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Being an event coordinator requires high levels of interpersonal and organizational skills. That means that interviewers are looking for someone who can be personable, organized, and attentive during an interview.
Key Takeaways:
As a candidate, be prepared to answer questions directly about your work experience. Do your best to tie your answers in with qualities that are listed in the job description.
As an interviewer, check up on other events that the candidate may have coordinated, if possible, to see how they go about event coordination.
Here are some interview questions event coordinators are asked, along with some example answers.
Why do you want to work here?
It’s best for all pirates involved if the candidate is actually interested in working at the organization that’s interviewing them. Changing jobs is disruptive and expensive for employers, so it’s best for workers to prioritize applying to places where they actually want to work and for employers to hire people who actually want to work there.
Example Answer:
I’ve spent my career so far working for private businesses, and I felt like I wanted to do something more rewarding. So I’ve started applying to nonprofits. The cause you champion is one that’s always troubled me, and I hoped that maybe I could make a difference. I’ve been volunteering here for a few years, and I hoped to do more.
What are your strengths and weaknesses?
Self-awareness is something that can make a candidate appealing. That being said, a candidate that’s a veteran of the interviewing process will take the weakness question and turn it into something that can instead be seen as a strength.
Example Answer:
My strengths? Well, I’ve always been highly organized. I make lists and itineraries for everything. And I take a lot of notes. That always came naturally to me, and it’s served me incredibly well in coordinating events. I can keep track of everything.
As for my weakness, I guess I’d say that I’m a bit of a taskmaster. Not everyone who worked under me was always happy. I’m demanding, and I’m not always as patient as I should be when someone makes a mistake. But it’s because I’m determined that the event be as close to perfect as possible.
Tell me about yourself
This is a common interview question to assess personality and cultural fit. It can also assess how interested the candidate is in the profession and how long they’re likely to stay at this job. As a candidate, it’s best to emphasize your passion for the field as well as your deep interest in it.
Example Answer:
I got into event coordinating with the company that hired me right after I graduated. I’d originally planned to work in marketing, but when the position opened up, I went for it. And two years later, here I am, still coordinating events.
Outside of work, I'm a very arts and crafts kind of person. I love to macrame, do paper mache, and paint. I have a workroom in my house that’s just always a giant mess and filled with half-finished projects. But it’s my favorite room, no matter how messy it is.
Have you ever gone over budget? How did you deal with it?
As with any kind of planning, event coordination requires creating and adhering to a budget. Of course, there’s always the possibility that something will go wrong, causing the event to go over the budget. It’s good for the hiring manager to find out how the candidate handled a situation like that in the past.
Example Answer:
I’m usually extremely aware of my budget, so going over is pretty unusual for me. But one time, a caterer had to drop out a week before the event. It was a smaller company, and they had a family emergency. There was no way they could juggle my event and what happened. So I had to scramble to get another caterer.
Of course, if you’re asking for a caterer a week in advance, there just aren’t many options. Most of my usual caterers were booked up, and they couldn’t do anything for me.
So I had to hire a much more expensive one, and that pushed us over. I didn’t have time to cut spending on other aspects, so I just had to tell my client we were going over the budget. She wasn’t happy, but she understood.
How do you ensure that you’re always organized? What are your indispensable tools?
Any major project has a lot of moving parts, which can make it difficult to keep track of them all. Interviewers are going to want to be sure that the candidate they hire is able to keep track of everything, as that is the coordinator’s main responsibility. Interviewees are going to want to emphasize their organizational skills.
Example Answer:
I’ve just naturally been organized my whole life. I make myself lists; I schedule things in my calendar – even little things. Transitioning that to events was relatively easy for me, though it required altering my system a bit.
My calendar and itinerary are indispensable to me. I make sure that I write down every meeting, tasks that have to get done by a certain date, and other scheduled events. I keep track of everything that’s supposed to happen, what time it’s supposed to happen, and who I need to talk to to get it done.
How do you assure nervous clients that the event will go smoothly?
Interpersonal skills are extremely important in the majority of careers, but there are somewhere they’re vital. Being a coordinator involves dealing with a lot of personalities, some of which may need special attention or wrangling.
Example Answer:
Well, if they’re just a bit nervous, then I project confidence. I do that anyway, but I make more of a show of it if my client seems doubtful. Confidence is contagious, just like nerves.
If we’re talking about a client that’s really nervous, like wanting constant updates and assurances, then I assign one of my assistants to be their wrangler. You know, reassure them, answer questions. I schedule meetings with them, too, so it doesn't seem like I’m ignoring them. The goal is to be able to spend my time on the event while making sure that they feel comfortable.
Why should we hire you?
Interviewers are impressed by interviewees who have done their research on the position they’re interviewing for, so it’s best to try to highlight the traits that were mentioned in the job description. It’s also another way to assess the candidate’s personality and find out if they’re a good fit for the company culture.
Example Answer:
Because I really want to work here. I have two years of experience under my belt, and while I’m content in my current job, I want my work to make more of a difference. I really want to be able to feel good about what I do, and if I’m working here, then I will.
