How To Hire An Event Coordinator

Event Coordinators are the people behind the scenes who ensure meetings, conferences, trade shows, and company events go off without a hitch. From vendor management and venue logistics to budgeting and day-of execution, they turn ideas into memorable experiences. Whether you're planning internal gatherings or high-impact client-facing events, hiring the right Event Coordinator can elevate your brand and boost engagement.

Understanding The Role & Responsibilities

An Event Coordinator is responsible for managing the logistics, planning, and execution of events from start to finish. They collaborate with internal teams, external vendors, and stakeholders to ensure everything runs smoothly.

Typical responsibilities include:

• Coordinating event logistics, including location, vendors, catering, signage, and supplies
• Managing event budgets and ensuring cost-effective execution
• Booking venues, negotiating contracts, and securing permits
• Creating detailed timelines and checklists to track tasks and milestones
• Overseeing event setup, execution, and breakdown
• Working with marketing, sales, or HR to align the event with company goals
• Managing on-site registration, attendee experience, and issue resolution
• Collecting feedback and reporting on event outcomes

Depending on your organization, Event Coordinators may focus on internal culture events, industry conferences, recruiting events, or executive off-sites.

Skills To Look For In A Great Event Coordinator

The best Event Coordinators are highly organized multitaskers who thrive under pressure and know how to turn vision into action.

Look for candidates with:

Exceptional Organizational Skills

Event planning involves hundreds of moving pieces. A strong coordinator will keep every detail on track, from timelines to vendor contracts.

Vendor & Stakeholder Communication

Coordinators often act as the point of contact for venues, caterers, speakers, and internal teams. Look for clear communicators who can negotiate effectively and keep stakeholders informed.

Budget Management Experience

Events are expensive. Your hire should know how to track expenses, avoid unnecessary costs, and stick to a budget.

Adaptability & Problem-Solving

No event goes 100% according to plan. Look for someone who stays calm under pressure, adapts quickly, and solves problems on the fly.

Strong Project Management

Experience with tools like Trello, Asana, or Eventbrite is a plus. Even without software, great Event Coordinators are skilled in tracking progress and timelines.

Creativity & Brand Alignment

Whether it’s corporate swag, decor, or a keynote theme, great coordinators align details with your brand, audience, and goals.

Other Transferable Titles

Many professionals have relevant experience even if they haven’t held the exact title of “Event Coordinator.” Consider candidates with:

Administrative Assistant

Admin Assistants often handle internal events, travel coordination, or executive meetings, excellent training for a more focused event role.

Marketing Coordinator

Marketing Coordinators involved in trade shows, webinars, and experiential marketing may already have strong vendor and logistics experience.

Hospitality Manager or Concierge

Experienced in guest service, vendor relationships, and logistical execution, skills that transfer well to corporate events.

Office Manager

If they've managed operations, calendars, or budgets, Office Managers may have the skills needed to run events with structure and efficiency.

People Ops Specialist

People Ops Specialists often plan onboarding, employee engagement events, or hiring fairs and can grow into full-time event roles.

Interview Questions

Here are some helpful interview questions to evaluate candidates:

1. Can you walk me through the last event you coordinated? What was your role, and how did it go?
2. How do you prioritize tasks when managing multiple deadlines and vendors?
3. What’s your process for staying within budget while still delivering a high-quality event?
4. Describe a time something went wrong at an event. How did you respond?
5. What tools or systems do you use to track event timelines, communication, or logistics?
6. How do you ensure the attendee experience aligns with the event’s purpose or brand?
7. Tell me about a time you worked with a difficult vendor or stakeholder. How did you handle it?
8. How do you gather feedback and evaluate event success?

These questions reveal organization, resilience, communication, and leadership, essential qualities for this role.

Evaluating & Making The Final Decision

Once you’ve interviewed candidates, assess:

• Their ability to manage complex logistics and multitask effectively
• Experience with similar event types or audiences
• Communication style and collaboration with cross-functional teams
• Creativity, attention to detail, and overall polish
• Problem-solving skills under pressure

Ask for an event portfolio, sample run-of-show, or budget tracker to get a sense of their organization and approach. Reference checks can also reveal whether they consistently deliver smooth, well-run events.

Partner With Premier

Hiring an Event Coordinator means investing in flawless execution, elevated brand experiences, and reduced stress for your team. At Premier, we connect you with experienced professionals who know how to turn big ideas into seamless events, on time and on budget.

Whether you're hiring for a one-time corporate event or building a long-term events strategy, we’ll help you find the right fit.

Let Premier help you hire with confidence. Contact us to get started today.