South Africa Event Planning

In simple terms, an event coordinator’s job is to ensure that meetings, conferences, launches and celebrations are executed as efficiently and smoothly as possible. Such events are designed to bring people together; whether it is for business, pleasure or sporting purposes. However, any major gathering of people means a significant amount of organisation, as well as consideration to necessities, such as safety, security, parking and catering. The event coordinator is responsible for the strategising and implementation of the various elements, which will combine to create the perfect event.

To be more specific, the event coordinator is required to fulfill the following responsibilities:

• Meet with the client and gain a clear understanding of their needs, desires, the identity of the host organisation, the purpose(s) of the event, the target market and any special requirements that they may have.
• Research the cause and event, and add value by making suggestions and sourcing innovative alternatives, where possible and desirable.
• Gauge what the competition is doing and be sure to add a new dimension to the event that they are handling.
• Assist in the planning and compilation of a reasonable budget and commit to adhering to it throughout the event coordination process.
• Support and assist the relevant people or committee to source sponsorships and / or donations.
• Be aware of and obey all policies and procedures as set out by the client.
• Adhere to all planning schedules.
• Source quotes from various potential vendors, present these to the client and secure contracts with those with whom the client is happy to deal.
• Ensure that all contracts and deposits are in place within the required time.
• Find exhibitors and / or keynote speakers, if and as necessary.
• Find and book venues and accommodation for the delegates / guests and speakers.
• Manage the writing, printing and distribution of the invitations and the receiving of the RSVP’s.
• Manage the writing, printing and distribution of programmes, menus, and other written material.
• Coordinate the distribution of marketing material, to a reasonable extent (that is, what the official marketing department do not handle themselves).
• Find and employ (by contract) volunteers to assist with various aspects of the event (waiting staff, bar staff, parking attendants, ushers, and so on).
• Record and distribute all minutes taken at various meetings, if necessary.
• Conduct any and all site inspections prior to the client’s visits (which should only be those that are absolutely necessary).
• Coordinate any competitions associated with the event.
• Represent the company or client in any matters dealing with the public relations and marketing of the event.
• Maintain contact with external service providers to facilitate the smooth running of the event throughout the planning process.
• Maintain the contact and mailing lists for the distribution of information.
• Be present at the event(s) to ensure that everything runs according to plan.
• Deal with any problems if and as they arise at the actual event.

Hiring a professional event coordinator is hugely beneficial to the client. These are just some of the advantages:

• They provide an expert touch, implementing the knowledge and skills of trained professionals.
• The client will be relieved of a huge amount of work and the stress associated with planning large functions.
• Formal coordinators usually have excellent contacts and good working relationships with various service providers. This means that they can usually get good prices and use reliable vendors.

Photo Credit: Katie Bracht