I’m also highly organized, get along well with others, and really enjoy all the wrangling, planning, and compromising that goes into putting together an event.
What’s the first thing you do when you have a new project?
Asking a candidate about how they approach something is a way to try to get insight into how they do their job and interact with others. It can help show whether or not they’re a good fit for the company culture or if it’s the sort of approach that the hiring organization prefers to take in these circumstances.
Example Answer:
The very first thing I do is sit down with the client. There’s no way to even begin planning an event without knowing the budget, the size of the guest list, or the client’s vision for the event. Sometimes the basics are in the contract, so to speak, so I’m able to draw up some really preliminary ideas before meeting the client.
But I always talk to the client before doing any serious planning, booking, or venue selection. Sometimes they end up having an unrealistic view of what they can afford, which can be a difficult conversation, but it’s very important that the client and I are on the same page about what the event should look like.
Have you ever had to work with a difficult client? How did you handle it?
Dealing with clients and vendors is a major aspect of an event coordinator’s job. Candidates need to be able to smooth over disagreements, scheduling conflicts, and snags in order to make the event go off properly.
Example Answer:
I doubt that there’s an event coordinator who hasn’t. Difficult can mean many things. I ended up with a client who was a micromanager. He insisted on double-checking everything I did and would quibble over whether or not it was the right shade of dark red. I almost took up meditation.
But, I just had to remind myself that it was his event and he wanted it to be a certain way. I did my best to get his approval on everything, but it slowed the process way down. In the end, I just had to go for it and hoped that he’d be all worth it. His reaction was mixed. But the attendees were pleased, so everything worked out all right.
What do you use as inspiration if a client asks you to do something unique?
Event coordination is a job that requires creativity. Many events are similar, but there are always personal flourishes. And some clients are going to want to have a more creative event than others. Interviewers want to know if the person they’re interviewing is creative and able to come up with eye-catching ideas.
Example Answer:
I love parties. I always have. I pay close attention to what other coordinators – and hosts! – do during parties. It’s silly, but I also look at what parties look like in movies. Most of them are over the top, but that doesn't mean that there isn’t a nugget of something useful in there.
What tools do you use to manage your budget?
Tracking a budget is an important skill for a coordinator. There are many different tools out there in order to track one, and it’s good to know that the candidate is familiar with the one the company uses. Or, at the very least, makes sure to track spending properly.
Example Answer:
I primarily use Excel. My boyfriend is a programmer, so I’ve gotten him to write me a bunch of macros. Not that I can’t do it myself – but it’s easy for him. Excel can be a bit overbuilt for my needs, but I do like how customizable it is. And I’m very familiar with it.
How do you maintain motivation in your work?
Everyone has days when they don’t want to be at work. Interviewers want to know that potential employees are able to keep themselves motivated and involved in their careers, even when it’s difficult. It helps if the tactic the candidate uses meshes well with the industry they work in.
Example Answer:
Most of the time I don’t need to motivate myself; there are tons of external motivators. My client, for instance. And the fact that there are strict deadlines when the event takes place. There are also cutoff times for other tasks, such as booking a venue, getting a caterer, and getting sponsors.
But ultimately, I stay motivated because I love parties and events. There’s nothing more satisfying than putting together a successful event. I work hard to make sure that I get that feeling and that my clients and the attendees are happy with the result.
What do you think are the qualities that an event coordinator needs to be successful?
Asking a question like this is a combination of a personality question and a work style question. There isn’t necessarily a “right” answer; however, there are likely certain qualities that the interviewer will be looking for. It’s important to see if the qualities that the candidate prioritizes are similar to the ones the interviewer does.
Example Answer:
Well, I’d say that interpersonal skills are at the heart of it, and then organizational skills. But it doesn't matter how organized you are if you can’t get the vendor and the caterer to work together. And believe me, sometimes that’s much harder than it sounds.
You also need to be able to communicate with the client and your assistants to make sure that everyone knows what their job is and how to get it done. Beyond that, I’d say that creativity is really important. Not every event needs to have a creative flair, but the ones people most remember do.
What drew you to a career in event coordination?
While knowing more about the candidate’s youth or journey to their current career isn’t likely to be a make-or-break question, it can tell the interviewer more about them as a person. Asking this particular question can also be a way to determine how likely they are to stay with their current career path.
Example Answer:
I guess you could say that it’s because I’ve always loved parties. Both hosting and attending. But I really didn’t consider event coordination until an opportunity popped up at my previous company. I'd been working in marketing, and I liked that fine. But then this position came open, and I thought it sounded like it could be fun.
And at first, it was a little overwhelming, of course. But once I got the hang of it, I was right: it’s so much fun.
How do you effectively manage your time?
Coordinators have demands on their time from several different directions. They’re the ones who make sure that all the different parts of an event are able to work together and come together on time. That means that they have to budget their own time, so that they don’t focus too much on any one task.
