Event Planning Coordinator

Our client, a dynamic event management company known for creating unforgettable experiences, is seeking a detail-oriented and creative Event Planning Coordinator to join their growing team. This role requires a passion for hospitality and a proven ability to manage multiple events simultaneously, from initial conception through successful execution. You will be instrumental in ensuring seamless operations, client satisfaction, and the overall success of diverse events, including corporate functions, weddings, and social gatherings.

Responsibilities: Assist in the planning, coordination, and execution of various events, ensuring all logistical aspects are handled efficiently. Liaise with clients to understand their event vision, requirements, and budget, providing expert guidance and support throughout the planning process. Source and manage vendors, including caterers, decorators, entertainers, and A/V technicians, negotiating contracts and ensuring service quality. Develop detailed event timelines, floor plans, and production schedules. Oversee on-site event operations, troubleshooting any issues that arise and ensuring smooth execution. Manage event budgets, tracking expenses and ensuring projects remain within financial parameters. Coordinate event staffing, including registration personnel, ushers, and support staff. Conduct venue research and site inspections, assessing suitability for various event types. Create and manage guest lists, invitations, and RSVP tracking. Assist in the development of marketing materials and promotional strategies for events. Maintain strong relationships with clients, vendors, and venue contacts. Conduct post-event evaluations, gathering feedback and preparing comprehensive reports. Ensure all events adhere to safety regulations and company policies. Stay updated on industry trends and innovative event concepts. Collaborate with the marketing and sales teams to support business development efforts. Qualifications: Bachelor's degree in Hospitality Management, Event Management, Marketing, Communications, or a related field. Minimum of 3 years of experience in event planning, coordination, or a related role within the hospitality industry. Proven ability to manage multiple projects simultaneously and meet tight deadlines. Excellent organizational, time management, and problem-solving skills. Strong communication, interpersonal, and negotiation skills. Proficiency in event management software and Microsoft Office Suite. Experience with vendor management and contract negotiation. A creative mindset with a keen eye for detail and aesthetics. Ability to work flexible hours, including evenings and weekends, as required by event schedules. Customer-service oriented with a passion for creating exceptional guest experiences. Ability to remain calm and effective under pressure. Team player with the ability to work independently. Knowledge of local venues and vendor landscape is a plus. This position is based in Madison, Wisconsin, US , and requires the coordinator to be present at event venues and company offices.