Job scope (event coordinator) before the event (pre-event):

• Assessing the type, size, and location of the event to be organized (if applicable).
• Inspecting/auditing the venue's facilities and providing a report to the operations manager/supervisor.
• Gathering clear information regarding the event floor plan from the client.
• Briefing the event hosts about compliance with S.O.Ps set by the government or management (if applicable).
• Drafting a plan for the event's requirements and understanding the format and theme.
• Listing the requirements for organizing the event.
• Planning logistics, content, and finances for the event.
• Providing a financial estimate based on received quotations.
• Offering multiple options to present to the client based on the provided budget.
• Ensuring venue cleanliness, smooth operation of audiovisual systems, technical requirements, and venue facilities.
• Ensuring the S.O.P. system is operational, especially the thermometer, bar code (MySejahtera), social distancing markers/stickers, and sanitizer (if applicable).
• Attending meetings every Tuesday with the marketing/sales and operations teams to discuss/identify the progress of each event for the week.
• Liaising with the decor team for any changes regarding flower colors, walkway/ arch, backdrop, and venue decorations.

During the event (at-event):

• Briefing or providing information about the event to all event crew (waiters, DJ/emcee, in-house staff) involved.
• Ensuring all crew members are present at the location according to the set time.
• Managing the event according to the planned schedule.
• Ensuring the event proceeds according to the established agenda.
• Ensuring all event requirements are met.
• Acting as the event coordinator on the day of the event.
• Introducing menu items at the buffet table and tea/porridge corners to the hosts/closest relatives.
• Monitoring all crew members.
• Ensuring all guests receive proper service.
• Ensuring the event runs smoothly.
• Managing constraints/problems or challenges that arise by making decisions to proceed with the event.
• Ensuring the catering team arrives on time with complete food and catering supplies.
• Ensuring the waiter team is sufficient, aware of their duties and positions, and adheres to S.O.Ps.
• Continuously monitoring and ensuring that event crew and guests comply with S.O.Ps.
• Ensuring sufficient food is available before the event starts.

After the event (post-event):

• Preparing an event report or evaluation.
• Obtaining event feedback from the client (written reports and interviews with the bride and groom recorded for promotional purposes on FB/IG).
• Ensuring the venue is clean and orderly after the event.
• Ensuring no damages occur in the venue attributed to clients/guests (such as broken pots, damaged venue equipment, broken chairs, etc.). If any, the client's security deposit should be temporarily held, informing the client of the damage, and then referring to the H.O.D and accounts department for the amount to be deducted from the security deposit. The penalty money should be handed over to the accounts department.
• Preparing a financial report of the event. Ensuring financial documents are complete and properly filed (if applicable).
• Maintaining good relations with the client.
• Important things for the event coordinator to bear in mind: Most of the event coordinator's tasks are technical and require planning skills, along with foreseeing what might happen before, during, and after the event day, and making timely and appropriate decisions. All feedback from the bride or the bridal party should be presented and discussed in a "post-mortem" meeting to identify weaknesses that can be improved and enhanced in the future. "Post-mortem": A "post-mortem" is held after completing an event to measure the success of the event. It is also held to find the cause of weaknesses and how to overcome them for future events. The "post-mortem" will not receive cooperation from those involved if it is used to find someone's mistakes.