Prepare for your Event Specialist interview. Understand the required skills and qualifications, anticipate the questions you may be asked, and study well-prepared answers using our sample responses.
This question can help the interviewer determine if you have experience working in front of large crowds. If you have previous experience, share a story about a time when you were nervous but overcame that feeling and performed well. If you haven’t worked in front of large crowds before, consider sharing a time when you were nervous about something else and how you overcame that feeling.
Answer Example: "Absolutely! I love being in front of an audience and find it to be one of my most enjoyable parts of event planning. In my last position, I worked as an event specialist for a large convention center where I was in charge of organizing and hosting multiple events each week. During these events, I would often be the center of attention as I greeted guests and answered questions. I found that by focusing on the guests’ needs, I was able to forget about my own nerves and focus on providing excellent customer service."
This question can help the interviewer get to know you better and understand what types of events you enjoy working. It can also show them what kind of experience you have with different types of events. When answering this question, it can be helpful to mention some specific events that you have worked that were enjoyable for you.
Answer Example: "I love working events where I can interact with people and make them smile. I’ve worked a few weddings where the guests were so happy to be there, and it made me feel like I was part of their family. I also enjoy working sporting events because I’m such a sports fan myself. It’s fun to be around other fans who are excited about what’s happening on the field."
Event specialists often work with vendors and performers to ensure that events run smoothly. Employers ask this question to make sure you have the interpersonal skills needed to collaborate with these professionals. In your answer, show the interviewer that you can communicate effectively and work with others to solve problems.
Answer Example: "I would first try to talk to the vendor or performer in person about my concerns. If it’s an issue that can be solved quickly, I would do so right away. If it’s a more complicated problem, I would set up a time to meet with them to discuss it. This gives them the opportunity to explain their side of things and work together to find a solution."
The interviewer may ask you this question to assess your financial management skills. Your answer should include steps for creating a budget, how you use it to manage costs and how you ensure that events stay within their budget.
Answer Example: "I start by looking at the client’s budget for the event and then I create my own budget based on the requirements they give me. I then compare my budget to the client’s budget to make sure that I haven’t exceeded their spending limit. Next, I break down my budget into categories such as venue rental, catering, supplies and decorations. This helps me track spending and make sure that we don’t exceed our budget."
Event specialists often have to deal with last-minute changes. Employers ask this question to see if you can adapt quickly and effectively. In your answer, explain how you handle unexpected changes. Show that you are willing to work hard even when things are hectic.
Answer Example: "I recently had to handle a last-minute change to an event I was planning. The client called me two days before the event to tell me that they needed more space. They wanted to add another 100 people to the event. This change meant that I had to rearrange all of the other details."
This question is a great way to assess how you prioritize your skills. Employers ask this question to see if you have both organizational and creative skills, but they may also want to know which one is more important to you. When answering this question, it can be helpful to explain why you value each skill.
Answer Example: "I would say organization is more important because it allows me to be more creative. I find that when I’m well-organized, I have more time to think of new ideas for events. Organization also helps me stay focused on the task at hand, which allows me to come up with more creative ways to approach projects."
This question can help the interviewer determine how you would handle a situation that could potentially make or break an event. Your answer should show that you have the ability to recognize when something is wrong, take action to fix it and ensure that the attendee has a positive experience overall.
Answer Example: "If I noticed that an attendee was not having a good time at an event, my first step would be to ask them if there was anything I could do to make their experience better. If they did not feel comfortable talking to me directly, I would try to discreetly observe their behavior to see if there was anything I could do to improve the situation. If I still could not figure out what was wrong, I would ask other event staff members for their input so we could work together to make sure the attendee had a great time."
Event specialists often work on tight deadlines, so employers ask this question to make sure you can handle the pressure. Use your answer to show that you are organized, have a plan for completing tasks and can meet deadlines.
