Organizing Events

Events Coordinator

What is my role?

I recently took on a voluntary position as the events coordinator of Anya's Wish, a charity my mum has begun (App.6). I am helping to organize fundraising events for the charity.

What have I learnt?

I have learnt about planning events and have been able to build on what I am learning in class, as well learning about the importance of each and every small idea, which help create the bigger picture.

I have learnt more about the power of advertising. For the first fundraising event, we held a coffee and cake day. We advertised in as many ways as we could think of - social media, posters and flyers which we disputed to neighbours, friends and family. On the day, we had many more people than we had hoped for come along, just to see what we were about and sit and chat with a cake and a coffee. Even a reporter for the local newspaper came along and interviewed us (App.7).

Identify bad practice.

Although not something I have done personally, I have experienced bad practice from another. We have been planning to hold an African Gala Night, in October later this year. We looked at several venues before deciding on one, which had the facilities we needed. The Sales Assistant who we met with was wonderful, taking notes of everything we wanted, was really professional and gave us more ideas as well. Unfortunately, she moved onto another job elsewhere a month later and promised everything had been handed over to her colleague, who would be in touch with details about the menu and costs.

A few weeks passed and we still heard nothing. After chasing it up, we were eventually sent over a contract, which explained we would need to pay a deposit to secure the date and a cost of £35 per person for the meal. Since we were only having a buffet, we thought this was a bit much and we didn't have a copy of the menu yet either.

Several weeks later, despite numerous emails and phone calls we still had no menu and had received no offer of a face to face meeting with this new events coordinator. I couldn't believe how unprofessional they were coming across.

How will I develop this?

I hope to continue helping to organise more and more events for the charity, mostly small ones for the foreseeable future with one or two bigger events. I hope to continue to develop my skills as an event organiser, building confidence in my abilities and gain more understanding of my role and future roles.

As for the bad practice I have identified, I can only hope that when I am working as an events coordinator, I am professional at all times, no matter how many clients I have or gain through colleagues leaving. I believe it is good practice to always meet a client face to face at least once, especially if you are taking over from a colleague, where miscommunication of details is more likely to occur.