Top 5 Ideas for Simplifying an Event Coordinator’s Life

There are many complex aspects to the role of an Events Coordinator, but there are simple ideas that can dramatically simplify their lives. Here, you’ll find just five that are sure to have an impact from the get-go. 

Listen More and Talk Less

Creativity is sure to ooze from your every pore, but keep a lid on it. Note down your ideas whenever something springs to mind. The last thing you want to do is throw unthought-out ideas and concepts at a client, as they can misinterpret it as over-enthusiasm or hasty event planning.

Learn to listen to your client and tailor your ideas to their needs rather than going full throttle, as tempting as it may be.

Reuse and Recycle

Whether it’s an inside charity auction or an outdoor festival, all events require similar decor and equipment. Not only are you saving money by reusing or recycling current stocks and materials, but you’re also making your life easier by knowing you have them even before you start the actual event planning process. 

Granted, they can take up a lot of space, but by making the most of a storage unit, you can get what you need when you need it at a fraction of the cost of buying new every single time. 

Build Supplier Relationships

Whether it’s lighting, a DJ, or a caterer, it pays to have suppliers you can rely on for both incredible service and their flexibility to your needs. 

Once you’ve worked with your suppliers a few times, delegating or describing exactly what you need will be easier because your supplier will understand how you work and what you need from them to work well.

If you’re just starting, you might make judgments based on pricing, but after a while, you’ll figure out which partnerships work best for you. Attend networking events and expand your network to identify the best service providers, all of which will help your scheduled event make a lasting impression on your attendees.

Get Creative

Making a to-do list isn’t enough when it comes to event planning. As an event planner, you must use your imagination to realize a vision. 

Creativity is a skill that can be learned and improved through time. It’s a necessary event-planning talent for infusing authenticity and enthusiasm into every event. Even if your events don’t leave much opportunity for innovation and creativity, there’s always room to do things differently, even if your client’s expectations constrain you. 

Choose a Back-up

As an experienced Event Coordinator, you know more than anyone that contingencies should always be in place. What if the caterer’s suppliers failed to deliver in time? 

Always have a backup in place. It’s possible to find such suppliers who can work on a retainer basis. Where this may cost a little throughout the year for nothing much in return, you know you will always have them, guaranteed, should you need them. 

Having a backup in place is invaluable to your reputation as a successful Event Coordinator.

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