WHAT DOES AN EVENT PLANNER DO?

Published: Jun 12, 2025 - The Event Planner manages the full lifecycle of event inquiries, from initial booking through coordination and planning, ensuring a seamless handover to the operations team. This role conducts site inspections, negotiates with clients to optimize revenue, and oversees the execution of both digital and in-person events in collaboration with internal teams and external vendors. The planner also supports event promotion, provides premium client service, and contributes to post-event analytics and ROI evaluation.

A Review of Professional Skills and Functions for Event Planner

1. Event Planner Duties

  • Event Planning: Perform all aspects of event planning, including programming (in consultation with leadership)
  • Event Production: Event production, preparing invitations and speaker memos
  • Event Marketing: Marketing events in partnership with a communications manager
  • Budget Management: Developing and monitoring a budget
  • Venue Coordination: Confirming and managing venues and vendors
  • Contract Negotiation: Negotiating all financial commitments for events
  • Vendor Management: Ensuring delivery of services by outside vendors and preparing post-event follow-up memos and outreach
  • Meeting Facilitation: Schedule, prepare agendas and lead event team meetings
  • Event Collaboration: Participate in event creation and event planning meetings in consultation with the Democracy Initiative team and other partners
  • Project Planning: From those sessions, prepare a project plan, event budget and track/monitor assignments and next steps
  • Speaker Outreach: Participate in speaker identification and outreach
  • Invitation Writing: Prepare high-level speaker invitations
  • Invitation Tracking: Track follow-up for invitations
  • Event Analysis: Anticipate recurring events, review previous procedures, materials, and attendee trends, and adjust invitation lists, dates, and locations
  • Event Logistics: Manage logistics for semi-annual and annual events with appropriate parties
  • List Management: Lead list management development, management, and tracking
  • Invitation Management: Manage audience invitation and reply processes from start to completion
  • Invitation Communication: Developing and maintaining invitation lists, compiling invitation materials, organizing response systems, and communicating with invitees via email, phone, or in person
  • System Management: Master all tracking systems for participant information, event registration, marketing, and attendee profile management
  • Staff Training: Train events staff in these systems
  • Procurement Compliance: Ensure procurement and purchasing procedures are followed and budgets are managed accordingly

2. Event Planner Details

  • Sales Enablement: Create opportunities for salespeople to meet high-quality contacts with experiences that are so engaging that prospects want to learn more about ClickPay
  • Campaign Leadership: Provide thought leadership for integrated tradeshow and digital campaigns
  • Targeted Messaging: Create targeted messaging per segment (e.g., HOA, MF, geo, acct system, partner) for sales collateral to drive leads
  • Sales Alignment: Collaborate with the sales and marketing organizations to ensure all marketing channels and salespeople are aligned
  • Event Strategy: Strategize and execute at least 25 prospecting events and trade shows annually with real estate trade partner organizations (e.g. NMHC, CAI, NAA, ACAM) across multiple audience segments, geographic segments, and product offerings
  • Lead Nurturing: Partner with senior members of the marketing and sales teams to develop lead-nurturing and marketing strategies, orchestrate campaign execution, monitor and measure results
  • KPI Tracking: Develop and track key performance indicators (KPIs) to provide strategic insights to improve the selection of shows attended, evolve lead generation, and drive measurable sales growth
  • Insight Reporting: Communicate results and insights to key stakeholders to support informed business decisions by providing in-depth analysis and recommendations

3. Event Planner Responsibilities

  • Event Execution: Responsible for planning, organizing, and executing various investor events, but not limited to annual meetings, advisory board meetings, conferences, investor days, product-specific due diligence sessions, breakfast, lunch, dinners, internal offsites and Apollo initiative events
  • Event Management: Responsible for all aspects of event management, including site selection, contract negotiation, proposal planning, budget management, transportation arrangements, hotel attrition and cancellations, production of meeting materials, registration, and database/on-site management
  • Vendor Relations: Establish working relationships with various hotels and vendors for meetings/events
  • Calendar Management: Regularly update and maintain the Events Calendar
  • Expense Oversight: Manage and provide ongoing oversight of Marketing’s expense allocation processes and conference budgeting
  • Website Management: Manage and execute event registration websites (manage change requests and updates)
  • Post-Event Reporting: Provide post-event reporting and analytics
  • Vendor Management: Build and maintain strong and effective relationships with preferred vendors/suppliers
  • Shipping Coordination: Responsible for packing/shipping of supplies to and from event destination, ordering signage/department supplies and other duties
  • Invoice Processing: Work closely with Accounts Payable to ensure invoice/payment requests are properly processed

