Event planners use project management skills to create and plan significant events like festivals, conferences, ceremonies, weddings, formal parties, concerts, and conventions. Event Manager is a popular job position, and if you want it, you will always have to compete with other people. Also, education doesn’t matter much for this job, and most people who apply won’t have relevant work experience. In these kinds of interviews, who gets the job will depend on how they answer the answers and what the interviewer likes.
Do you know how to plan an event from start to finish, taking into experience the brand, the audience, and the goals? If so, check out our event planner interview questions page to learn more about the interview process and get a job. Let’s look at what will happen and the questions you will have to answer.
1. What Are The Essential Parts Of A Meeting And Event Planner’s Job?
The jobs of meeting and event planners are to:
- Set up the audio-visual equipment, transportation, displays, and other things needed for the event.
- Do evaluations after the event to determine how future events could improve.
- Talk with the chosen event site staff to work out the details.
- Talk to customers to find out their goals and needs for events like meetings, conferences, and conventions.
- Coordinate services for events, like where people will stay and how they will get there, as well as facilities, catering, signs, displays, special needs, printing, and event security.
- Plan and carry out efforts to get the word out about events and get sponsors. Arrange for people to sign up for the event
- Come up with topics for the event and choose who will speak.
- Direct administrative tasks like how money is handled, how promotional materials are spread, and how questions are answered.
- Evaluate and choose service providers based on what customers want
- Hire, train, and manage the volunteers and helpers that events need.
- Check the facilities for an event to make sure they meet customer needs.
- Keep track of all the details of the event, including the money.
- Meet with sponsors and organizing committees to plan the scope and format of events, set and track budgets, or review administrative procedures and event progress.
- Watch how the event is run to ensure all rules and laws are followed, that participants are happy, and that any problems are fixed.
- Make deals with hotels, convention centers, and speakers, among other service providers and suppliers.
- Get permission from the fire and health departments to set up exhibits and displays and serve food at events.
- Plan and create services, programs, and budgets based on customers’ wants.
- Promote services for conferences, conventions, and trade shows by meeting with professional and trade groups and making brochures and other printed materials.
- Read trade magazines, go to seminars, and talk to other meeting professionals to keep up with standards and trends in meeting management.
- Check event bills to make sure they are correct and agree to pay
2. Imagine That You Have To Plan And Run A Business Conference For About 100 Executives In The Banking Industry. How Would You Move Forward?
I would start by imagining what would happen at the conference from morning to night. I would try to imagine how the executives felt, why they were there, and what they thought would happen. There would definitely be some talks, networking, and great food. I would also talk to a client about this to ensure that my idea of a successful conference matches their ideas and the goals they are trying to reach by putting on the conference.
Once I have this picture in my head, I can figure out what kind of venue we need, how many workers we need, what services we need, and everything else. This should help me make a budget for the event and give the client a final price. Once we’ve decided on a budget and who will be in charge of marketing the event, I’ll start putting everything in place by working with vendors and suppliers I already know or by looking for new ones.
I’d make a plan and schedule, give my coworkers or myself tasks, and then work every day according to the schedule, making sure everything is in place and we’re moving forward according to the plan. There may be some organizational, legal, supplier, or other problems, but I’ll deal with them as they come up.
On the day of the event, I would be at the venue and on call, making sure that everything runs smoothly and that everyone does their job at the venue. Once the event is over, I’d get feedback from everyone who attended and writes a report, both for internal use and for a client…
3. Tell Me About A Time When You Had To Change Plans For An Event At The Last Minute.
Last summer, I interned at a local nonprofit and helped plan their fundraising gala. That night, there was a big storm, and a tree fell into the main road, blocking it. Knowing that half of the guests would be late, my boss and I sat down with the venue’s primary contact and changed the schedule. We added 45 minutes to the cocktail hour so that late guests could still come for a short time. As a thank you for their patience, we gave the guests an extra raffle ticket. The salad and main course were served simultaneously, making the dinner service go quickly. In the end, not many people cared!
4. What Is Your Experience With Social Media?
I’m in a school theater group and in charge of all their social media accounts. I also know how to use all the major channels. I post about the cast and behind-the-scenes photos 3–5 times a week leading up to each performance. I also make unique hashtags for each performance to get people to interact. Since I took over, 15% more people have come to our shows. I also have a strong personal presence on social media and an extensive network of contacts built over the years.
5. How Do You Keep An Event’s Costs In Line?
I start with an overall budget that sets aside 10% of funds for unexpected costs or needs at the last minute. I always have a preferred vendor for a low-cost, mid-range, and high-end option when I’m looking at vendors. Every day, I look at the budget sheet for each event to keep track of every expense. I find that everything stays on a budget if you pay attention to the details, know how to negotiate, and have a contingency budget.
6. How Do You Know If An Event Was A Success?
Success depends on the event, and before I started working with a client, I’d sit down with them and ask what they wanted to get out of the event. After that, I’ll try to do even more. A successful event is a good experience for everyone who goes, so I always suggest to clients that they send a survey to everyone who went after the event. In this way, we can improve the next event.
