A Coordinator has to perform all those duties that are required for various activities that need planning and organization.
Coordinator duties vary from profile to profile and organization to organization. Essentially, the basic responsibilities and obligations of a coordinator are same but they become more widespread and comprehensive as it gets highlighted that what actually needs the coordination.To cite an example, the Coordinator duties for a bachelor’s party are going to be widely diverse from that of coordinating a corporate event. Simply saying, different events and activities call for different kinds of Coordinator duties.
Let us study a case and realize how Coordinator duties involve various activities that comprehensively call for coordination of an event.
- Duties Involved In Coordinating Social Gatherings and Parties
The understanding of his role will help him in coordinating the event perfectly and to the optimum satisfaction of the client. Here is simplified flowchart of the process that would be applied by a conscientious coordinator for managing a social gathering.
A meeting with the clients rendering clear understandings of various needs and preferences of the client for his gathering or party:
- The vital budget planning that is the most important factor of an event planning.
- Preparation of exhaustive lists concerning various details such as invitees list, venue preferences, party timings, preferred cuisine etc.
- Finalization of location and coordinating with the manager of venue.
- Final approval of the menu as per clients’ taste and then coordinating catering related activities with the caterer of senior chef.
- Planning and organizing the entertaining activities for the parties that might involve a music band, Disco Jockey or a Mike Coordinator.
- Playing an interactive role between the client and various other workers and establishing a fine balance between them.
- Drafting and dispatching of event’s invitation before appropriate number of days and conforming their presence so that there is fair idea of the guests’ attendance.
- Remaining physically present at the social gathering to make sure everything is happening as per planning and handling every minor to major problem, in case they arise.
- Staying back till the end of the party so as to supervise everything to the perfection.
- Overseeing the finality and the cleaning up of the venue of the event.
- Finally, coordinating the final payments of all the involved workers.
The coordinator duties involving a social gathering such as a party, a religious function, a wedding etc keeps the focus on the fact that the coordinator must thoroughly understand the taste, likings, needs and preferences of his clients.