What does a Special Events Coordinator do?
A special events coordinator is in charge of organizing and devising plans for an event, even monitoring all progress to ensure everything is running smoothly. They are typically responsible for consulting with clients and understanding the event's purpose, offering a selection of venues and caterers, providing cost estimates, and booking various services such as speakers, equipment, location, photographers, videographers, and other essential factors. Moreover, a special events coordinator manages all processes involved in setting up and down an event, all while maintaining client satisfaction.
Special events coordinator responsibilities
Here are examples of responsibilities from real special events coordinator resumes:
- Work closely with MDA families, volunteers, sponsors and fellow staff to achieve MDA objectives.
- Maintain business website and manage Facebook account.
- Manage reservations and priority seating for VIP diners to ensure customer satisfaction and encourage repeat business.
- Compile programs and PowerPoint presentations for day of event.
- Check RSVP lines and provide attendee list for day of event.
- Create promotional flyers, brochures, and PowerPoint presentations for multiple target markets.
- Supervise RSVP lists, table assignments and other logistics for broad range of events.
- Conduct health seminars featuring free health screenings on diabetes, high blood pressure, and clinical breast exams.
- Initiate the development of event specific consumer giveaways that enhance the image of Anheuser-Busch products through unique and original concepts.
- Develop and maintain social media presence through Facebook.
- Provide VIP customers with personalize and exceptional service.
- Facilitate sweepstakes, appearances and promotional gift giveaways.
- Develop, implement and promote comprehensive alumni engagement plan.
- Develop and maintain effective working relationships with Greek alumni chapters and regional and national offices.
- Manage reservations and priority seating for VIP diners to ensure customer satisfaction and encourage repeat business.
Special events coordinator skills and personality traits
We calculated that 24% of Special Events Coordinators are proficient in Customer Service, Event Planning, and Press Releases. They’re also known for soft skills such as Negotiation skills, Interpersonal skills, and Organizational skills.
We break down the percentage of Special Events Coordinators that have these skills listed on their resume here:
- Customer Service, 24%
Work closely with Event Producers and Operations Managers to deliver consistently high performing products and customer service.
- Event Planning, 11%
Coordinated and executed all event planning activities including workshop presentations, educational training and certifications.
- Press Releases, 4%
Draft all event-related outreach materials including solicitation letters, corporate sponsorship packages, invitations, newsletter articles and press releases.
- Event Logistics, 4%
Coordinated all event logistics including catering, venue selection, volunteer coordination and correspondence with on-site and off-site facilities.
- Event Management, 4%
Assist in maintaining and producing event reports through computerized event management system.
- PowerPoint, 3%
Created promotional flyers, brochures, and PowerPoint presentations for multiple target markets.
Most special events coordinators use their skills in "customer service," "event planning," and "press releases" to do their jobs. You can find more detail on essential special events coordinator responsibilities here:
Negotiation skills. To carry out their duties, the most important skill for a special events coordinator to have is negotiation skills. Their role and responsibilities require that "meeting, convention, and event planners must be able to secure quality products and services at reasonable prices for their clients." Special events coordinators often use negotiation skills in their day-to-day job, as shown by this real resume: "composed cost distribution and invoicing documentations for accountingpurposes to outline the financial negotiations of the beo request. "
Interpersonal skills. Another soft skill that's essential for fulfilling special events coordinator duties is interpersonal skills. The role rewards competence in this skill because "meeting, convention, and event planners must establish and maintain positive relationships with clients and suppliers." According to a special events coordinator resume, here's how special events coordinators can utilize interpersonal skills in their job responsibilities: "organized promotional events including open houses prepared children birthday parties utilized strong interpersonal skills with customers during events"
Organizational skills. This is an important skill for special events coordinators to perform their duties. For an example of how special events coordinator responsibilities depend on this skill, consider that "meeting, convention, and event planners must multitask, pay attention to details, and meet tight deadlines." This excerpt from a resume also shows how vital it is to everyday roles and responsibilities of a special events coordinator: "key achievement: praised by the management for the organizational skill, attention to detail, and excellent customer service attitude. ".
