Event Planner/Coordinator

The Event Room | Huntsville, Alabama & Surrounding Areas

Position Type: Independent Contractor (1099) — Event-Based / As Needed
Schedule: Flexible; Evenings, Weekends, and Holidays as Needed
Compensation: Percentage-Based for Event Planning; Assignment-Based for Eligible Event Styling Work

Position Overview

The Event Room is seeking experienced, creative, highly organized, and hospitality-driven Event Planners to join our growing team. We specialize in weddings, corporate events, birthday celebrations, bridal showers, baby showers, retirement parties, and other special occasions.

Event Planners are responsible for helping clients transform their ideas into thoughtfully planned and professionally executed events. This is a client-facing position that involves managing the planning process, developing event concepts, coordinating vendors, visiting venues, organizing logistics, overseeing event setups, and ensuring that events are executed according to the client's expectations and The Event Room's quality standards.

Depending on the assignment, Event Planners may work directly alongside the owner of The Event Room or independently manage events on behalf of the company. Planners may also bring their own clients to The Event Room and utilize the company's rental inventory, vendor relationships, and other services to execute those events.

Event Planners may also accept separate Event Stylist assignments when available. These assignments involve event setup, décor installation, onsite support, and breakdown rather than event planning.

At The Event Room, exceptional hospitality is central to everything we do. We believe hospitality means anticipating needs, providing thoughtful and attentive service, communicating proactively, and creating an experience where clients feel genuinely cared for.

Our goal is to take the stress and responsibility of planning off our clients so they can focus on enjoying their celebrations. We are looking for Event Planners who share this philosophy and understand that exceptional events require both thoughtful planning and outstanding customer service.

This is not a full-time position, and no minimum number of assignments or hours is guaranteed. Event Planners will be contacted as opportunities become available and may accept or decline assignments based on their availability.

Key ResponsibilitiesEvent Planning & Client Management

Serve as a primary point of contact for assigned clients throughout the event planning process.
Conduct client consultations to understand event objectives, vision, preferences, budget, guest count, and logistical requirements.
Develop event concepts, themes, design recommendations, and planning strategies aligned with client expectations.
Create and maintain event planning timelines, checklists, schedules, and other organizational documents.
Assist clients with selecting event rentals, décor, vendors, and services.
Prepare or contribute to event proposals, rental recommendations, and planning presentations.
Coordinate client meetings, planning discussions, and follow-up communications.
Provide regular updates to clients regarding planning progress, outstanding decisions, and upcoming deadlines.
Maintain accurate records of client preferences, vendor information, event details, and planning decisions.
Identify potential planning challenges and proactively recommend solutions.
Manage assigned planning responsibilities from the initial consultation through event completion.

Vendor Coordination & Venue Management

Research, identify, and recommend vendors based on event needs, client preferences, and available budgets.
Contact vendors to request pricing, availability, service details, and proposals.
Assist with coordinating services such as catering, entertainment, photography, videography, floral design, transportation, and other event needs.
Communicate with vendors throughout the planning process to confirm responsibilities, schedules, delivery requirements, and event expectations.
Coordinate and attend venue tours, walkthroughs, and planning meetings with clients when needed.
Evaluate venue layouts, accessibility, setup requirements, rental restrictions, and logistical considerations.
Develop and maintain professional relationships with venues, vendors, and other event service providers.
Ensure vendor activities and event plans comply with venue policies and established event requirements.
Coordinate vendor arrival times, setup schedules, service expectations, and breakdown procedures.
Communicate vendor concerns, scheduling conflicts, or service issues promptly and professionally.

Event Design, Setup & Styling

Assist with developing event layouts, décor arrangements, and overall event aesthetics.
Coordinate the selection and placement of backdrops, arches, statement furniture, signage, tablescapes, decorative displays, photo booths, and other rental items.
Assist with loading, unloading, assembling, positioning, and installing event décor, props, furniture, and rental equipment.
Ensure event designs are executed according to approved plans and client expectations.
Inspect event setups for cleanliness, accuracy, safety, and overall presentation.
Work collaboratively with Event Stylists, Delivery Team Contractors, vendors, and other personnel to complete event setups efficiently.
Perform hands-on event setup and styling responsibilities when needed, including when additional staffing is unavailable.

Event Coordination & Execution

Develop and manage event-day timelines, vendor schedules, and coordination plans.
Oversee event setup, vendor arrivals, and final preparations.
Serve as the primary onsite contact for clients, vendors, and venue representatives when assigned.
Monitor event activities to ensure schedules, services, and logistics remain on track.
Coordinate event transitions, special activities, guest experiences, and other scheduled elements.
Anticipate and resolve unexpected issues while minimizing disruptions to the client and guests.
When assigned, remain onsite throughout the event to oversee execution and provide event coordination services.
Assist with operating or monitoring photo booths, interactive guest experiences, and event props when needed.
Provide assistance to clients, families, and guests while maintaining a professional and hospitality-focused approach.
Ensure events are executed according to The Event Room's quality and service standards.

