Planning an event is easy right? Well, it certainly is much more smooth sailing when there’s an experienced event coordinator involved. Here’s how you can avoid the many pitfalls of event planning and the embarrassment of a failed event.
You have an important, high profile event to organise. Your clients and your boss will be there and it is an essential component of your company’s marketing strategy.
So what do you do?
1. Plan it all yourself with the help of your administration/HR staff? After all, they did a great job planning the Christmas party.
2. Enlist the help of a professional event coordinator to bring your vision to life?
Before you click back for thinking that hiring a pro will throw your event way over budget, we want you to know leading event venues (like ours!) provide dedicated event coordinators free of charge to every client!
Jodie from Work By Jodie, knows too well the difference an experienced event coordinator can make to the success of an event. We collaborated with her on the top five reasons you need an event coordinator, and we’re pleased to share her opinion on every point!
Choosing a reputable venue for your event is the first step. With reputation comes first class training and experience, and it is the experience of you event coordinator that will help you to make big savings on your event costs. Having supplier connections and knowing the possible opportunities for budget pitfalls for a particular venue is a great advantage. For example, you’ve organised a firework display for your stunning gala dinner, but did you know that most venues require insurance coverage and a fee of $1000+ to isolate the fire alarms? It’s these sorts of unforeseen costs that can throw your budget out.
A dedicated event coordinator will ensure you get the best pricing from preferred suppliers, and that all expenses will fit your financial objectives.
Knowing the ins and outs of a venue and their policies is a great advantage of a dedicated event coordinator. For venues that don’t offer a management service, BEWARE! Often problems can arise far into the planning process, which can be easily foreseen by an experienced venue event coordinator. In every case, they will provide the best advice to ensure you understand every detail of your venue contract and don’t end up having to pay for empty seats and un-touched catering.
Experienced event coordinators know the best advice for avoiding over estimating attendance and catering.
Lighten the load! Not only is event planning full of unforgiving deadlines, but there are so many aspects that need to be managed simultaneously – suppliers, attendees, marketing, sponsorship, administration, logistics, entertainment, transport. It can be a lot of pressure for one person. That’s the difference with hosting your event with a leading venue and catering company versus the restaurant down the road. Every client is provided with a dedicated event coordinator to ensure every detail is taken care of and the event planning process is as easy and stress-free as possible.
Venue event coordinators will have wide experience in keeping project plans on time and proven suppliers to rely on.
Large events require at a minimum 6 months lead time (even this is a squeeze!) to be pulled off successfully. However, in most cases a year (or even more) will give you more breathing space and ensure you’re left with adequate time to promote your event. Event coordinators are employed full-time to help support their clients in organising seamless events. This means 40-hours a week for the entire lead up to your event, they are available to assist you.
It’s likely you’re working on other projects simultaneously. Event coordinators will save you time in lost productivity in the office.
How important is it? Hosting conferences, workshops and networking events can be a great way to market your business. Ensuring every detail is nothing short of perfect will position your brand in the most positive light, which is great for business.
An experienced event coordinator will make you look good.
Copywriter and communications expert, Jodie North, combines her love of marketing and events to deliver winning strategies and content for time-strapped event planners.