How To Coordinate an Event

Having fun at an event

Coordinating an event is often a huge undertaking. You would have to have the magic touch in getting people to work together in sync and in synergy with each other. Whether you are setting up a wedding, a small party or a big concert, it all boils down to your ability to schedule people, service providers and suppliers at the quickest time possible, and at the cheapest cost.

Here are a few things you need to take care of when you coordinate an event.

Time and date. The first thing to know would be what and when. What kind of event will you be coordinating? Is it a party? Is it a conference? Find a time and date when the people involved are all free and available.

People. Know in advance the important people in your event. Who will be invited? How will they get there? If you are organizing a concert, you would have to book the performers first, before you look for a venue. If you are booking a conference, keynote speakers and panelists would also have to be available during that time and date. Professionals would usually charge a talent fee or an appearance fee, so take this into consideration when planning your event.

Venue. Then you would need to find a venue to hold the event. Make sure that it is free for your use at the date and time you need it. Depending on the venue, you would usually have to reserve this a few weeks in advance (some even require a reservation months in advance, due to popularity). When booking a venue, you might be asked to pay a reservation fee, which is usually deductible or consumable from the price of the venue.

Suppliers and providers. Whatever event you are coordinating, you will need to acquire the services of various suppliers and providers. Weddings and conferences usually require a caterer for the reception or for meals. Oftentimes, this is also a service provided by the venue, particularly hotels. Other types of events would also need various other service providers. For instance, a concert would require a stage crew and even backup performers. A party would require entertainment, such as a magician or a musician.

Logistics. During the event itself, you would need to take care of logistics. This includes security, entrance and accommodations, and the like. For conferences, this includes the reception area, where people sign in, get their conference kit, and other materials. For concerts, the logistics team should be able to check tickets and let everyone inside in an orderly fashion.

Budget. A big part of coordinating an event involves the budget. If your event is meant to garner profits or raise funds, such as a concert or conference, you can ask sponsors to billet your event in exchange for their marketing materials being prominently displayed. If it’s a party or wedding, then the hosts should have a budget for the meals, venue, entertainment, and other aspects of the event in the first place. Given limited resources, it will be up to you to use these wisely.

The important thing to remember in coordinating an event is that it should be a team effort. Don’t try to do everything yourself. Delegate small tasks to capable people. Instead of micro-managing, look at the bigger picture. Remember to monitor the progress of the different tasks and milestones, to make sure everything is on schedule.


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