| Detail | For this role |
|---|---|
| Department | Hospitality |
| Level | Mid level |
| Reports to | Event Manager |
| Direct reports | None |
| Experience | 2 to 5 years in event planning |
Event Planner job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Event Planner
Department: Hospitality
Reports to: Event Manager
Location: [City], [office, branch or site]
About the role
An Event Planner works out the detail behind an event and keeps it on schedule. They build the plan and timeline, source and coordinate vendors, and make sure every element is ready before the day. The role reports to the Event Manager. A good Event Planner is organised and thorough, chases every vendor and detail, spots gaps before they become problems and hands the event manager a plan that runs smoothly from setup to closeout.
Key responsibilities
- Build the event plan, checklist and timeline from the client brief and budget.
- Source and coordinate vendors for venue, catering, decor, sound and logistics.
- Prepare the run sheet and confirm every element ahead of the event.
- Track the event budget and flag any spend above the plan.
- Coordinate permissions, transport, setup and teardown for the event.
- Follow up with vendors to confirm delivery, timing and specifications.
- Prepare guest and seating plans and manage invitations and RSVPs.
- Support the event manager on the day and solve small problems.
- Maintain vendor lists, quotes and contacts for future events.
- Review the event afterwards and note what to improve.
Requirements
- Degree or diploma in event management
- Event planning experience
- Good coordination and Excel skills
- 2 to 5 years in event planning
KRAs and KPIs for a Event Planner
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Plan readiness | Event plan and run sheet ready and confirmed before every event |
| Vendor coordination | Vendors confirmed and delivered on time for each event |
| Budget tracking | Event spend kept within the approved budget with variances flagged |
| Detail accuracy | Event details delivered as planned with no major miss |
| Turnaround | Planning milestones met so no event runs to the wire |
Skills and tools
Tools used day to day: Event management software, MS Excel, Project planning tools, Vendor lists, Email.
Reporting line and career path
Next roles: Event Manager, Wedding Planner, Senior Event Planner
Interview questions for a Event Planner
- How do you build a plan and timeline for an event?
- How do you keep many vendors coordinated before an event?
- How do you track the event budget as you plan?
- How do you handle a vendor who may not deliver on time?
- How do you manage a guest and seating plan?
- How do you spot a gap in the plan before the day?
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What does an Event Planner do?
An Event Planner works out the detail behind an event and keeps it on schedule. They build the plan and timeline, source and coordinate vendors, track the budget and confirm every element before the day. They support the event manager on site, reporting to them, and review each event afterwards.
What is the difference between an Event Planner and an Event Manager?
An Event Manager owns the event overall, including the client and the budget, and leads the team. An Event Planner focuses on the detail and coordination: plans, timelines, vendors and checklists. The planner prepares and organises; the manager takes the decisions and carries the client relationship.
What qualifications does an Event Planner need?
Most Event Planner roles ask for a degree or diploma in event management with event planning experience and two or more years. Strong organisation, attention to detail and coordination matter most, along with comfort building timelines and budgets and chasing vendors to deliver on time.