Event Breakdown & Rental Management

Coordinate or assist with dismantling, packing, and removing event décor and rental equipment.
Ensure rental inventory is handled carefully to prevent loss or damage.
Inspect rental items and report missing pieces, damage, or cleanliness concerns.
Assist with loading and securing equipment for transportation.
When assigned, transport rental items to the owner or designated return location.
Coordinate with venue staff and vendors to ensure breakdown activities are completed according to venue requirements.
Ensure event spaces are left clean and organized following the removal of The Event Room's equipment and décor.

Customer Service & Hospitality

Deliver exceptional customer service throughout every stage of the planning process.
Demonstrate genuine hospitality by anticipating client needs, communicating proactively, and treating every individual with respect.
Build positive relationships with clients, guests, vendors, and venue representatives.
Maintain professionalism, discretion, and composure when addressing sensitive situations or unexpected challenges.
Respond to client questions and concerns promptly and thoughtfully.
Represent The Event Room positively through professional appearance, communication, and conduct.
Maintain confidentiality regarding client information, event details, and business operations.

Minimum Requirements

Applicants must meet all of the following qualifications to be considered:

Professional Experience

A minimum of six (6) months of verifiable event planning experience, demonstrated through a professional resume.
A resume clearly identifying previous event planning roles, responsibilities, and relevant experience.
Demonstrated experience working with clients, coordinating event details, managing timelines, or overseeing event execution.
Ability to explain personal responsibilities and contributions to events they have planned or coordinated.
Strong organizational, time management, problem-solving, and communication skills.
Ability to manage multiple priorities, coordinate with vendors, and meet event deadlines.
Demonstrated understanding of event logistics, customer service, and hospitality standards.

A professional portfolio showcasing original event planning work is preferred but not required. Applicants who provide a portfolio should clearly identify their individual contributions to the events featured.

Applicants who do not submit a resume demonstrating at least six months of relevant event planning experience will not be considered.

Age, Transportation & Screening Requirements

Must be at least 21 years of age.
Must possess a valid, active driver's license.
Must have reliable access to a properly registered, roadworthy vehicle.
Must maintain current vehicle registration and valid, unexpired license plates/tags.
Must maintain active automobile liability insurance meeting Alabama's minimum legal requirements and provide proof of coverage when requested.
Must immediately notify The Event Room if driving privileges, vehicle registration, or required insurance coverage become invalid, suspended, or expired.
Must be legally permitted to work in environments where children and minors may be present.
Must successfully complete required drug screening, consistent with applicable law.
Must successfully complete applicable local, state, and federal criminal background checks.
Must meet The Event Room's criminal-history eligibility standards, including its no-felony-conviction requirement, subject to applicable law and any required individualized assessment.

Professional & Physical Requirements

Demonstrate a strong commitment to exceptional customer service and genuine hospitality.
Maintain a professional appearance, positive attitude, and respectful communication style.
Be dependable, punctual, detail-oriented, and capable of working independently.
Be comfortable communicating directly with clients, vendors, venue representatives, and event guests.
Demonstrate creativity, sound judgment, adaptability, and the ability to remain calm under pressure.
Be willing and able to perform hands-on event setup and breakdown duties, including standing for extended periods, bending, lifting, carrying, and moving rental equipment.
Be available for occasional evening, weekend, and holiday assignments.
Be willing to travel to client meetings, venue walkthroughs, vendor appointments, and event locations throughout Huntsville and surrounding areas.
Be capable of managing assigned events independently when required.

Preferred Qualifications

Preference during the screening and selection process will be given to applicants who demonstrate advanced education, specialized training, or substantial professional experience in event planning or a closely related field.

Preferred Education & Certifications

An associate degree, bachelor's degree, or recognized professional certificate in one or more of the following fields is preferred:

Event Management or Event Planning
Hospitality Management
Marketing or Public Relations

Relevant professional certifications, such as Certified Meeting Professional (CMP), Certified Special Events Professional (CSEP), or other recognized event planning credentials, will also receive consideration.

A degree or professional certification is preferred but not required. Applicants with substantial, verifiable event planning experience and a demonstrated history of successfully managing events may receive equivalent consideration in place of formal education.