4. Event Planner Job Summary

  • Event Execution: Participate in the tactical execution of events focused on consultative services, with each client giving personalized attention
  • Event Guidance: Guidance for each event
  • Space Selection: Assistance with selecting appropriate meeting, conference or special event spaces
  • Space Reservations: Reservations for executive dining and event spaces
  • Client Consulting: Consult and advise customers on event best practices
  • Policy Compliance: Work with customers on Discretionary per capita limits and reporting requirements
  • Service Coordination: Coordinating Bank Support Services (e.g. AV, food services, facilitating room set up, travel, hotel accommodations) per capita limits and reporting requirements
  • Vendor Negotiation: Negotiating with third-party vendors

5. Event Planner Accountabilities

  • Event Standards: Deliver event standards at every event (in-person, virtual, hybrid)
  • Project Planning: Project planning and critical path management
  • Approval Management: Obtain all necessary approvals based on the event requirements
  • Invitation Setup: Work with internal partners to build invitations and registration sites
  • Logistics Coordination: Source venues/suppliers and manage event and speakers logistics, including audio visual requirements, event material production and internal partner liaison
  • Onsite Execution: On-site event management and execution (in-person and virtual)
  • Database Management: Manage event databases and preparation of financial and feedback reports

6. Event Planner Functions

  • Forecasting: Use Spyglass to forecast and project numbers for all experiences and events across units
  • Meeting Coordination: Attend a weekly event meeting with updates on all things event-related
  • Team Communication: Keep colleagues up-to-date on upcoming events by working with the marketing team and operations team to ensure all information is shared before the event
  • Cross-Team Coordination: Coordinates with the onsite Experience Coordinator and Operations Team to ensure events are successful
  • Project Management: Showcase project management skills while developing, supporting and assisting on the execution of all internal events
  • Event Production: Put on a remarkable show, producing Drink the District and Taste of DC-branded events
  • Ticketing Management: Manage online ticketing platforms to ensure data tracking internally and a high level of guest experience
  • Vendor Oversight: Manage all 3rd party vendors on event buildouts, etc
  • Reporting: Be transparent by reporting on ticket sales, trends, and other metrics

7. Event Planner Job Description

  • Operational Compliance: Ensure the safe and secure execution of all operational activities on behalf of all stakeholders, and that all legislative and venue operational procedures and standards are applied to provide a consistent and safe service for all employees, customers and guests
  • Event Coordination: Coordinate commercial, corporate, private conferences and events and collate completed work orders, floor plans, and monthly schedules every week for the operational C&E meeting
  • Sales Advising: Advise individual customers on their product choice, maximising all sales opportunities to support in meeting revenue targets and continually developing service
  • Booking Management: Manage the client online booking tool and the client account/bookings with the ops team including ad-hoc requests and raising PO numbers
  • Payment Handling: Collect deposit payments and ensure that these are in line with the new payment plans and Terms and Conditions
  • Administrative Support: Provide administrative support to the operations department including but not restricted to producing signage, event menus, table plans and place cards
  • Conference Planning: Plan events and conferences for national and international visitors to a government office
  • Logistics Organization: Organize meals, tours, programs, documents for distribution, audio-visual needs, transportation, translation services and accommodations
  • Government Coordination: Work in conjunction with a government contracting officer, government sponsors of events, and existing protocol offices to provide support
  • Guideline Documentation: Document best practices and practical guidance in an Event Planning guide for ongoing use by the government office

8. Event Planner Overview

  • Event Planning: Plan the entire event from start to finish
  • Vendor Management: Negotiate contracts and manage event vendors
  • Venue Research: Identifies and researches venue options
  • Sponsorship Development: Create and sell a sponsorship package
  • Marketing Collateral: Create and distribute marketing collateral materials
  • Program Coordination: Works with the Head of Faculty, admissions, and the CEO, to develop the event programming
  • Onsite Supervision: Be present on the day of the event to ensure its success

