What to Look for in an Event Coordinator (And Questions to Ask Before Hiring)

Whether you’re planning a corporate retreat, nonprofit gala, or private celebration, hiring the right event coordinator can make or break the experience. The right partner will not only help your vision come to life, but also make the entire process feel organized, efficient, and event more fun. 

So, how do you choose the right person for the job?

Here’s what to look for in an event coordinator, and the questions you should ask before signing a contract.

Qualities to Look for in an Event Coordinator

1. Strong Organizational Skills

   Event planning is all about managing details. A strong coordinator will have systems in place for scheduling, budgeting, communication, and vendor outreach. Look for someone who brings structure instead of chaos to your project.

2. Communication & Responsiveness

   You want someone who listens, asks the right questions, and keeps you in the loop. Timely replies and clear expectations are signs that your coordinator is reliable.

3. Experience with Similar Events

   A good event coordinator knows that not all events are created equal. Ask if they’ve worked on events that are similar in size, scope, or style to yours.

4. Problem-Solving Under Pressure

   Things don’t always go as planned. Look for someone who’s calm under pressure and ready to adapt with creative solutions.

5. Vendor & Venue Knowledge

   Bonus points if they already have connections with vendors, venues, or supplies in your area. This can save time, money, and unnecessary stress.

Questions to Ask Before Hiring an Event Coordinator

1. What types of events have you managed in the past?

2. How do you typically communicate with clients? (email, meetings, planning tools?)

3. Do you have a planning timeline or checklist system in place?

4. Can you share a few examples of challenges you’ve faced and how you solved them?

5. What is included in your service package? Do you offer day-of coordination, full planning, or a la carte options?

6. How do you handle budget tracking and vendor payments?

Final Thoughts

Hiring an event coordinator is more than just outsourcing tasks, it’s about partnering with someone who understands your goals and cares about the outcome. Don’t be afraid to ask detailed questions and trust your instincts.

At Emma Tobia Consulting, I focus on bringing clarity, organization, and reliable support to every project. Whether you need help managing logistics, coordinating timelines, or bringing your event together from start to finish, I’m here to help you make it happen seamlessly.