of the local committees from country offices in planning, budgeting, and overall management of fund raising events
Maintain strict budget controls for all events; manage all income/expense reporting and prepare appropriate reports
Oversee procurement, purchasing with regard to catering, audiovisual, security and rental needs for events
Work closely with the organization communication and donor relations staff on sponsorship arrangements and identify potential revenue streams for all major events
Work with communication staff to develop brand, marketing tools for events as required and to ensure that events receive optimal media coverage
Manage all event data to ensure names of attendees are captured and recorded in Coptic Orphans CRM tool
Serve as the primary Coptic Orphans contact for volunteer’s fund raising; cultivate Coptic Orphans loyalty among volunteers, educate and update volunteers on Coptic Orphans program goals and activities
Conduct post-event debriefing sessions
Develop and execute all necessary follow-up with sub-contractors, sponsors, and client groups
Trouble-shoot and smooth issues relating to the successful execution of the event program
Work with other development, field, and program staff to implement plans to create a presence for Coptic Orphans in new cities and regions
Travel to various fundraising events around the country as necessary; nights and weekend hours highly required
Knowledge, education, experience and skills
University degree or college diploma in business, marketing, or related field
5 years experience on Event planning or related field is requested
A passion for the organization that can be communicated to others
Excellent presentation and communication skills
Must be willing to travel and able to handle multiple projects simultaneously in a fast-paced team environment
Ability to develop professional relationships in all aspects of the position that result in stable, consistent, reliable, and courteous communication when dealing with other organizations
Excellent organization, planning and project management skill
Proficiency in Arabic is a plus
Ability to identify strengths and weaknesses in a process and make recommendations and adjustments
Ability to work with minimal supervision; work well in a team and independently
Sample job description #2
Key job responsibilities
Implement foundation events and special activities involving: community, board members, employees, medical staff, volunteers, contributors, vendors, and other projects
Recruit, train, and manage all volunteers and committee members in order to plan theme, fundraising strategy, and format of events, establish and monitor budgets
Manage all event logistics, negotiate contracts (with assistance from legal department) and arrange all vendor contracts and ensure appropriate event vision to meet the organization’s standards of excellence; close out all events to include the full spectrum of on-site clean up, internal finance and payment of invoices, and guest/sponsor stewardship
Plan and prepare budgets and provide progress reports to Director of Events for each event project. Track all event finances
Propose and implement new ideas to improve the event planning and implementation process
Work collaboratively with development team and Director of Events on all strategic fundraising efforts to ensure financial success of event, proper position of organization in the community and foster strong relationships with donors
Collaborate with development team and internal marketing and communications department as needed for events
Knowledge, skills, and abilities
Must be organized and demonstrate knowledge and level of expertise to organize events from inception to completion
Strong communication skills – written and verbal, experience managing more than one event at a time
Highly motivated self-starter who is engaging, resilient and resourceful with the ability to work independently, as well as part of a team
Manage multiple projects simultaneously and perform in a fast paced environment to meet deadlines
Ability to liaise in a professional manner with all levels of staff, management, donors, and external contacts
Willing to work evenings and weekends as events may require
Excellent vendor management skills
Sample job description #3
Essential duties and responsibilities
Partner with teams to develop requests for proposals for small meetings, work with third party on sourcing, developing recommendation parameters and guidance on contract terms. Responsible for tracking all small meeting bookings and maintaining a travel log for the Village to ensure ample support is provided
Negotiates hotel/venue agreements with acceptable contract terms and conditions
Manages relationships, hotel accommodations, ground transportation, special events and functions, food and beverage, high level service excellence, etc. Ability to manage and delegate tasks as needed
Manage financial/budget decisions, dissemination of materials, event metrics & reporting, registration records, and responses to attendee inquiries
This position will manage the dissemination of awards, track all data, and manage the award library
Arrange the availability of audio-visual equipment, transportation, displays, and other needs
Read trade publications, attend seminars, and consult with other learning management and meeting management professionals in order to keep abreast of standards and trends
Bachelor’s degree preferred
Minimum of two (2) year’s event planning/coordination experience required
Hotel experience preferred
Intermediate computer skills and proficiency in MS Office suite including Word, Excel, PowerPoint, and Outlook
Previous experience with registration software required (SignUp4, Cvent, RegOnline, or comparable software)
Certified Meeting Professional (CMP) Accreditation is a plus
Travel Required, approximately 30-50%
Has the authority to make independent choice free from immediate direction or supervision
Ability to negotiate and manage over 100 vendor contracts in a year
Must be able to perform in a fast-paced, continuously evolving environment
Must be able to help us fulfill our vision of being torchbearers for learning, the company culture, and our company values
Ability to manage heavy correspondence. Ability to craft and communicate responses to inquiries in a time sensitive manner, escalate issues as necessary and inform team of communication status
Average salary and compensation
The average salary for an event planner is $46,000 per year in the United States. Salary may depend on the level of experience, geographical location, and education level.
Los Angeles, California
Minneapolis-St. Paul, Minnesota
New York City, New York
Sample interview questions
What attracted you to the career of event planning?
How do you keep up with industry trends?
What three personality traits do you think are the most important for event planners?
What makes you want to plan events for this company?
What is one unique idea that you have that you think would add value to an event and why?
What are some challenges you’ve faced as an event planner and how did you overcome them?
Tell me about a time where something went wrong either right before or during an event that you planned. How did you work to fix it?
What are your top priorities when planning an event?
What is your favorite thing about event planning and least favorite thing about event planning?
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