Example Answer:
Wow, time management can be difficult. But I live off my calendar. I put everything in there. Of course, I need to be a bit flexible, as sometimes you need to spend longer on certain meetings to get things ship shape. But it’s really important not to get bogged down on one aspect and overlook another. So I budget my time carefully.
Also, whenever I can, I make sure to ask for help. I have assistants, and sometimes they’re the only reason anything ever gets done. If I have something that’s really demanding my time, I can either ask them to handle it or ask them to cover another part of the event that I don’t have time for due to the issue.
What do you do when you get something wrong?
Mistakes are inevitable. It’s important to get an idea of how the candidate reacts when they make one, as that can determine whether or not they’ll fit in with the company culture.
Example Answer:
Well, that depends on the nature of the mistake. If it’s something small, I just do my best to correct it quickly. If it’s something bigger, like I ordered the wrong number of something or the wrong color, then that can be trickier. It’ll depend on the client and how far off I am. Some clients will just accept it if it’s not too far off. Others, not so much.
Humility is a really important aspect of it. Most of the time, the issue is due to miscommunication, which is why I do my utmost to work all of the details out with the client early on. That makes an error like that much less likely.
What are your hobbies outside of work?
In most cases, what an employee does outside of work shouldn’t affect their chances of getting hired. But if the employer is looking for a cultural fit or just wants the candidate to open up, asking about hobbies is a good way to get them to start talking. People are generally willing to have a conversation about the things they enjoy doing.
Example Answer:
I’m into arts and crafts. I’m into macrame. I’ve even sold a couple of lampshades on Etsy. I also do paper mache projects and some painting. Not actually painted pictures, usually, but sprucing things up with paint or putting flourishes on the walls at my house.
Where do you see yourself in five years?
The candidate’s goals should be reasonable and in alignment with the employers’. The majority of interviewers want to know that the interviewee has looked ahead to the future and has some ambition.
Example Answer:
Oh, gosh, I hope I’m still an event coordinator. There are other coordination positions I could do, certainly, and I think I’d enjoy those well enough. But I really like planning events. And I can only get better at it, especially as I’ll get more contacts with venues, caterers, and sponsors.
What’s the aspect you find most rewarding as an event coordinator?
While a career is a steady paycheck, employers are hoping to hire people who view it as more than that. If the candidate finds the career rewarding and worthwhile, they’re much more likely to stick with it and produce better work, not to mention the fact that it’s better for people’s well-being to find their work rewarding.
Example Answer:
Watching an event go off without a hitch. Of course, it’s rare that there’s no problems at all, but the vast majority can be ironed out before the event itself. Getting everything together and having a pleased client and attendees makes all the stress and difficulties worth it.
What do you do when you’re feeling stressed?
Putting together a large event can be a stressful experience, particularly if things go wrong. It’s important for hiring managers to know that the candidate they’re interviewing has a way to deal with stressful situations and still get their job done.
Example Answer:
At work, you mean? I do get stressed when I run up against deadlines. Sometimes it’s difficult to get the different parts of putting an event together to gel. Usually, what I do when I’m feeling overwhelmed is to break the tasks down into smaller tasks. Little things that I can accomplish. That makes it much more approachable.
I’m also big on the little things. If I’m in the high-speed part of event planning, I’ll make sure to stop to get my favorite coffee or spend some time after work doing self-care. I made sure to stock up on little treats that helped me deal with the stress and get back to getting the job done.
Here are some additional questions to ask in an event coordinator interview.
Have you ever managed more than one event at a time? Did you complete both events successfully?
Tell me about a time you had to accommodate a last-minute change. How did you handle it?
How do you measure the success of your events?
What do you think makes a good event?
How do you stay up to date in the event industry?
How many years of experience in event coordination do you have?
What do you think is the biggest challenge in coordinating events?
What was the biggest event you ever coordinated?
How do you usually market and promote events?
What do you think is the key to maintaining good vendor relationships?
How do you prioritize your tasks?
What do you think is the most challenging aspect of working with vendors?
Tell me about your favorite event that you coordinated
How do you make sure you find reputable vendors and services for events?
How do you maintain relationships with vendors, clients, and sponsors?
As a Candidate:
Look into what the common event coordinator interview questions are so that you can prepare to answer them well.
Make sure to prepare examples of events that you coordinated. If you have marketing memorabilia or planning notes, you may want to look them over or even bring them so that you can cover specific questions about your prior experience in detail.
Check over your resume, cover letter, and the job description again. Make sure that you’re prepared to answer questions directly about your work experience.
As an Interviewer:
Due to the important interpersonal aspect of the position of an event coordinator, behavioral interview questions are a necessity. It’s also important to check up on how they deal with vendors, caterers, and sponsors.
When preparing interview questions for an event coordinator, it’s important to include some uncommon questions. Most interviewees are going to be familiar with basic interview questions, but you might get a better sense of how they think on their feet if you throw them an unusual question.
Check over the candidate’s resume and your job description before starting the interview. You want to be sure you know the credentials of the person you’re interviewing as well as how well they fit with the position you’re hiring for.