Event Planner Job Description
Find an organised, commercially aware Event Planner who can take briefs, manage suppliers and deliver events on time, on budget and to brief.
What does a Event Planner professional do?
An Event Planner organises and coordinates all practical and commercial aspects of live events — from supplier selection and budgets to logistics, on‑site delivery and post‑event review.
Event Planner job description template
Use this employer-ready example as a starting point, then replace the placeholders and adjust the content so it accurately reflects your vacancy.
Event Planner
About the role
We are seeking an Event Planner to manage the planning and delivery of corporate, public and private events. You will own event budgets and timelines, coordinate suppliers and on‑site teams, complete risk assessments and ensure each event runs safely and to client expectations. Please include a portfolio or case studies with your application.
Key responsibilities
- Take client briefs and translate them into clear event plans, schedules and budgets
- Prepare and manage event budgets, supplier quotes and purchase orders; track spend and report variances
- Research, tender and appoint suppliers (catering, AV, production, décor, security) and maintain supplier relationships
- Complete site surveys, create floorplans and produce detailed event run sheets and staffing plans
- Write and maintain risk assessments, method statements and ensure compliance with relevant health & safety requirements
- Coordinate logistics: transport, deliveries, storage, set‑up and breakdown schedules
- Manage on‑site operations during events, leading staff and contractors to resolve issues and keep timelines
- Conduct post‑event reviews, capture feedback, produce client reports and close out financials and invoices
Essential skills and experience
- Proven experience planning and delivering events (corporate, private or public) with demonstrable examples or a portfolio
- Strong project and budget management skills, including supplier negotiation and cost control
- Effective written and verbal communication with clients, suppliers and onsite teams
- Good knowledge of UK event health & safety practices and risk assessment processes
- Ability to work unsocial hours, including evenings and weekends, and to travel between sites
- Competent IT skills for spreadsheets, schedules and event-management tools
- Right to work in the UK
Desirable
- Formal qualification in events, hospitality, or a related discipline
- Full UK driving licence for supplier and site visits
- Experience managing large-scale or multi‑venue events and external contractors
- Familiarity with AV, staging and production requirements
- Certifications such as first aid, food‑hygiene or licensed premises training
What we offer
- Competitive salary (insert band or range)
- Flexible / hybrid working options where appropriate
- Pension scheme or employer pension contributions
- Paid annual leave (insert entitlement)
- Training and professional development budget
- Travel and subsistence expenses for event work
How to apply
Apply with your CV and any additional information requested. Make the interview process, closing date and any assessment stages clear where known.
Use this as a starting point rather than a final advert. The strongest version will reflect the real role, salary, location, systems, responsibilities, benefits and working arrangements.
What is an Event Planner role?
Event Planners create, coordinate and deliver live events by managing logistics, budgets and supplier relationships. They convert client briefs into operational plans, ensure compliance with safety standards and lead on-site teams to deliver the event experience. Event Planners work across sectors — corporate, public, private — and balance client service with commercial and logistical responsibilities.
Typical duties
Briefing, budgeting, supplier procurement, site planning, on‑site management and post‑event evaluation.
Work environment
Mixture of office-based planning and regular on-site work, often including evenings and weekends.
Career progression
Progression into senior events management, account director roles, venue management or production leadership.
Typical Event Planner responsibilities
Responsibilities should reflect the real scope of the vacancy rather than every task someone in this profession might ever complete.
Take client briefs
Take client briefs and translate them into clear event plans, schedules and budgets
Prepare
Prepare and manage event budgets, supplier quotes and purchase orders; track spend and report variances
Research
Research, tender and appoint suppliers (catering, AV, production, décor, security) and maintain supplier relationships
Complete site surveys
Complete site surveys, create floorplans and produce detailed event run sheets and staffing plans
Write
Write and maintain risk assessments, method statements and ensure compliance with relevant health & safety requirements
Coordinate logistics: transport
Coordinate logistics: transport, deliveries, storage, set‑up and breakdown schedules
Manage on‑site operations during events
Manage on‑site operations during events, leading staff and contractors to resolve issues and keep timelines
Conduct post‑event reviews
Conduct post‑event reviews, capture feedback, produce client reports and close out financials and invoices
Event Planner skills and experience to look for
Keep the essential list focused on what the person really needs to perform the role. Move useful-but-trainable experience into desirable criteria.
