Event Coordination Survival Tips!

I have been the event coordinator for many events the past year. Many of those events include, dealership events where we take music, dancers and entertainers to host a show during the sales. Other events I have coordinated are beach events where the purpose is to get people interested in going to college.  Most of these events have been very successful. For example, in one dealership event the company sold over 200 cars (used and new) in just a weekend. These types of sales are not very frequently during this economy. The key to having a successful event is always being PREPARED.

I am going to give you some tips on how to be prepared for an event. I promise that by following this advice your event will run smoothly, and you won’t be stressed out at the time of the rush.

Prepare a detailed breakdown of estimated costs.

In these times of need Excel or Numbers are your best friends. I recommend using the breakdown not only for estimating the costs but using it as a checklist. Make a table where you can put as much detail (item, cost, distributor, quantity, production time, etc.) as possible for the things you need. After the numbers $$ have been approved hide the cost column and use the table as a check list the day before of the event to make sure every thing that is needed to run the event is set.

I use this a lot, and it helps me every time to keep track of everything I need.

Insurance is key.

Make sure your insurance policy covers everything. If something happens during the show, you won’t want to deal with legal issues after the event.

Tools!

Your top 5 essentials tools are:

• Duck tape
• Tide to Go
• Cellphone with internet
• Scissors
• Plastic Straps

Trust me, you will thank me later.

Help is not your enemy. Use it in your advantage.

Trust me when I say, “You can’t run an event by your self.” It can be difficult to delegate, but you need as much help as possible, so you don’t be stressful during the process. Give an important task and responsibility to each of your team members. That way all the work will be evenly distributed, and not all the weight of the event will be in your shoulders.

Network

Have a good communication with all your distributors and colleges. You will never know when you will need their help.


These are tips that I think can be useful to anyone and are based on the small events I have done. As I get more experience with bigger events I will be posting more tips and tricks for success. I hope this has been helpful.

Enjoy!