What does an Event Coordinators do? || All Things Events By Losi

Summary

In this video, Lossy from 'All Things Events' shares insights on the role of event coordinators. She emphasizes the importance of coordination to ensure successful events, highlighting key tasks such as being the main point of contact, managing time, serving as a personal assistant, checking details, solving problems, and handling long working hours. Lossy also stresses the need for preparedness, teamwork, and adaptability to handle unexpected challenges at events. The video is packed with practical tips for anyone interested in entering the events industry.

Takeaways

• 😀 Event coordinators act as the main point of contact for everyone involved in the event, including vendors and suppliers.
• ⏰ Time management is crucial, as event coordinators ensure that everything runs on schedule, from when the DJ starts to when food is served.
• 🤝 Event coordinators often take on the role of a personal assistant, helping with small tasks like charging phones or assisting with makeup.
• 🔍 Attention to detail is key—coordinators must ensure that every element of the event, like seating arrangements and toasts, aligns with the client’s wishes.
• 🧩 Problem-solving skills are essential, as event coordinators must handle unexpected situations, such as dealing with uncooperative staff or guests.
• 🔌 Being prepared for anything is important. Coordinators often bring extra equipment or items to avoid last-minute issues.
• ⌛ Working long hours is the norm in event coordination. It's not a typical 8-hour job, as coordinators stay until the event is fully wrapped up.
• 👥 Teamwork is critical. Coordinators need to work closely with everyone involved, whether it’s their own team or people at the venue.
• 💬 Effective communication with all parties—clients, vendors, and venue staff—is vital to keeping the event running smoothly.
• 📊 Coordinators must always be ready to manage the event by making sure everything runs as planned, especially when there is no prior briefing.

Q & A

What is the main role of an event coordinator at an event?

The main role of an event coordinator is to oversee the smooth running of the event. They act as the point of contact for all vendors, suppliers, and staff, ensuring that everyone follows the event schedule and everything happens as planned.

Why is time management important for event coordinators?

Time management is crucial because coordinators are responsible for ensuring that every part of the event happens on schedule. This includes making sure suppliers, vendors, and performers are punctual, which helps avoid delays and ensures the event runs smoothly.

What does it mean to be a 'point of person' at an event?

Being the 'point of person' means being the central figure people can turn to for any questions or concerns. The event coordinator is responsible for knowing the details of the event, including the suppliers, schedule, and key people like the DJ or caterer.

How does an event coordinator handle last-minute requests from clients?

Event coordinators often take on personal assistant roles, handling tasks like charging phones or even doing makeup for clients. They prepare for unexpected requests by bringing extra equipment or supplies to help with any situation.

What skills are essential for an event coordinator to have?

Key skills include time management, attention to detail, problem-solving, teamwork, and flexibility. An event coordinator must be able to manage various aspects of the event, ensure that every detail is handled, and quickly resolve issues that arise.

What should an event coordinator do to be a successful problem solver?

An event coordinator should anticipate problems and be prepared to handle them calmly and efficiently. For example, if a vendor needs equipment, the coordinator should have extra supplies ready. They should also know when to involve security or management to avoid escalating issues.

How does teamwork play a role in event coordination?

Teamwork is crucial because event coordinators need to collaborate with different vendors, suppliers, and staff members. Coordinators often work with teams at the venue and other event staff to ensure everything runs smoothly. Communication and cooperation are essential.

What does it mean for an event coordinator to be a detail checker?

Being a detail checker means ensuring that all aspects of the event align with the client's requests. This includes confirming seating arrangements, the timing of toasts, or ensuring specific items like gifts or decorations are in place.

Why should event coordinators be prepared for long working hours?

Event coordinators often work long hours, especially during the setup, execution, and breakdown of an event. This can mean working 14 to 16 hours or more, depending on the event's requirements. It’s essential to be prepared for these extended hours.

How can an event coordinator ensure a good working relationship with vendors and suppliers?

An event coordinator should introduce themselves to all vendors and suppliers, establishing communication and teamwork. By working collaboratively and being proactive in solving issues, coordinators can ensure a smooth and professional relationship with everyone involved.