9. Event Planner Details and Accountabilities

  • Timeline Tracking: Responsible for assisting with the creation and ongoing tracking of time and action plans associated with corporate events
  • Vendor Coordination: Coordinate with internal staff and external vendors effectively by following up on their respective priorities
  • Progress Reporting: Generate ongoing status reports to the Director of Global Events on the progress of each event and provide follow-up for the successful completion of those tasks
  • Budget Assistance: Assist with collecting costs relative to the preparation of the budget, placing orders with selected vendors and processing timely deposits and payments
  • Housing Oversight: Oversee the housing blocks against contractual commitments, reducing the risk of attrition
  • Logistics Coordination: Coordinate with hotels/vendors on making selections and placing orders for food and beverage, audio visual equipment and timely room set-up
  • Agenda Production: Assist with producing event specifications and detailed agendas
  • Process Improvement: Brainstorm with the internal department to develop improved event planning processes, systems and strategic approaches to continuously create successful events that make a positive impact on the organization
  • Department Support: Fulfill other duties and projects as assigned by the Director of Events or Sales in support of the Events Department
  • Team Collaboration: Commit to working together as one team, exceed service expectations by developing positive relationships and treat others with value and respect
  • Service Commitment: Exhibit an honest and committed effort to deliver as promised, never compromising quality
  • Goal Achievement: Achieve individual and team goals
  • Deadline Management: Meet deadlines with the resources provided and never compromise ethical standards
  • Professional Development: Seek opportunities for personal and professional development
  • Training Participation: Attend all company-required training and actively participate in development conversations with managers

10. Event Planner Tasks

  • Event Coordination: Assist Field Marketing Managers with planning, event research and contract execution, external vendor management, external production team management, swag curation, and all pre- and post-event team resources
  • Logistics Management: Manage all supporting logistics for field events, including contracts, printing, promotional items, supporting materials, shipping and receiving
  • Swag Procurement: Procure all customer and staff swag, manage the online swag store and the swag warehouse
  • Data Analysis: Work with departmental managers to outline the specific data needs for each business method analysis project
  • Reporting Skills: Use the tools given to analyze data and generate useful business reports for each region
  • ROI Measurement: Measure pre- and post-campaign impact through SFDC reporting, evaluate event/campaign ROI, and present on recommendations for improvement
  • Competitive Research: Explore competitive campaigns and content and share back to the team
  • Project Tracking: Coordinate marketing project status and update the project management Smartsheet every week
  • Process Optimization: Identify and recommend new ways to save money by streamlining business processes
  • Brand Compliance: Ensure proper use of brand standards in all internal and external communication
  • Onsite Support: Provide onsite event staff/support

11. Event Planner Roles

  • Tradeshow Planning: Provides planning for all industry trade show related tasks with the highest standard of detail of planning and delivery
  • Inventory Management: Manages and maintains the location and quality of all tradeshow materials in and out of internal and external warehouses
  • Vendor Coordination: Works with outside vendors to ensure the accuracy and timeliness of tradeshow services and materials
  • Display Fabrication: Works closely with vendors for the fabrication of event displays to ensure quality craftsmanship, creativity, and on-time delivery
  • Onsite Supervision: Responsible for on-site supervision of selected high-priority shows for installation and dismantling
  • Project Scheduling: Appropriately schedules and manages projects to meet deadlines
  • Collateral Tracking: Maintains up-to-date inventories of show collateral for all divisions
  • Shipment Verification: Receives incoming shipments and verifies inventory from show sites while providing quality control, shortages, and damaged equipment
  • Equipment Repair: Works with the I&D vendor to get equipment fixed
  • Creative Input: Provides creative input for events, show exhibits, and display material
  • Paperwork Completion: Complete show electrical, material handling, and other show paperwork and ensure the installation of such ordered items
  • Installation Planning: Develop a plan for the installation and dismantling of large structures and calculate staffing needs
  • Campaign Execution: Helps with pre- and post-show campaign planning and execution including targeting list for email blast and post-show follow-up
  • Display Maintenance: Manages in-house displays to include management of equipment repair, regular preventive maintenance, and repair of show collateral

