What does an Event Organizer do?

 Description

Event Organizers plan, organize and coordinate conferences, conventions, business meetings, seminars, exhibitions, festivals and other related activities. These professionals are typically hired to work in tourism associations, convention centers, government entities, and event companies, or they may be self-employed.

The organization of events consists of coordinating the logistics of different areas, including budgets, speakers, transportation, decoration, food, drinks, equipment, supplies, among others.

 

Principal functions

Here are the most common functions of an Event Organizer:

 

·         Coordinate and organize events:

o Coordinate meetings whenever necessary with professional associations, sponsors or any organization to discuss the details of the conference, convention or event.

o Organize committees to plan the scope and format of the event.

o Monitor the progress of event planning.

o Establish and monitor the budget.

o Coordinate entertainment and social activities for attendees.

o Plan the registration of attendees, prepare programs and promotional material; promote the event to achieve maximum diffusion, through the use of social networks, flyers, articles, among others.

o Choose a theme for the occasion and take care of the decoration.

o Inspect the venue before the event begins to ensure that everything meets the customer's specifications and requirements.

 

·         Create communication channels with the client:

o Being the point of contact between the client and the place where the event will take place throughout the entire process, from planning to the end of the event.

o Communicate all the details of the event to the corresponding departments to ensure that the client's specifications are met.

o Communicate and coordinate the details of the event with the client, both verbally and in writing.

o Ensure that the information provided to the client is up to date and accurate.

o Solve all doubts and queries of the client.

o Solve any conflict that may arise to ensure the best quality of service and thus meet all customer expectations.

o Interact with the client to hear their opinions about the quality of the service offered.

o Follow up with the client after the event.

 

·         Coordinate and contract services for events:

o Coordinate the transportation and stay of the attendees when required.

o Take care of the food and drinks for the event (buffet, bar, menus, among others).

o Hire, train and supervise the personnel required for the event (Security Guards, Waiters, Cooks, and Experts in Audiovisual Technology, Interpreters, and Artists, among others).

o Prepare the place for people with special needs if necessary.

o Carry out special requests whenever possible, meeting all requirements efficiently and quickly.

o Hire the audiovisual equipment necessary for the activities that will take place during the event.

 

·         Carry out administrative activities:

o Negotiate contracts for services.

o Approve invoices and keep a record of payments.

o Supervise and correct the final receipt that will be delivered to the client and prepare the corresponding reports

 

·         Create a network of contacts with local distributors, establishments and service providers:

o Relate with suppliers of food, beverages, entertainment, transportation, audiovisual equipment, among others, achieving exceptional professional relationships.

·         Comply with the security policies and guidelines of the establishment where the event will take place.

Daily tasks

·         Ensure the fluidity and correct execution of all events.

·         Act as a point of contact between the client and the hotel or establishment where the event will take place.

·         Encourage teamwork and promote quality of service by maintaining open communication channels with suppliers, distributors and with hired personnel during all stages of the event.

·         Create a network of providers.

·         Inspect the establishment's facilities to ensure that customer expectations were met.

Candidate profile

·         Excellent communication skills, service vocation, customer orientation and proactivity:

o Communicate clearly, both in writing and orally, with clients, suppliers and staff members.

o Have customer service skills, be patient and protocol.

o Remain calm during adverse situations and handle the situation politely, discreetly and effectively.

 

·         Organized and able to manage your time effectively:

o Be organized and detailed.

o Being able to handle multiple projects at the same time and to work under pressure in a dynamic and active environment.

o Work independently and without supervision.

 

·         Analytical and decision-making ability, ability to resolve conflicts:

o Resolve conflicts efficiently and quickly.

o Anticipate the needs and expectations of the guests in order to make the appropriate recommendations.

·         Motivated, determined, responsible and determined to offer the best service.

·         Have good presence.

 

It is not really necessary to have a college degree when applying for this position; however, many companies prefer candidates with a Bachelor's or TSU degree in Hospitality and Tourism, Hospitality, Marketing, Management, Communication, or other related careers. The candidate who applies for the position of Event Organizer must have basic knowledge of sales, computing (Office Package) and social networks; in addition to having between 3 to 5 years of experience in similar jobs and an intermediate level of oral and written English.

The ideal candidate for Event Organization must be willing to work overtime, especially when the event date is close, weekends and national holidays. In addition, you must have the availability to travel when the event requires it.

A university degree is not always necessary to start a career in the Hospitality and Tourism area, therefore, obtaining a promotion is, in principle, a matter of time and effort. To achieve this, any candidate will be able to progress gradually starting with an entry-level job such as customer service. These types of jobs make the candidate understand and become familiar with the internal workings of the hotel or establishment, starting from the simplest. However, some employers prefer candidates who have completed their university studies or are pursuing higher education.

Courtesy: Event organizer in Lahore