I judge how well an event went by looking at several things, such as how one handled the budget, how many people showed up, how happy the clients were, and how well I ran the event overall. I also compare the results to the goals we made before the event. If we met all of our goals during the event, it’s likely that the event was a success. At my last job, I helped plan a company picnic. The event’s primary goals were to have fun, provide food and games, and give out prizes. We were able to reach all of these goals by the end of the day, so I would say that the event was a success.
7. What Tools Have You Used To Plan An Event?
I’ve used Eventbrite to sell tickets and Trello to organize tasks between many people. Google Drive is a great way to share files because everyone has it. Besides, it is easy to use. I’m proud of how quickly I can learn new programs, so if you have any favorite management tools, I’d love to know about them.
8. What Drew You To The Business Of Event Management?
Since I was young, I’ve been interested in how things are put together. My parents said I would put my toys in order by color when I was only two years old. I started helping out at local festivals and other community events when I was older. I finally decided to get a degree in event planning because I wanted to make a career in helping people plan their special occasions.
9. What Do You Think Makes Some Events Successful And Others Not?
Successful events reach their goals and go above and beyond what people expect. I think it’s important for event planners to set realistic and challenging goals for themselves and their team so they can make sure the event does what it’s supposed to do. For instance, if the goal is to boost sales by 20%, we should consider ways to ensure our event helps us reach this goal. We could do this by giving discounts or free samples at the event, which might get people to buy more than they had planned.
10. Talk About A Time When You Had To Deal With Something Hard Or Challenging.
At my last event, I noticed that one of our vendors had not brought all of their supplies. This meant that we didn’t have everything for our guests. I called the vendor immediately to find out why they hadn’t sent everything. They said that something went wrong with their delivery truck and that they would be late.
I changed the day’s plans so that we could serve our guests without any problems. The vendor arrived on time, and we had no problems serving our guests.
11. How Do You Make People Aware Of Events And Sell Tickets?
I promote our events through social media. I make a unique hashtag that people can use to share photos of themselves at the event. This lets us find out who came to the event and what they thought of it. I also use targeted ads to inform certain groups about our events. For example, if we are having an event in San Francisco, I would send ads to people who live within 50 miles of San Francisco.
12. How Do You Develop Relationships With Vendors And Suppliers?
I think it’s important to know as much as I can about the people I buy from and sell to. I always try to be friendly and helpful when I talk to them. If I ever have questions about something, I will contact them so we can talk about it. This helps me build trust and ensure they’re not afraid to ask questions or give me feedback.
13. How Do You Keep Things In Order When Planning An Event?
When planning events, I use a variety of ways to stay on top of things. I keep all my notes and ideas in one place so I can return to them when I need to. I also use a calendar app to make sure I remember important dates and times. This helps me ensure I do all my jobs on time and meet all my obligations. Lastly, I use software for project management to give tasks to other team members and keep track of how they are doing.
14. Talk About A Time When You Had To Solve A Problem That You Didn’t Expect During An Event.
A few weeks ago, there was an event where the power went out for about 30 minutes. I took action right away and called the client to let them know what was going on. Then I got my team together to talk about what we could do. We decided that the event would go as planned, but one would move some activities inside. When we told the guests what was going on, they understood, and we could finish the event without any more problems.
15. What Do You Think Is The Most Important Thing To Do To Make Sure An Event Goes Well?
I think having a well-planned schedule is the most important thing to do to make sure an event goes well. I always make a detailed plan for each event that includes all the tasks that need to be done. This helps me stay on track throughout the process and ensure we meet our deadlines. Communication is also essential. I tell my team about changes or updates so everyone knows what’s happening.
16. What Do You See As Some Trends In The Event Management Industry?
More and more events are hiring corporate event planners. In my last job, I worked with a team of experts who took care of everything from choosing the venue to making sure there was food. The client loved this plan because they only had to work with one company instead of a bunch of different ones.
17. How Do You Think Technology Is Changing The Events Industry?
Technology has changed how we plan, organize, and carry out events. I think it’s important for event managers to know how to use technology because it helps us help our clients better. For example, I recently worked with a client who wanted to use virtual reality in their event. Using what I knew about technology, I found a VR company that could give the event the needed equipment.
18. What Problems Do You Think The Events Industry Is Facing Right Now?
One problem I see is that event planners often don’t have enough staff, which can make it hard for departments to talk to each other. This can make projects take longer than planned or even cause them to fail. To solve this problem, I would set up a sound project management system that makes it easy for everyone on the team to talk to each other. This way, everyone has access to critical information and updates, making it easier to get their work done.
19. Since Branding Is Becoming Increasingly Important, How Do You Ensure That Your Events Reflect Your Client’s Brand’s Values?
