Page 207 - DMGT304_EVENT_MANAGEMENT

Event Management

Notes come up with ideas for a theme. Alternately, a planner for a nonprofit organization evaluates
the organization's needs and comes up with a long-range plan to meet those needs, whether it is
raising awareness of some issue or raising a certain number of dollars for a new building.
Communicate: A planner communicates well. Depending on the specific planning job, a planner
communicates with clients or customers, stakeholders, board members and vendors. She listens
to assess their needs, and she accurately communicates their needs to others. In other cases, she
must communicate her own organization's needs. Sometimes, a planner serves as a liaison
between two parties, such as in the case of a bride and a caterer, to facilitate communication and
ensure that everyone stays on the same page. In planning, problems and misunderstandings can
crop up; it is the planner's job to problem solve by communicating with all parties involved.
Multitask: When planning to make an organization's vision for the future or a bride's vision for
her wedding a reality, a planner works on several different tasks at once. In the case of the
organization, a planner may work with a committee of a board to come up with a list of goals,
while also working with staff to figure out how to reach those goals. He may need to launch a
capital campaign and advertise the organization's cause through a media campaign, while
scaling back the organization's position on a certain issue. In the case of the wedding, a planner
is called upon to simultaneously secure a venue, find a caterer and linen provider, coordinate
with a florist and other decorators and schedule entertainment, all while continuing to meet
with the bride and groom to address any concerns and give them progress updates.
Events Coordinator

Experienced, take charge professional with ability to manage administration and logistics
in support of two directors in a busy special events environment.

Assist with coordination of up to 200 events per year.
Must be able to anticipate project needs, discern work priorities, and meet deadlines with
little supervision, and be willing to work occasional evenings and weekends.

The event coordinator should have a love for special event management, provide
outstanding customer service, be an enthusiastic professional, and be able to build
relationships with internal and external customers.

Event Planning and Production
Assist with negotiations for space contracts and book event space, arrange food and
beverage, order supplies and audiovisual equipment, make travel arrangements, order
event signs, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the
quality expectations of the alumni association.

Aggressively gather information on each project to achieve quality event productions.
Conduct research, make site visits, and find resources to help staff make decisions about
event possibilities.

Create and revised room layouts for each event.
Propose new ideas to improve the event planning and implementation process.
Serve as liaison with vendors on event-related matters.

Assist with managing on-site production and clean up for events as necessary.
Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating
cards, etc.

Close out all events as required.

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