Planning an event is not a piece of cake. It requires extensive knowledge, skill, and effort (and lots of energy). Taking these into consideration, it is safe to say that event coordinators arguably have one of the most difficult jobs, particularly because executing the plans is even more taxing.
Aside from that, it takes a lot of courage to be the person responsible for the event. The coordinator will be leading a group of people assigned to perform specific tasks while maintaining an ample amount of involvement in every single aspect of the affair.
We have compiled five rules for event coordinators that will prove to be fundamental in successful event planning and execution.
Rule No. 1: Plan Your Event Based On Your Target Audience
Every event — be it a corporate gathering or a family affair — is set for a specific audience. Having ample knowledge about the people who are expected to attend the occasion you are planning is very important to determine the details that would be executed later. Understanding who the guests and the sponsors are proves to be a great help in quantifying the work that needs to be done. Measurable metrics can help you plan the right types of food, entertainment, and logistical elements to suit your attendees’ needs.
It is also imperative for an event coordinator to know and understand the underlying culture of the affair. This means you should know the quirks of your chosen venue, like if it has elevated areas, parking space restrictions, restrooms, including the traffic situation. Some places adhere to certain traditional practices so be alert about these things, as well.
Rule No. 2: Be Creative And Resourceful
Creativity and resourcefulness are two of the most important qualities of an effective event coordinator.
Being creative doesn’t only mean having the skills to create beautiful works of art, it also requires knowledge and experience to know when to employ other people’s skills. Your team might include audio-visual experts, furniture providers, caterers, among others.
Resourcefulness is also required to become a successful event coordinator. The ability to adjust to the current environment can be helpful in overcoming unexpected turn of events. It also allows you to stay calm and immediately respond to mishaps.
Rule No. 3: Keep Communication Open Yet Secure
Because of technological advances, communications between the event coordinator, the staff, and the security personnel in an event has been a whole lot easier. It is necessary for organizers to maximize this opportunity by allowing the people involved in the implementation of the plans to have their cell phones and earphones open. Some even walk around with Bluetooth communication devices and walkie-talkies.
It is also important that coordinators remember to keep these lines secure to avoid untoward incidents. This might also thwart any potential troublemakers at the event.
Rule No. 4: Maximize Social Media
Events that require a huge amount of exposure need to be publicly known and there is no better way to let your target market know than the Internet. By announcing on social media, you can hit two birds with one stone. You can generate comments and suggestions from the public, while marketing your work. Of course, you might need to get permission from your clients first in when sharing images and details of private affairs you organize.
Rule No. 5: Heed Client Feedback
Whether you admit it or not, there will always be some clients that won’t be satisfied with your work no matter the amount of effort you exerted to make their affair flawless. There might have been miscommunication during the planning process. This is certainly preventable but, sometimes, it just happens.
Instead of taking their criticism to heart, develop it into something positive by taking notes and identifying the problems that arose during the event. Doing so will not only make you feel a lot less empowered; it will also be an effective way of learning from your mistakes and improving your skills. Always have a post-event evaluation with your team and don’t forget to obtain feedback from your customer and discuss this with the group.