Before the Event (pre-event)- Assess the type, size, and location of the event to be organized (if applicable)
- Inspect/audit the hall equipment (entire hall) and report to the Operations Manager/Hall Supervisor.
- Obtain clear information about the event's floor plan from the client (even if the DJ/Emcee has already communicated with the client).
- Brief the event "host" on the SOPs set by the government or management (if any).
- Create a "draft" plan for the event's requirements. Understand the format and theme of the event (if applicable).
- List the requirements for organizing the event (if any).
- Plan the logistics, content, and finances of the event (if any).
- Prepare a financial projection based on the quotations received (if any).
- Prepare several options to present to the client, based on the provided budget (if any).
- Inspect the hall for cleanliness (venue/prayer room/toilet/fitting room/holding room), smooth audiovisual system, technical requirements, and equipment.
- Ensure that the SOP system is still applicable to the upcoming event, especially thermometers, barcodes (My Sejahtera), social distancing markers/stickers, and sanitizers (if applicable).
- Attend a meeting every Tuesday with the marketing/sales and operations teams to discuss/identify the progress of each event for that week. The meeting includes the event date, hall name, number of guests, food menu, and event planning, as well as a checklist to be emphasized.
- Liaise with the decor team if there are changes in the color of the pelamin flowers/walkway/arch and pelamin backdrop as well as the hall decor.
During the Event (at-event)- Provide a briefing or information about the event to all event crew (waiters, DJ/emcee, in-house staff) involved (before or during the event).
- Ensure all crew members are at their respective locations at the scheduled time.
- Manage the event according to the plan.
- Ensure the event runs according to the schedule.
- Ensure all event requirements are available.
- Serve as the Event Coordinator on the day of the event.
- "Introduce" the menu items on the buffet table and tea/porridge corner to the host/closest family.
- Monitor all crew members.
- Ensure all guests receive proper service.
- Ensure the event runs smoothly.
- Handle constraints/problems or challenges that arise by making decisions to continue the event.
- Ensure the catering team arrives on time with complete food and sufficient catering equipment.
- Ensure the waiter team is sufficient and knows their respective tasks and positions and complies with SOPs.
- Continuously monitor and ensure that the event crew and guests comply with SOPs.
- Ensure there is enough food before the event begins.
After the Event (post-event)- Prepare an event report or event evaluation
- Obtain event feedback from the client. (A written report and interview with the bride and groom are conducted through video recording for promotional purposes on FB/IG)
- Ensure the hall is clean and tidy after the event.
- Ensure there is no damage to the hall caused by the client/guests (such as broken vases, damaged hall equipment, broken chairs, etc.). If any, the client's security deposit should be "held" first and inform the client of the damage and then refer to the HOD and Accounts Department for the amount to be deducted from the security deposit. The fine money must be submitted to the Accounts Department.
- Prepare a financial report for the event. Ensure that financial documents are complete and filed properly (if any).
- Maintain a good relationship with the client.
Important things that an Event Coordinator should "bear in mind": Most of the Event Coordinator's tasks are technical and require planning skills as well as the ability to anticipate what will happen before, during, and after the event and make quick and accurate decisions. All feedback from the bride and groom or the bride's party should be presented and discussed in a "post-mortem" meeting to identify weaknesses that can be improved and enhanced in the future."Post-mortem": A "post-mortem" is held after an event to measure the level of success of the event. A "post-mortem" is also held to find the root cause of weaknesses and ways to overcome them for future events. A "post-mortem" will not get the cooperation of those involved if IT is used to find fault with someone.