Problem-solving skills. For certain special events coordinator responsibilities to be completed, the job requires competence in "problem-solving skills." The day-to-day duties of a special events coordinator rely on this skill, as "meeting, convention, and event planners must be able to anticipate potential issues and prepare creative solutions that satisfy clients." For example, this snippet was taken directly from a resume about how this skill applies to what special events coordinators do: "provide customer service to clients by listening to their needs and presenting ideas and solutions to their requirements. "
Communication skills. Another crucial skill for a special events coordinator to carry out their responsibilities is "communication skills." A big part of what special events coordinators relies on this skill, since "meeting, convention, and event planners exchange information with clients, suppliers, and event staff." How this skill relates to special events coordinator duties can be seen in an example from a special events coordinator resume snippet: "manage and monitor event timelines, including communication with presenters and student participants. "
The three companies that hire the most special events coordinators are:
- Live Nation Entertainment9 special events coordinators jobs
- Allied Universal9 special events coordinators jobs
- Bloomingdale's7 special events coordinators jobs
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Compare different special events coordinators
Special events coordinator vs. Event internship
Events interns work directly with development staff to help event coordinators in event planning and promotion. They have varied responsibilities that include communicating with vendors to move event logistics, attending meetings of the planning committee as needed, and organizing and purchasing materials and supplies. A few skills are required for an events intern to accomplish these responsibilities, including being detail-oriented, excellent communication skills, and proficiency in Microsoft Word, Excel, and PowerPoint. Having previous work experience is also an advantage.
While similarities exist, there are also some differences between special events coordinators and event internship. For instance, special events coordinator responsibilities require skills such as "event budgets," "av," "fine dining," and "event vendors." Whereas a event internship is skilled in "events intern," "administrative tasks," "event operations," and "photoshop." This is part of what separates the two careers.
Event interns tend to make the most money working in the education industry, where they earn an average salary of $30,949. In contrast, special events coordinators make the biggest average salary, $44,346, in the education industry.event interns tend to reach similar levels of education than special events coordinators. In fact, event interns are 1.7% less likely to graduate with a Master's Degree and 0.2% less likely to have a Doctoral Degree.Special events coordinator vs. Meeting planner
A meeting planner makes professional decisions in all areas of meeting preparation and presentation. They plan meetings, establish meeting objectives, schedule meetings, budget expenses, inspect meeting sites, negotiate with suppliers, and create a speaker lineup. They also need to deal with travel arrangements and with technical equipment used in the course of the meeting.
In addition to the difference in salary, there are some other key differences worth noting. For example, special events coordinator responsibilities are more likely to require skills like "customer service," "press releases," "alumni," and "av." Meanwhile, a meeting planner has duties that require skills in areas such as "client facing," "audio visual," "site selection," and "meeting materials." These differences highlight just how different the day-to-day in each role looks.
Meeting planners earn a higher average salary than special events coordinators. But meeting planners earn the highest pay in the hospitality industry, with an average salary of $55,783. Additionally, special events coordinators earn the highest salaries in the education with average pay of $44,346 annually.meeting planners earn similar levels of education than special events coordinators in general. They're 0.7% less likely to graduate with a Master's Degree and 0.2% less likely to earn a Doctoral Degree.What technology do you think will become more important and prevalent for Special Events Coordinators in the next 3-5 years?
Siddharth Mobar
Assistant Professor, Lasell University
Special events coordinator vs. Event planner
An event planner is responsible for organizing events, following the clients' needs, instructions, and budget goals. Event planners must be highly communicative to coordinate and negotiate contracts with suppliers, third-party vendors, and venue rentals. They finalize the guest list, catering services, and assist with marketing materials to promote the event. An event planner should also have a broad knowledge of the current market industry trends, which plays a vital role in planning and organizing future event opportunities.
Some important key differences between the two careers include a few of the skills necessary to fulfill the responsibilities of each. Some examples from special events coordinator resumes include skills like "event planning," "alumni," "av," and "fine dining," whereas an event planner is more likely to list skills in "plan events," "planning process," "event coordination," and "site selection. "
Event planners earn the highest salary when working in the technology industry, where they receive an average salary of $53,126. Comparatively, special events coordinators have the highest earning potential in the education industry, with an average salary of $44,346.Most event planners achieve a similar degree level compared to special events coordinators. For example, they're 0.1% less likely to graduate with a Master's Degree, and 0.1% less likely to earn a Doctoral Degree.Special events coordinator vs. Event specialist
Events specialists, also known as events producers or event planners, have many roles and responsibilities. They establish event concepts, select venues, secure sponsorships, and handle logistics for events. Also, they plan and manage event timelines, coordinate technical aspects, and manage risks. Event specialists are also responsible for communicating with vendors, organizing marketing materials, and liaising with event speakers. To become an event specialist, one should need to meet several qualifications that include having a degree in marketing, hospitality, or public relations. Organization skills and experience in project management are also important.
Types of special events coordinator
Updated January 8, 2025