12. Event Planner Additional Details

  • Conference Planning: Plan and execute all Conferences, such as management, leadership and training conferences
  • Event Execution: Plan and execute Special events, such as galas, dinners and recognition events
  • Vendor Coordination: Help with researching locations, negotiating contracts, selecting and coordinating vendors
  • Onsite Operations: Manage on-site event operations
  • Staff Management: Oversee event recruiting, hiring, and managing of on-site staff, event assistants, and the operations team for each regional location
  • Logistics Communication: Responsible for ongoing communication with operations personnel regarding event date, location, and other logistics
  • Project Management: Manage a project from inception through completion
  • Event Negotiation: Negotiate, plan and successfully manage a variety of events from small meetings to incentive programs of 600 people or more
  • Customer Service: Providing outstanding customer service while proactively troubleshooting/problem-solving
  • Multitasking Efficiency: Work on multiple projects simultaneously while remaining organized, efficient and flexible

13. Event Planner Essential Functions

  • Tradeshow Coordination: Coordinate 3rd party tradeshow logistics including booth design, vendor orders and management, and ancillary onsite events
  • Event Logistics: Partner with Field Marketing Managers to coordinate event logistics for company-hosted events including F&B, AV, and vendor communication
  • Lead Management: Partner with the marketing and sales operations team to improve and iterate on an evolving lead upload and follow-up process to ensure pipeline results
  • Web Collaboration: Partner with the web team to create on-demand recording landing pages from request to completion
  • Budget Tracking: Own the team's quarterly budget tracking, updates to the internal events calendar, and posting of public events to the website
  • Deadline Management: Responsible for event planning, tracking event deadlines, and coordinating staff schedules
  • Vendor Sourcing: Obtain competing quotes, manage on-site logistics, and maintain accounting of event expenses
  • Stakeholder Engagement: Build relationships with speakers and key attendees
  • Shipping Coordination: Arrange shipping and receiving of product and display materials, maintain a working list of upcoming industry events, conduct pre-event planning and follow-up review meetings, design and build exhibit displays
  • Event Leadership: Promote and deliver end-to-end leadership within the meeting life cycle from event registration, event marketing, and event design to on-site/virtual execution of the event

14. Event Planner Role Purpose

  • Event Coordination: Work on the Regional Events team, which plans employee events such as company picnics, sporting tournaments, store incentive parties, and other corporate events
  • Event Execution: Plan and execute all aspects of social and sporting events for In-N-Out Burger associates, such as researching locations, negotiating contracts, selecting and coordinating vendors
  • Employee Engagement: Help plan employee events and employee engagement events
  • Culture Building: Drive company culture and focus on the employee experience
  • Logistics Communication: Assist with ongoing communication with operations personnel regarding event date, location, and other logistics
  • Attendee Communication: Create and manage communications for event attendees
  • Project Management: Work on a project from inception through completion
  • Process Improvement: Create process improvements for event planning efficiencies
  • Onsite Operations: Help with onsite and “day-of-event” activities and operations
  • Team Support: Assist and support the Travel and Events Department

15. Event Planner General Responsibilities

  • Enquiry Management: Proactively generate and manage meeting and event enquiries from booking to delivery
  • Client Response: Respond to all event enquiries in an efficient and timely manner
  • Event Planning: Coordinate and plan all events until the event day, before handing over to the Operations team
  • Site Inspection: Conduct site inspections on the property with potential clients
  • Client Negotiation: Negotiate with clients and achieve maximum revenue/profit potential while satisfying client needs
  • Sales Closing: Close prospects as confirmed bookings and maximize all revenue potential by upselling in all revenue-producing areas
  • Operations Coordination: Coordinate and lead operations for digital and in-person events
  • Vendor Management: Work with catering, media, broadcasting, facilities and various other partners/vendors for full event execution
  • Customer Service: Provide white glove customer service internally and externally
  • Marketing Partnership: Partner with marketing teams for effective and innovative event promotion
  • ROI Tracking: Participate in event analytics and ROI tracking
Relevant Information
What Does An Event Specialist Do?
What Does An Event Assistant Do?
What Does An Event Do?
What Does An Event Coordinator Do?