Event coordinators - the perfect way to impress customers

Whether your company is hosting a conference, launching a new product or celebrating an important achievement or milestone, organising a business function can be a daunting task.

That's where a professional event coordinator can help. From initial concept through to organisation on the day and the clean-up afterward, event planning can help make your next business function a resounding success - and you won't have to lift a finger.

Creating a brief 

Before contacting an event coordinator, it's important to have a clear idea of the purpose of your function and what you want to achieve. This will enable them to deliver the perfect event for your needs.

"The client should be very clear in the brief," says Cliff Hughes of Event Rentals. "We can then advise what will work and what won't. For example, we know from experience how many people can be comfortably accommodated in a room of a particular size, and what kind of seating works best."

Budgeting for your event

Setting a budget for your event should be a top priority, as it will determine what you can achieve. An event co-ordinator can help you consider all aspects of the function that you'll need to include in the budget, including those things that you may not have thought about. 

Getting a professional to take care of your event planning also takes all the hassle out of it. They take care of all the negotiations with equipment and catering suppliers and can often get a better price on party hire than you might be able to secure alone.

Organising equipment 

An event coordinator is experienced in all facets of event planning and will be able to advise on what infrastructure and equipment will be required, from flooring to portable toilets, theatre-style seating, ice tubs, catering equipment or even a grand marquee.

If the function is going to be very large, your event co-ordinator may need to contact other specialists within the industry, perhaps for power generation, sound or lighting. Often they will have existing relationships with other professionals and can recommend someone who will be the right fit for your event.

That expert touch 

An event coordinator will also come up with suggestions you may not have thought of, such as ice buckets for serving chilled drinks, audiovisual equipment, or even a lectern for the person delivering the presentation.

"Most people are happier standing behind something when they talk - it gives them something to place their notes on, and hides any fidgeting," says Cliff.

Tips like this can make all the difference to the success of an event, so contact an event coordinator today to discuss your needs.