Evaluate - Was it a success? Why? Why not? Document any suggestions
for future use.
If you are the host(ess) or the individual selected by your company to be
responsible for the event, then the success of the event will be your
responsibility. Therefore, it is imperative you find a coordinator that you can
work with, who is reliable, dependable and with whom you will have confidence.
The coordinator must be able to work efficiently and smoothly with others; to
communicate honestly and clearly with everyone. The coordinator usually manages
the big picture, hiring reliable and competent staff, volunteers and
vendors, forming committees, detailing job descriptions and schedules. A good
rapport needs to exist between yourself and everyone connected to the event.
Treating all personnel with respect and appreciation is a must for the
coordinator you choose.
A good coordinator communicates every facet of the event to all his/her
employees and keeps you well informed. All the planning in the world will not
work if no one is aware of the plans. If a problem arises, someone needs to be
able to continue implementing the plans for the event.
Keep in mind, experienced event professionals are always continuing their
education. They are willing to learn and work with new ideas and technology.
Professionals of this caliber lead from a position of strength and that strength
is derived from knowledge and experience. This is the type of coordinator you
want for your event.
With this in mind, start interviewing. Ask for a face-to-face interview. It is
durning this interview you will get a feel for the coordinator and if you will
be able to work with him/her. Look at his/her portfolio, photos and invitations.
Discuss you needs and be sure the coordinator has the experience to follow
through. Ask for and check references. Some questions are:
What are the most recent events you've organized?
How many events, like the one we want, have you supervised?
When were they?
What was the extent of you involvement?
How many people attended?
If a fund-raiser, how much money did the event raise?
Can you plan and follow a budget?
How much time do you have to promote to this event?
Would you work out of your home or must we provide you an office?
What kind of people skills do you have? Are you able to motivate people?
How do you function under pressure?
Will you be there on the day of the event? If not, who?
Be specific when asking questions and be sure you completely understand the
replies. There must be no misunderstandings. There are big differences between
types of events - large or small, informal or formal, corporate, social or
wedding, etc. That is one of the reasons to hire a coordinator who has
experience in putting together your type of event. Ask questions until you are
satisfied you have chosen the most qualified person to plan your event.
The fee structure is dependent upon many items. How much you participate and how
much the coordinator actually does. Determine if a flat fee is charged or if the
fee is a percentage of the total budget? Ask what is required for the down
payment? When is the balance due? What is the cancellation policy?
Once you have decided on a coordinator, a concise agreement must be drawn up
covering details and responsibilities to prevent any misunderstandings in the
Work with your coordinator, asking for progress reports. Keep your own checklist
current. With everyone working closely together, your event will run smoothly
and be a success! All because of your good judgement in hiring the best
coordinator for your event.