Event Coordinators – Do They Fit Your Budget?
In the constantly evolving landscape of an event planner and meeting planner’s world one thing remains constant…how can we save money? Our clients want to know and our bosses really want to know. Heck, even we want to know. The internet, webinars and DIY’ers have left clients looking for a better deal and they want to know how you’re going to deliver it. The days of champagne budgets and over the top receptions are, if not gone forever, shelved for another (recession free) day.
In the quest to free up budget, event, meeting and party planners are looking at all the potential ways to save and staffing is always a consideration. Although the savings may seem enticing, not having an Event Coordinator on-site for your meeting may end up costing you more in the long run.
Do I Really Need an Event Coordinator?
In a perfect world you would be able to be in two (or twelve) places at once. But unfortunately it’s not a perfect world. And that’s where an Event Coordinator job comes in. They free you up, allowing you to handle the expected and the unexpected. So the question really isn’t can you afford an Event Coordinator, but rather can you afford to do without one.
Look at the size and scope of your meeting. Is it a smaller event with limited offsite events? Or do you have hundreds, or even thousands, of attendees with various events going on each day? Regardless of size, you need to determine if you can be onsite to ensure your suppliers are there, set up and ready to go. Whether the meeting is for 10 people or 10,000, any potential savings are irrelevant if your vendors don’t show up and no one is there to handle it.
A capable, experienced Event Coordinator is worth their weight in gold.
The Ever Changing Event Coordinator Job Description
Although the events coordinator title seems pretty straight forward, an Event Coordinator’s job description is in a constant state of flux. Not just from job to job but even from event to event. Event Coordinators are onsite to ensure the smooth running of your program. In addition to their standard duties, they are expected to go above and beyond due to lowered staffing levels in other areas. Whether it`s directing guests to transportation, taking care of your key note speaker, or manning the registration desk, these days your Event Coordinator is a multi-faceted, and multi-tasking, individual.
Finding the Right Event Coordinator
If you’re part of a larger corporation where getting additional staff is as easy as asking, take advantage of the resources that are available to you. No one ever complains that an event is too well run. However, if you’re part of a smaller organization, or an independent planner, you may not have the easy option of extra staff.
Fortunately most event professionals work on a contract basis and can be hired out for part, or all, of your event. This allows you to decide exactly when and where you need the extra assistance without incurring the extra event coordinator salary and costs. And chances are you’ve already worked with several Event Coordinators and probably have their event coordinator resume as well as their number on speed dial!
It’s important to remember that it comes down to ensuring your program runs smoothly and is a success. Never sacrifice the quality of an event for a few dollars. In the long run a good Special Events Coordinator/Event Coordinator will save you time and money while contributing to the success of your program.