An event planner assistant works alongside an event planner or special events coordinator. He or she is expected to carry out any delegated tasks to facilitate setting up and executing gatherings such as weddings, birthdays, anniversary parties, corporate meetings, and presentations. The event planner typically creates an overall plan and serves as a liaison to the client; the event planner assistant typically works behind the scenes to execute the concept.
The event planner assistant performs a number of tasks related to coordination and logistics. He or she may secure the venue, confirm availabilities, and arrange any necessary outside labor such as bartenders, servers, and valets as necessary. Event planner assistants also arrange for equipment and material rentals for anything from plates and tables to audio visual equipment.
As the event planner organizes an event's details for a client, he or she may look for options on a variety of details, requiring the assistant to prepare briefs for each of these choices and cost estimates. The assistant may even participate in the budgeting phase of an event by soliciting bids for the event planner to consider. Additionally, when planned events take place, the assistant helps supervise the performance of staff and helps adapt to any last-minute changes to the original plan. If cleanup is required, the assistant typically oversees this and arranges for the return of any rented equipment.
For event planner assistant positions, employers generally require extensive practical experience working with large gatherings in a hospitality environment. Assistants typically work long hours when helping finalize event details and may be required to be available evenings and weekends.
Event Planner Assistant Tasks
Coordinate pre-event details including payments, insurance, and ticket distribution.
Assist other internal departments including marketing and development with event preparation.
Coordinate day of event logistics including signage, greeting the client, staff duties and transportation.
Support event planner with pre-event operational planning, client management, and clerical support.
Help set up and clean up of events.