Answer Example: "I am a very organized person, so I always make sure to plan ahead when working on a tight deadline. I also like to break down my tasks into small chunks so I can focus on one thing at a time. This helps me stay focused and prevents me from feeling overwhelmed by the large project. Finally, I always make sure to leave myself enough time to complete the task so there are no surprises."
This question can help the interviewer determine your level of experience with event management software. If you have previous experience using this type of software, share what you liked about it and how it helped you with your job duties. If you don’t have any experience using event management software, explain that you are willing to learn new systems and programs.
Answer Example: "In my last role as an event specialist, I used event management software to create detailed plans for each event I planned. The software allowed me to organize all of the details of an event in one place, which made it easier for me to stay on track with my planning. It also allowed me to share the plans with other team members so they knew what to expect during each event."
Event specialists need to be able to plan events and determine the appropriate staffing level. Employers ask this question to make sure you have experience with this skill and can use it in their organization. In your answer, explain how you determine the right number of staff members for an event. Share an example of when you used this method successfully.
Answer Example: "When planning an event, I always start by determining the number of guests that will be in attendance. From there, I calculate the number of staff members needed based on the type of event and its duration. For example, if I’m planning an outdoor concert that lasts three hours, I would need more staff members than if it was an hour-long seminar."
Social media is an important tool for event specialists. Employers ask this question to make sure you have experience using social media to promote events and increase their visibility. In your answer, explain how you would use social media to help an organization gain more followers and engagement.
Answer Example: "I would start by creating a unique hashtag for the event. This allows people to easily search for information about the event and find other people who are attending. I would then share the hashtag on all of the organization’s social media platforms. This will encourage people to share photos and videos from the event, which will increase its visibility."
Event specialists must be organized and able to complete all of their tasks in a timely manner. Employers ask this question to make sure you have a system for organizing all of the paperwork associated with an event. In your answer, explain how you would ensure that you have all of the necessary documents before, during and after an event takes place.
Answer Example: "I understand the importance of completing all of the necessary paperwork before, during and after an event. My process for doing so is as follows:"
Employers ask this question to learn more about your unique skills and talents. They want to know what makes you a valuable employee, so they can decide if you’re the right fit for their company. When answering this question, think of two or three things that make you stand out from other event specialists. These could be specific skills, certifications or personal traits.
Answer Example: "I believe my experience and education make me stand out from other event specialists. I have been in the industry for five years, working on events ranging from weddings to corporate conferences. During this time, I have gained valuable knowledge about different venues, vendors and planning strategies. My degree in Event Planning from State University also gives me an edge over other candidates."
Employers may ask this question to see if you have experience using their company’s event planning software. If there is a specific program that the company uses, share your experience using it. If not, consider mentioning other software programs that you are familiar with and how they helped you complete your tasks.
Answer Example: "I am most familiar with Microsoft Office 365, Eventbrite and Evite. I’ve used these programs to create invitations, manage guest lists and track RSVPs. I find that these three programs are the most useful for planning events because they allow me to stay organized and keep track of all the details."
This question can help the interviewer determine your understanding of the role and how you communicate with others. Your answer should show that you value communication and are aware of its importance in this role. You can also use this opportunity to highlight any specific skills you have in this area.
Answer Example: "I believe the most important aspect of communication for event specialists is clear and concise communication. As an event specialist, I would be responsible for communicating with clients, vendors and other team members about event details. It’s essential that my communication is clear so that everyone understands what I’m saying. In my previous positions, I’ve learned that it’s best to be upfront and honest about any issues or concerns."
This question can help interviewers understand how you approach your career and whether you’re likely to stay with their company for a long time. Your answer should show that you’re motivated to learn new things, but it’s also important to mention any certifications or training you’ve completed in the past.
Answer Example: "I think it’s important for event planners to stay up-to-date on the latest trends and technologies in the industry. I try to attend at least one workshop or seminar every year to learn new skills or gain insight into different ways of doing things. I also read industry magazines and blogs to stay informed about what’s happening in the world of event planning."
