Event coordinators plan parties, weddings and corporate fundraisers, among other activities.
An event coordinator can be a challenging position. It's important the coordinator is a skilled multitasker who does not shy from delegation and authority. For someone who enjoys planning, organizing and innovating ideas for parties and events, becoming an event coordinator could be the ideal job. In the past, event coordinating was a field that you entered through personal connections and built a career on a job-by-job basis. Today, colleges and universities across the country have added event coordinating to their rosters of majors and minors.
General Duties
An event coordinator schedules and organizes anything from public and athletic events, seminars and community organization events to weddings and bar mitzvahs. Your job is to arrange various aspects of the event, the specifics of which are dictated by the type of event and your employer. An event coordinator maintains a flexible schedule and must be willing to work nights and weekends. Planning and organizing the event isn't the end of your job. Often, you have to attend the events to make sure that they run smoothly.
Scheduling and Booking
An event coordinator schedules and books the venue for the event. This includes working with the management of the facility to negotiate the best rental price and arranging security when necessary. You must hire the correct amount of staff to work the event, such as servers and entertainment. You make sure that there is adequate parking and acquire all necessary equipment that is not provided by staff and facility management. This includes furniture, band equipment (like a stage), food and decorations.
Client and Staff Communications
It is important that an event coordinator truly enjoys working face-to-face with people. Your skills at handling a stressed-out bride or a mishap at the event, and anything else that does not go according to plan, must be highly refined. Many event coordinators get jobs through word of mouth, especially if you have your own business, so client relations have to be positive. You assist each manager and staff member that you hire and have an understanding of the schedule of the event to give adequate instructions. At times you act as a public relations liaison for nonprofit organizations at departmental meetings. You maintain direct contact with personnel from the various services you hire and make yourself available to answer their questions or concerns. You work closely with clients pertaining to the aesthetics of the event. Each client is different in personal taste. You put your tastes aside, while respectfully giving your opinion, and let the client make the final decisions.
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