Preferred Professional Experience

Additional preference will be given to applicants who demonstrate:

More than six months of professional event planning experience, particularly those with multiple years of relevant experience.
A portfolio of original event planning work demonstrating their individual contributions.
Experience coordinating weddings, corporate events, social celebrations, or large-scale gatherings.
Experience managing client relationships from initial consultation through event completion.
Established professional relationships with event venues and vendors.
Experience developing event proposals, timelines, budgets, layouts, and vendor coordination plans.
Experience independently managing event-day execution.
Experience working in hospitality, hotels, event venues, or related service industries.
Proven ability to manage multiple events or clients simultaneously.
Demonstrated success delivering high-quality events and positive client experiences.

Independent Contractor & Scheduling Information

This opportunity is structured as an event-based independent contractor engagement rather than a full-time or regularly scheduled position.

Event Planners will be contacted when new planning opportunities become available.
Contractors may accept or decline assignments based on their availability.
Event Planners may also introduce their own clients to The Event Room for planning and execution services.
Assignments are not guaranteed and depend on business needs, availability, experience, and demonstrated performance.
Contractors are responsible for their own transportation and ordinary commuting expenses, including gas to and from event locations, client meetings, and venue appointments.
Contractors may be assigned to work alongside the owner or independently manage an event.
Event assignments may require planning activities before the event date, onsite coordination during the event, and assistance with breakdown afterward.
Contractors are expected to fulfill all mutually agreed-upon responsibilities and commitments for accepted assignments.

Additional Event Stylist Opportunities

Event Planners are also eligible to accept Event Stylist assignments when opportunities are available.

Event Planners may be contacted about available Event Stylist assignments in addition to event planning opportunities.
Participation in Event Stylist assignments is optional and based on the contractor's availability and interest.
When working exclusively as an Event Stylist, the contractor will receive the standard Event Stylist compensation established for that assignment, rather than an event planning fee percentage.
Event Planners are not eligible to receive separate Event Stylist compensation for events in which they have participated in the planning, coordination, or execution as an Event Planner. Setup, styling, and breakdown responsibilities associated with those events are considered part of their agreed-upon Event Planner responsibilities.
Event Stylist assignments must be for separate events in which the Event Planner has not participated in a planning capacity.
All Event Stylist assignment responsibilities and compensation will be communicated and mutually agreed upon before the assignment is accepted.

This arrangement allows Event Planners to participate in additional event opportunities while maintaining a clear distinction between Event Planner and Event Stylist compensation.

Compensation

Event Planner compensation is based on an agreed-upon percentage of the event planning fee collected by The Event Room.

Standard compensation arrangements include:

60% to the Event Planner / 40% to The Event Room: When the Event Planner brings their own client and independently manages all or the substantial majority of the planning and execution.
50% to the Event Planner / 50% to The Event Room: When the Event Planner brings their own client but shares a substantial portion of the planning or execution responsibilities with the Company.
50% to the Event Planner / 50% to The Event Room: When The Event Room brings the client and assigns the Event Planner to independently manage and execute the event.

Compensation percentages may be reviewed and adjusted based on experience, performance, client referrals, and increased responsibilities.

All compensation arrangements must be mutually agreed upon before planning services begin.

Compensation percentages apply only to event planning fees and do not include rental revenue, bakery services, delivery charges, third-party vendor fees, or other separately billed services.

Contractors will receive IRS Form 1099-NEC when required under applicable federal tax reporting rules.

Application Requirements

To be considered for this opportunity, applicants must submit:

Professional Resume (Required): A current resume demonstrating at least six months of relevant event planning experience, including the types of events planned and the applicant's responsibilities.
Event Planning Portfolio (Preferred, Not Required): Examples of original event planning, coordination, design, or execution work. Applicants submitting portfolios should clearly identify their individual contributions to each event.
Education & Certifications (If Applicable): Documentation or a listing of relevant degrees, certificates, professional training, or industry credentials.

Applicants may be asked to discuss specific events they have planned or coordinated, explain their planning processes, and describe how they have managed client expectations, vendor coordination, and unexpected event challenges.

What We're Looking For

We're looking for experienced Event Planners who are creative, organized, resourceful, dependable, and genuinely passionate about hospitality.

The ideal candidate understands that successful event planning requires much more than selecting decorations or developing an attractive design. It requires exceptional communication, thoughtful organization, proactive problem-solving, careful coordination, and the ability to deliver a seamless experience for clients and their guests.

We want individuals who take ownership of their responsibilities, demonstrate initiative, maintain high standards of quality, and understand the importance of making every client feel supported throughout the planning process.

At The Event Room, we're looking for Event Planners who can confidently manage the details behind an event while creating an experience that allows clients to simply show up, celebrate, and enjoy themselves.

Pay: $175.00 - $2,100.00 per week

Benefits:

Flexible schedule

Work Location: In person