Helping them define the scope of the event in terms of its purpose, number of attendees, the date and time. This could be anything from security, food and drink, photography, accommodation, transport, props, lighting and stage equipment. Once this is clear you will scout locations and source vendors. Perhaps inviting the client along to make sure locations are suitable. Or organising tasting sessions to ensure the food and drink is up to standard. And be made aware of any VIPs. After which you can go ahead and plan seating and other arrangements.
This is where Event Coordinators typically begin to shine. Depending on the size of an event, the preparation for it could take months or even a year. There can be many elements involved that you have to orchestrate so they all come together fluidly on the day.
Once the plan is received you must make sure all the boxes are ticked. That means sourcing any outstanding supplies or services, lining up sponsors and perhaps even celebrity guests. Generally, the Event Manager would be in charge of negotiations, organising bids, contracts and creating comprehensive financial reports. However, this can fall onto you as an Event Coordinator if your job description dictates it.
Other responsibilities can include obtaining communications equipment like speakers or public announcement systems. Securing VIP areas, green rooms, organising gift bags, conducting press outreach and coordinating event entertainment like musicians, performers or speakers.
You may also be involved with creating a marketing strategy to attract potential attendees. Perhaps working alongside a marketing team to produce effective promotional materials and advertisements, while generating hype around the event. Along the way, you might be required to establish event procedures and train the events team to properly execute them.
Anticipating and planning for different scenarios. An event coordinator may report to a director of events, but it largely depends on the way a company is structured. At some companies, an event coordinator assists or reports to an event manager. At others, responsibilities mirror those of event managers. Excelling at pitching and securing sponsors is a great way to start; hone your abilities and continue to develop by taking classes or finding a mentor to help you develop professionally.
You should also go to networking events to meet potential sponsors and clients. A degree in marketing, public relations or hospitality is helpful but not required. Experience, however, often is. Seek opportunities to beef up your resume and make yourself stand out. By Jenell Talley. Also on Mediabistro. To break into a career in event coordination, getting an internship or volunteering with a non-profit to help them plan their fundraising events can be advantageous.
You'll get hands-on experience in coordinating a real event and build your professional network at the same time. Actively scan device characteristics for identification. Use precise geolocation data. Select personalised content. Create a personalised content profile.
Measure ad performance. Select basic ads. Create a personalised ads profile. Select personalised ads. Apply market research to generate audience insights. Measure content performance. Develop and improve products. List of Partners vendors. Event Planning Careers.
By Geoff Beers. He is a marketing professional with experience hosting and coordinating large-scale events for corporate gatherings and academic functions.
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