Usually worth prioritising
- Proven experience planning and delivering events (corporate, private or public) with demonstrable examples or a portfolio
- Strong project and budget management skills, including supplier negotiation and cost control
- Effective written and verbal communication with clients, suppliers and onsite teams
- Good knowledge of UK event health & safety practices and risk assessment processes
- Ability to work unsocial hours, including evenings and weekends, and to travel between sites
- Competent IT skills for spreadsheets, schedules and event-management tools
- Right to work in the UK
Useful where relevant
- Formal qualification in events, hospitality, or a related discipline
- Full UK driving licence for supplier and site visits
- Experience managing large-scale or multi‑venue events and external contractors
- Familiarity with AV, staging and production requirements
- Certifications such as first aid, food‑hygiene or licensed premises training
See our guide to what to include in a job advert before publishing.
How to write a Event Planner job advert
Small role-specific details can make the advert much easier for suitable candidates to assess.
Be explicit about event types and scale
State whether you need experience with conferences, festivals, product launches, weddings or other event types and the typical attendee numbers or venue sizes.
Clarify hours and travel expectations
List expected unsocial hours, overnight stays and travel frequency so candidates understand the working pattern before applying.
Specify budgetary authority
Tell candidates whether they will own budgets, approve supplier spend or need to follow procurement processes — this helps attract the right seniority.
Ask for evidence of delivery
Request a portfolio, case studies or client testimonials and examples of budgets or run sheets to verify practical experience.
Include team and reporting detail
State whether the role involves supervising staff, working with freelancers or reporting into an events manager so candidates know the day‑to‑day structure.
Event Planner salary considerations
Event Planner pay varies widely by event scale, sector and contract type. Rather than a single market figure, consider the factors below when setting a salary band or daily rate for this role.
depending on experience
- Use a genuine range
- Separate variable pay
- Avoid “competitive” alone
- Match salary to seniority
What Event Planner candidates will want to know
Practical details can influence whether a suitable candidate applies, even when the title and salary are attractive.
What types of events will I be running?
Candidates need clarity on whether they will focus on corporate conferences, public festivals, weddings or mixed events to assess fit.
What are the typical working hours and how often are evenings/weekends required?
Be explicit about shift patterns, on‑call expectations and overnight stays so candidates can judge work–life balance.
How much travel is involved and are overnight stays required?
State the geographical area covered and frequency of site visits or multi‑day events to set expectations.
Will I manage a team or work with freelancers and suppliers?
Detail team size, reporting lines and whether the role includes direct line management or contractor coordination.
What level of budget and procurement authority will the role hold?
Candidates will want to know the typical event budget, approval limits and whether they can appoint suppliers independently.
Which systems and tools do you use?
Specify event‑management platforms, CRM, finance or scheduling tools so applicants can confirm technical fit.
Where to post a Event Planner job
This role suits both broad job boards and sector channels. Use national UK generalist boards for reach, specialist events and hospitality boards to target experienced planners, and professional networks or LinkedIn to find senior candidates. Local community groups, venue partners and university hospitality programmes are useful for entry‑level or temporary hires.
Related hospitality & events job descriptions
Recruiting for a slightly different role? These templates may be a closer fit.
Event Planner job description FAQs
Do I need to make qualifications essential for an Event Planner?
Not usually. Practical experience and a demonstrable track record are more important than formal qualifications. You can list specific certifications (first aid, food‑hygiene) as desirable unless the role legally requires them.
Should I recruit permanent staff or use freelancers for events?
Use permanent hires for ongoing programme ownership and client relationships. Freelancers or contractors are useful for peak periods, specialist production tasks or roles requiring rapid scaling.
How should I assess practical skills at interview?
Ask for a portfolio, run‑sheet example or budget breakdown. Include a short practical task or scenario discussion about managing a last‑minute supplier cancellation to observe problem‑solving.
Are background checks required for event staff?
Basic right‑to‑work checks are required for all hires. Additional checks such as DBS should be used when staff work with vulnerable people or specific client requirements demand them.
What notice period is reasonable for this role?
Notice periods vary; one month is common for mid‑level roles, with longer notice for senior planners. For freelancers, agree availability windows and cancellation terms in writing.
Ready to publish this vacancy?
Use the editable Event Planner template to create a tailored advert, or post your vacancy through our multi‑board service to reach qualified event professionals quickly.
