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hotel event coordinater

1. Initial Client Consultation

Understand the client's vision and objectives for the event.

Discuss budget, guest count, and preferred dates.

Gather details on the type of event (wedding, conference, corporate meeting, etc.).

Identify any specific requirements (audio/visual, catering, etc.).

2. Venue Preparation

Confirm the availability of the event space.

Create a floor plan layout based on the event type and guest count.

Ensure necessary permits and licenses are obtained.

Coordinate with housekeeping for cleanliness and setup.

3. Vendor Coordination

Research and select suitable vendors (caterers, decorators, AV providers, etc.).

Schedule vendor meetings and site visits as needed.

Confirm vendor contracts and payment terms.

Communicate event details to all vendors.

4. Marketing and Promotion

Develop promotional materials (flyers, emails, social media posts).

Create an event webpage or registration portal if necessary.

Coordinate with the sales and marketing team for outreach.

Monitor RSVPs and maintain guest lists.

5. On-Site Event Management

Arrive early on the event day for setup and coordination.

Oversee vendor arrivals and setup processes.

Ensure audio/visual equipment is functioning properly.

Coordinate with catering for meal service and timing.

6. Guest Experience

Greet guests upon arrival and assist with registration.

Provide event materials (badges, programs, etc.) as needed.

Ensure the event flows smoothly according to the agenda.

Address any guest inquiries or issues promptly.

7. Post-Event Follow-Up

Conduct a debrief with the client to gather feedback.

Send thank-you notes to vendors and participants.

Review event success against initial objectives and budget.

Document lessons learned for future events.

8. Financial Reconciliation

Collect and review all invoices from vendors.

Ensure all payments are processed and completed.

Prepare an event budget report for the client.

Analyze profitability and areas for improvement.

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