Before an event, I always make sure to meet with my client so that I can learn more about their brand. Then, I’ll make a mood board for the event that includes colors, fonts, and other essential brand elements. From there, I work with the client to choose vendors who fit the style we want to achieve. By doing this, I can plan an event that fits the client’s values, is unique, and stands out.
20. How Do You Make An Interesting And Fun Atmosphere At Your Events?
At my last job, I was in charge of planning a fun and professional company party. I decided to set up a casino night where employees could play games like blackjack and roulette. People could play these games at tables set up around the room. We had a dealer at each table who told us how to play and gave us chips. Depending on how well they did, employees could win prizes.
21. Can You Tell Me About A Successful Event You Planned And Ran From Start To Finish?
I recently put together a big corporate party for the company where I work. The company wanted a big holiday party for its employees and their families. First, I met with the CEO to discuss his party plans. He told me he wanted something professional but also fun. We chose the theme of “winter wonderland.”
After talking with him about the theme, I met with our marketing team to get ideas for how to decorate. Then, I worked with our catering team to make a menu that fit the theme. Last but not least, I met with our entertainment team to talk about who we would hire. After making all of the plans, I made a schedule for the event. The whole thing took us two months to plan.
22. Do You Feel Comfortable Working With A Wide Range Of Clients, From Individuals To Corporations, Nonprofits, And Government Agencies?
I’m comfortable working with many clients because I like meeting new people and learning about their different interests and goals. As an event planner, I’ve worked with both small businesses and large companies. I’ve helped small businesses plan weddings and other special events, and I’ve helped large companies plan conferences with hundreds of attendees. No matter what kind of client I’m working with, I always try to find out more about them so I can better understand what they want the event to be like. This makes it easier for me to give good ideas and input during the planning process.
23. Are You On Any Committees Or Associations In Your Industry?
I’m part of an organization called the International Association of Event Planners. I signed up because I wanted to learn more about event planning and meet other professionals in my area. Since I joined, I have spoken at two conferences and helped plan one of our local chapter meetings. As an event planner, the chances to meet new people have been beneficial.
24. What’s Your Experience With Virtual Events?
As an event manager, I’ve worked on several virtual events. They’re a great way to reach people who can’t attend the event in person. For instance, I once planned a conference where the main speaker got sick and couldn’t make it. We held a presentation that was live streamed so that everyone could hear from her.
25. How Do You Get Skilled People To Help You Run An Event?
I start by looking at online job boards and contacting colleges in my area. I also ask people I know in the business world if they know any excellent event planners or other professionals who might be a good fit for our company. When I talk to potential hires, I look for people with experience running events. I want them to know our goals and how they can reach them.
26. Are You Comfortable Working With Event Budgets?
I’m very good at making budgets for events because I’ve done it for a long event. In my last job, I worked with a client with a strict budget for their events, so I had to ensure that all of our costs were within that budget. I also wanted to ensure we provided the best service possible without going over budget. To do this, I made a detailed schedule of when and why each cost would be due. This way, I could track where the money was going and make sure we didn’t go over budget.
27. How Do You Keep Things In Order And Decide What To Do First?
I love to-do lists, and for finals this year, I started using Asana because it lets me keep track of multiple due dates. It’s also an excellent tool for planning events because it lets you divide each big event into smaller tasks that are easier to handle. It sends me a reminder every morning with all the tasks due that week, so I know right away if I’m falling behind. However, I still have plenty of time to reevaluate and get back on track. I’m also a big fan of talking to people in person, so I set up regular check-ins with clients and vendors to make sure nothing gets mixed up and to account for last-minute changes.
28. In Five Years, Where Do You See Yourself?
After finishing the virtual internship, I’m looking forward to building my skills as an on-site event planner for your organization and learning as much as possible from your team of experts. Over time, I’d like to move up the ranks, eventually becoming a manager and the main person clients talk to. I want to move forward and keep learning new things.
29. Do You Like To Work Alone Or With A Group?
Event planning is a team sport, so I became interested in it. I love working with experts in so many different fields, like catering, flowers, the venue, and music. I learn so much from every event I get to be a part of. We all work together to make this one great night happen, and it’s a lot of fun. At the same time, when making a day-of schedule or working on a budget, I sometimes like to put my head down and concentrate.
30. Tell Me About A Time When A Client Was Hard Or Angry, And You Had To Deal With Them.
Last summer, there was a misunderstanding at my internship, and I gave a customer’s date to another client. They were, as expected, outraged. We felt terrible, and it was up to me to make them feel better. Once we found a new date that worked, we gave them a significant discount on food, didn’t charge them for bringing their drinks, and gave each team member a gift card from a local business. It was hard, but it’s essential to understand what the client is going through and try to meet their needs as best you can.
Conclusion
Here’s the thing about interview questions for an event coordinator. Interview questions for an events administrator usually focus on three main areas: your personality, work experience, and overall event planning strategies or philosophies. Don’t worry if you’re starting; most interviewers will consider that. So, if you’re asked what you would do in a situation you haven’t been in, be honest and experience what you would do if you had the chance.