What an event coordinator does
Event coordinators plan and deliver meetings, conferences, weddings, corporate functions and private events. They respond to client inquiries, prepare proposals and event orders, book space, work with catering and audiovisual teams, coordinate vendors, track budgets and run the event on the day. Afterward they reconcile invoices and gather feedback. In a hotel or venue they also help sell space and food and beverage packages, which ties the role directly to revenue.
Event coordination is not a licensed profession, so employers judge candidates on experience, organization and client handling. Some hold the Certified Meeting Professional (CMP) designation or a college credential in event management. Finch screens for the kinds of events candidates have actually run, the software they use, how they handle last-minute changes and how they work with chefs, banquet captains and vendors. We also confirm availability for evening and weekend events.
Typical responsibilities
- Responding to inquiries, preparing proposals and confirming contracts with clients
- Planning timelines, floor plans, menus and audiovisual requirements
- Booking and coordinating vendors such as catering, rentals, decor and entertainment
- Preparing event orders and briefing banquet, kitchen and operations teams
- Managing budgets and reconciling invoices after each event
- Overseeing set-up, running the event on the day and resolving issues as they arise
Qualifications and credentials
- Experience coordinating events at a hotel, venue, catering company or agency
- College diploma or certificate in event management, hospitality or a related field, often preferred
- Certified Meeting Professional (CMP) designation, valued for senior or conference-focused roles
- Familiarity with event management, booking or catering software
- Smart Serve certification where the coordinator will be involved in alcohol service at events
Who hires an event coordinator
- Hotels and conference centres
- Banquet halls and event venues
- Catering companies
- Corporate event and meeting planning agencies
- Associations and non-profit organizations that run conferences
Where we recruit event coordinator candidates
We fill event coordinator roles for employers across Toronto and the GTA, including North York, Scarborough, Etobicoke, Vaughan, Markham, Richmond Hill, Mississauga, Brampton, Oakville, Burlington, Oshawa and Pickering, and for employers across Canada. GTA employers can meet us at our North York office by appointment.
What Finch checks before you meet a candidate
- Types, sizes and budgets of events the candidate has managed
- Organization, planning tools and attention to detail
- Client communication and handling of difficult requests
- Vendor and supplier relationships
- Availability for evenings, weekends and peak event seasons
Interview questions to ask
- Tell me about an event where something went wrong on the day. How did you handle it?
- How do you keep a client’s event on budget when they keep adding requests?
- What does your planning timeline look like for a large corporate event?