Olivia Chen
Event Coordinator
Contact Info
| Phone: | (555) 847-2931 |
| Address: | Chicago, IL |
| Website: | https://oliviachen-events.com |
| Email: | olivia.chen@email.com |
- Detail-oriented Event Coordinator with 4+ years of experience managing corporate events, fundraising galas, and product launches for 50-800 attendees
- Proven track record of coordinating 25+ events annually while managing budgets up to $120,000 and achieving average cost savings of 15% through strategic vendor negotiations
- Expert in crisis management and problem-solving, successfully handling last-minute venue changes, vendor cancellations, and weather emergencies while maintaining 98% client satisfaction ratings
Work Experience
Premier Corporate Events
Event Coordinator
March 2021 - Present
- Coordinate 20+ corporate events annually for Fortune 500 clients, managing events from 75-500 attendees with budgets ranging from $25,000-$120,000
- Negotiate contracts with 40+ vendors including venues, caterers, AV companies, and transportation services, achieving average cost reductions of 18% while maintaining service quality
- Managed emergency relocation of 300-person product launch when venue flooded 6 hours before event, securing alternative location and coordinating vendor transfers with zero guest impact
- Developed standardized vendor vetting checklist and timeline templates, reducing event setup time by 25% and eliminating last-minute vendor cancellations
- Coordinate international conference logistics for 400 attendees from 15 countries, managing visa documentation, cultural dietary requirements, and multi-language signage
Midwest Hospitality Group
Assistant Event Coordinator
June 2019 - February 2021
- Assisted in coordination of 35+ events including corporate retreats, holiday parties, and client appreciation dinners for 50-300 attendees
- Managed vendor relationships and on-site logistics for wedding receptions and private celebrations, coordinating with 15+ service providers per event
- Created and maintained detailed event databases tracking vendor performance, client preferences, and budget allocations for 200+ annual events
- Successfully coordinated pivot of 12 in-person events to virtual format during COVID-19, maintaining 95% client retention and adapting AV requirements for online engagement
Various Clients
Freelance Event Coordinator
September 2018 - May 2019
- Coordinated 8 nonprofit fundraising galas raising total of $180,000, managing volunteer teams of 20-30 people and donor cultivation events
- Planned and executed corporate team-building events for local businesses, including outdoor retreats and professional development workshops for groups of 25-100
- Completed Certified Meeting Professional (CMP) certification during off-season periods to enhance industry knowledge and credentials
Education
University of Wisconsin-Stout
Bachelor of Science in Hospitality Management
May 2018
Relevant Coursework: Event Planning and Management, Food Service Operations, Tourism Marketing, Budget Management
Senior Capstone: Coordinated 400-person charity auction raising $35,000 for local food bank, managing 25 student volunteers and 15 local business sponsors
Senior Capstone: Coordinated 400-person charity auction raising $35,000 for local food bank, managing 25 student volunteers and 15 local business sponsors
Skills
Technical Skills
- Event Management Software: Cvent, Eventbrite, Social Tables, RegOnline
- Project Management: Asana, Monday.com, Microsoft Project
- Budget Management: Excel advanced functions, QuickBooks, budget forecasting
- Design Software: Canva Pro, Adobe InDesign basics for event materials
Core Competencies
- Vendor Negotiation: Achieved average 18% cost reductions across 100+ vendor contracts
- Crisis Management: Successfully handled 30+ on-site emergencies including weather, vendor, and technical issues
- Stakeholder Management: Experience managing C-level executives, nonprofit boards, and high-profile client expectations
- Multi-cultural Event Planning: Coordinated events for diverse audiences with cultural sensitivity and inclusive practices
Certifications
Certified Meeting Professional (CMP)
Events Industry Council
2019
Cvent Event Management Platform Certification
Cvent
2020
ServSafe Food Handler Certification
ServSafe
2021
Notable Events Coordinated
Fortune 500 Technology Company Annual Conference
500 attendees, managed $150,000 budget, 3-day multi-venue event
Healthcare Innovation Summit
300 medical professionals, coordinated continuing education credits and specialized AV requirements
Annual Nonprofit Gala Series
5 organizations, raised combined total of $425,000, managed 150 volunteers across events
International Product Launch
400 attendees from 12 countries, coordinated simultaneous live streaming to 8 global offices
Awards and Recognition
Rising Star Award
International Live Events Association Chicago Chapter
2022
Employee Excellence Recognition
Premier Corporate Events
2023
Outstanding Crisis Management During Venue Emergency
Preferred Partner Status
Chicago Convention and Tourism Bureau
2021-Present