Event Coordinator
📋 Event Coordinator Task List
- 🗓️ Pre-Event Planning
- Finalize event timeline and run-of-show
- Confirm all vendor bookings (catering, rentals, entertainment, etc.)
- Coordinate with venue staff on setup, access, and restrictions
- Prepare and distribute team assignments and contact sheet
- Ensure all permits, insurance, and compliance documents are in place
- Oversee delivery schedule for supplies and rentals
- Create backup plans for weather, tech, or no-shows
- 🧑🤝🧑 Team & Vendor Coordination
- Lead pre-event team briefing (roles, timing, expectations)
- Check in with vendors upon arrival and direct setup
- Troubleshoot any vendor or team delays
- Keep communication flowing between host, volunteers, and vendors
- Monitor inventory of supplies (e.g., signage, giveaways, refreshments)
- 🎯 On-Site Management
- Arrive early to oversee setup and layout
- Walk through venue to ensure everything matches plan
- Manage time cues for speakers, performers, and transitions
- Handle real-time issues discreetly (e.g., missing items, guest needs)
- Support host and volunteers with any urgent requests
- Track attendance and engagement metrics if needed
- 📦 Post-Event Duties
- Supervise breakdown and cleanup
- Confirm vendor pickups and returns
- Collect feedback from team and attendees
- Document lessons learned and suggestions for future events
- Submit final expense report or receipts if applicable