How to hire an event project coordinator

How to hire an event project coordinator, step by step

Here's a step-by-step event project coordinator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an event project coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new event project coordinator
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your event project coordinator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find an event project coordinator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   An event project coordinator's background is also an important factor in determining whether they'll be a good fit for the position. For example, event project coordinators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   Here's a comparison of event project coordinator salaries for various roles:

   Type of Event Project Coordinator	Description	Hourly rate
   Event Project Coordinator	Meeting, convention, and event planners coordinate all aspects of events and professional meetings. They arrange meeting locations, transportation, and other details.	$16-36
   Planning Committee Member	The role of planning committee members is to assist with designing and implementing an educational activity. They need to ensure that the leadership gives the continuing education (CE) developer enough time to complete the CE process... Show more	$9-152
   Director Of Events	An event director or director of the event is responsible for organizing a successful execution of an event. This job is demanding and involves a varied range of tasks and obligations, from planning and overseeing the cast and crew recruited, supervise training for effective execution of the event... Show more	$18-53

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Event Planning
   • Event Management
   • Event Logistics
   • Event Coordination
   • Project Scope
   • Conference Calls
   • Event Registration
   • Travel Arrangements
   • External Vendors
   • Donor Database
   • Expense Reports
   • BEO
   • Press Releases
   • Event Budgets

   Check all skills

   Responsibilities:

   • Conduct extensive site research and manage hotel room blocks, contracts and BEO's.
   • Manage the LMS troubleshooting issues and communications resulting in the learner successfully completing their course.
   • Manage Minnesota Medicaid billing and patient eligibility from admission and renewals.
   • Create and update leadership slides in PowerPoint.
   • Consider an expert in SharePoint, able to create and implement SharePoint communication strategy.
   • Maintain organization website using HTML and Dreamweaver.

3. Make a budget

   Including a salary range in your event project coordinator job description is a great way to entice the best and brightest candidates. An event project coordinator salary can vary based on several factors:

   • Location. For example, event project coordinators' average salary in arkansas is 53% less than in new jersey.
   • Seniority. Entry-level event project coordinators earn 54% less than senior-level event project coordinators.
   • Certifications. An event project coordinator with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in an event project coordinator's salary.

   Average event project coordinator salary

   $51,869yearly

   $24.94 hourly rate

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   Entry-level event project coordinator salary

   $35,000 yearly salary

   Updated December 15, 2025

4. Writing an event project coordinator job description

   An event project coordinator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of an event project coordinator job description:

   Event project coordinator job description example

   Work type: Full time
   
   About FCM Meetings and Events: We have an elevated focus on strategy, content and technology. We are leaner, more agile. And it's all backed by the global strength and security of Flight Centre Travel Group's flagship corporate travel brand FCM Travel. When you combine the talent, tech, global reach of our new blended brand as well as the amazing ability of our people to think differently - the result is a meetings and events company LIKE NO OTHER.
   About the Opportunity
   
   We connect our customers' audiences to their business and/or strategic message by creating innovative events, compelling incentive programs and exciting branding and communications. We create experiences that make memories for the audience, whether in person or virtually, by stimulating their hearts and minds to optimise their engagement.
   
   What you will be doing:
   
   * Assisting the Project Lead in establishing correct systems, platforms and processes from the outset to ensure timely, error free project management.
   
   * Assist with set up and management of event technology include Events Air, OnAir and Hopin.
   
   * Supporting the Project Lead in maintaining accurate files, budgets & critical paths in order to adhere to deadlines and budgets, especially attrition and cancellation deadlines as per signed contracts.
   
   * Support the Project Lead in briefing various departments on a project - technical, creative, venues, entertainment, group travel etc.
   
   * Maintain effective and customer focused communication throughout with all project stakeholders
   
   You'll be perfect for this role if you can showcase:
   
   * Degree qualified, preferred in Project or Event Management
   
   * A knowledge of all major suppliers and relevant MICE products and destinations
   
   * Knowledge of project management processes, standards and procedures
   
   * Demonstrated experience in project management with the event management sand production industry
   
   The successful candidate will be rewarded with a competitive salary package, with global career advancement and travel opportunities! Work with some of the largest and most well-known businesses in Australia and colleagues across the business.
   
   * Career progression program including global career opportunities
   
   * Health advice, gym access and financial planning consultations
   
   * Discounted travel and access to excellent incentives from the world's top travel providers
   * FCMflex - flexible working arrangements that cater to both personal and business objectives
   
   You will be employed by a company that takes pride in their employees and offers a team culture like no other in the industry. You will be welcomed and provided with the right support to achieve continued success.
   
   For a job that will truly take you places, watch your career take off and join the FCM Meetings and Events / Flight Centre Travel Group's force!
   
   Applications close:

   Copy this example

   

5. Post your job

   To find the right event project coordinator for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with event project coordinators they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit event project coordinators who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your event project coordinator job on Zippia to find and recruit event project coordinator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with event project coordinator candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new event project coordinator

   Once you've decided on a perfect event project coordinator candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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