Event planning & coordination

Event planning & coordination

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On the day of your event, you’re likely to be pulled into a million directions. People will want to say hello, you’ll want to relax and get ready, and you will be asked far too many questions. Our event planners can help you quiet down the chaos by:

  • meeting vendors and deliveries, and handling any no-shows
  • solving other last-minute emergencies
  • running the rehearsal
  • setting up the event
  • making sure that everything is on time and in the right places
  • coordinating the timeline
  • Most event planners can handle these tasks, but it is possible to hire people whose sole focus will be on these tasks. Even though they are called “on-the-day” coordinators, you should have a meeting with them at least a month before the event and they should start corresponding with vendors at least a few days before the event.

Whatever your needs are, Pie in the Sky can assist you from the planning to any “on the day” coordination. Get in touch with us now to meet one of our event planners and coordinators.

What Are the Duties of an Event Coordinator?
An event coordinator is tasked with a leadership and organization role over all vendors, details and event-day tasks. Also known as an event planner, the coordinator maintains contact with all vendors during the planning period. The planner may also offer consultative advice and help with the budget.

Hiring Vendors
An event is comprised of multiple vendors coming together to create the perfect day/night. The event planner presents the organizer or any other party involved in the planning process with options for each vendor service. This includes rental equipment, caterers, venues, a DJ or band, an officiant, and any other necessities. The planner offers recommendations of vendors with whom she has had a pleasant past experience. The planner will note the style you like and requirements and relay this information to each vendor to ensure you are pleased with all aspects of the event day.

Communication
The planner maintains all contact and communication with the vendors. If the vendors have a question or concern, the planner can usually address these issues without involving you. If necessary, the planner will relay any questions to you and then report back to the vendor. The event coordinator must make certain that all vendors arrive on time on the day of the event. Each vendor should have the coordinator’s cell phone number in the event of an emergency.

Working with the everyone involved
The coordinator must instruct everyone involved. This often involves working with the musicians or DJ to ensure attendants enter and exit at the correct time. The coordinator should also instruct the person(s) involved if there will be given a speech. If any attendants have issues or questions on the day of the event, they should direct them to the coordinator.