Before the Event (Pre-event)

• Evaluate the type, size, and location of the event to be organized (if applicable).
• Inspect and audit the venue's facilities (the entire hall) and report to the Operations Manager/Supervisor.
• Gather clear information about the event floor plan from the client (even if the DJ/Emcee has communicated with the client).
• Brief the event "host" about compliance with government or management SOPs (if applicable).
• Create a "draft" plan for the event's requirements, understanding the format and theme (if applicable).
• List the requirements for organizing the event (if applicable).
• Plan logistics, content, and the event's finances (if applicable).
• Provide a financial estimate based on the received quotation (if applicable).
• Offer several options to present to the client based on the provided budget (if applicable).
• Inspect the venue for cleanliness (event area/prayer room/restrooms/fitting room/holding room), ensure the smooth operation of audiovisual systems, technical requirements, and venue equipment.
• Ensure the SOP system can still be used for the event, especially the thermometer, QR code (MySejahtera), social distancing markers, and sanitizers (if applicable).
• Attend a meeting every Tuesday with the marketing/sales team and operations team to discuss and identify the progress of each event for the week. The meeting includes the event date, venue name, number of guests, menu, event plans, and a checklist of key points.
• Coordinate with the Décor team in case of changes in flower colors for the bridal setup, walkway, arch, backdrop, and venue decorations.

During the Event (At-event)

• Provide briefings or information about the event to all event crew (waiters, DJ/Emcee, in-house staff) involved (before or at the start of the event).
• Ensure all involved crew are at their respective locations according to the set schedule.
• Manage the event according to the established plan.
• Ensure the event follows the predetermined schedule.
• Ensure all event requirements are met.
• Act as the Event Coordinator on the event day.
• "Introduce" the buffet and tea/porridge menu to the event host/closest relatives.
• Monitor all crew members.
• Ensure all guests receive proper service.
• Ensure the event runs smoothly.
• Manage constraints, problems, or challenges by making decisions to continue the event.
• Ensure the catering team arrives on time with complete catering equipment and food.
• Ensure the waitstaff team is sufficient, knows their roles and positions, and complies with SOPs.
• Continuously monitor and ensure that event crew and guests adhere to SOPs.
• Ensure there is enough food before the event starts.

After the Event (Post-event)

• Prepare an event report or evaluation.
• Collect feedback on the event from the client (written reports and interviews with the newlyweds are recorded for promotional purposes on Facebook/Instagram).
• Ensure the venue is clean and orderly after the event.
• Ensure no damage occurs in the venue due to the client/guests (such as broken pots, damaged venue equipment, broken chairs, etc.). If there is damage, the client's security deposit must be held temporarily and notify the client of the damage and then refer to the Head of Department (H.O.D) and the Accounts Department for the amount to be deducted from the security deposit. The fine money shall be handed over to the Accounts Department.
• Prepare an event financial report. Ensure that financial documents are complete and properly filed (if applicable).
• Maintain good relations with the client.

Key Points to Keep in Mind:

Most of the Event Coordinator's tasks are technical and require planning skills, along with an understanding of what might happen before, during, and after the event, making prompt and appropriate decisions. All feedback from the newlyweds or the couple's side should be presented and discussed in a "post-mortem" meeting to identify weaknesses that can be improved and enhanced for future events. A "post-mortem" meeting, after the conclusion of an event, is held to measure the event's success. It's also conducted to identify weaknesses and ways to overcome them for future events. A "post-mortem" will not gain cooperation from those involved if IT is used to find fault with someone.