1.

Explain the duties and responsibilities of an Event

planner/coordinator.

Pre-planning
The first stage of event planning requires the planner to undertake pre-
planning activities which requires visualizing how the planner would
like events to unfold. It involves taking into account the number of
people and their characteristics in terms of gender, age groups, and
their specific needs.
When pre-planning events, you need to:
- Understand the purpose of the event
- Clearly list all activities including the seating arrangement, number of
staff, the responsibilities of staff, and scheduling time for activities, etc.

- Outline food and drink requirements

- Consider transportation to and from the event
- Determine the budget requirements
- Specify dates for holding events.

- Create timeline for planning phases

- Obtain written evidence of availability of venues
- Conduct research to determine the best performers and speakers you
need to invite
The above list is not exhaustive but it should provide you with a head
start to planning a successful event. The 5Ws of event creation: why,
who, when, where, and what
i. Why are we putting on the event?
This is the first question you need to ask when planning an event. You
need to discover the purpose for staging the event.
ii. Who do we want to come to the event
Knowledge of the target audience which will attend the event is a must
know as this will form the basis of your marketing plan
iii. When is the best time to stage the event?
This is very important to determine to avoid conflicts with other events

iv. Where is the best place to stage the events?

The most suitable and convenient venue should be chosen to facilitate
easy access and also to create the an enjoyable atmosphere
v. What concept or idea will best serve the purposes of the event?
It is generally recommended for event planners to engage in
‘brainstorming sessions’ to come up with a concept for the event if one
has not been developed or proposed already. This brainstorming
session requires each participant to voice out ideas that first appears
in his/her mind. These are noted on a whiteboard. Another list
comprising of ideas based on their ‘quality’ or ‘attractiveness’ may be
compiled. These two lists can then be fused to arrive at a combination
of ideas which serves as the event concept.
Logistics -
Another key to hosting a successful event is having a good logistic
arrangement. Logistics has to do with ‘planning, organizing and
coordinating the movement of goods, equipment, services, and people
to their point of need.’ The significance of logistics to events cannot be
overemphasised because haphazardly planned logistics may result in
supplies not arriving at the right time. Logistics planning presupposes
that the most ideal venue is chosen by the planners to ensure
customers, visitors, goods, and services have adequate access to and
from the venue. Adequate provision is also made to evacuate
participants during emergencies.
To ensure logistic activities are successful, planners need to consider
items which require long lead times
and substantial work and arrange for these at the earliest opportunity
so that they can be provided ahead of time.
i. Supplies, transport, and distribution
Planning and coordinating of movement of goods, equipment and
people form the foundation of logistical operations. Logistics therefore
involves managing transportation of people and items to and from the
venue of an event. The opening, running and closing of events also fall
under logistics. Other aspect of logistics include moving suppliers,
performers, and equipment, as well as, ticket distribution and
answering queries relating to the event by the marketing department
of an event management firm.
ii. Technical facilities
Nowadays, due to the sophisticated nature of technical services
required at event venues, event planners, and coordinators tend to
outsource these requirements to production or multimedia firms. This
move sometimes presents uncertainties to the event manager who is
usually not familiar with the quality of service of the hired firm in the
face of rapidly changing technology.
With the advent of a diversity of multimedia and communication
technologies, it is now common for people to receive live feed from
another country far away at an event in for example, London, via video
conferencing. It is recommended that venues having such advanced
technology ask parties who will be making presentations to undertake
test with the system at least a week before the commencement of the
event.
iii. Lighting
Adequate lighting should be provided at the venue to give ambient
light in the main function hall and to illuminate the speakers or
performers. Lighting creates a good setting for people attending
events. All public and support areas should also be adequately
illuminated.
To make the event even more enjoyable, decorative lighting should be
used throughout the venue where appropriate. Safety is also enhanced
by providing lighting at exits, entrances, along stairways and routes
leading to emergency exits. In general, lighting should be provided all
around at sections of the venue for the participants. Energy saving
could be achieved using lighting control systems and automatic
switching devices. The law requires emergency lighting to be provided
in public building with standby auxiliary batteries that can last for at
least three hours. Finally, car parks and areas surrounding the venue
should be well illuminated to make people feel safe.

Sound and communications

Professional sounds systems are now commonly used at venues
hosting special events unlike
previous year where a simple set up made up of an amplifier, a mixer,
and microphones were
more fashionable. It is not just sound systems that are provided by
equipment companies but
also, public address systems are part of the whole set - up.
Budgeting
Event budget should consist of the following aspects:
 Balance sheet showing a list of all expenses relating to
accommodation, transportation, catering
services, and marketing, etc.
 Sufficient funds must be available to pay for all expenses and a
separate account opened for
accrued expenses during the event
 Get client to approve all expenses beyond the budgeted amount
 Estimate costs using records of budget for similar events held
previously
 Make budget provision for licences and insurance for all potential
liabilities such as
cancellation/postponing the event or a fire.
 Have some emergency funds available to take care of unexpected
expenses
Schedule of Events
The schedule of event is a critical document that has to be prepared by
the planner of vents. This important document breaks down activities
into bits and highlights the time for performing activities, the details of
activities and the person responsible for ensuring the objectives of a
particular activity are achieved. This cue-to-cue document takes into
account activities such as the arrival of guests, transportation plans,
hospitality arrangements, security, information about the venue, clean
up, and equipment set - up procedures. Having adequate detailed
information in this document makes for a smooth and organized overall
event experience for all concerned.
The ideal approach to putting together and effective schedule of event
is to engage all stakeholders in the planning process encompassing all
activities from the start of the event to its completion. One gets a
better perspective by viewing all aspect of the event through the eyes
of the participants; how things will appear to them how they would feel
about the atmosphere, what the overall experience would be like.

Before choosing the venue for the event, the event planner needs to
consider carefully the exact specification of space required for the
particular event he is organizing and the atmosphere he wants to
create during the event.