Top Strategies For Coordinating A Successful Event Team



Any seasoned event industry professional knows that it takes a village to pull off a successful event. As an event professional, you will want to ensure that you’ve got the best people on the job.

Let’s take a look at some of the top strategies for coordinating a successful event team.

Hire the Right People

Half the battle of coordinating a successful event team is making sure that you have the right people on the job. Every event consists of different vendor teams that should be able to work together seamless as one cohesive group.

If you are the event’s  coordinator,  make sure that each vendor candidate has been properly vetted before they even walk in the door. Have you worked with them in the past? If so, did you have a good experience? What have other hosts and vendors said about them? Can you see samples of their work? These pre-qualifying questions are going to help weed out anyone who may not be the right fit.

Employ Open Communication

Having open communication with all vendors involved in the event is critical to its success. Collaboration is key!

Be sure that you’ve come up with a universal communications plan that everyone is comfortable using. Whether it’s via email, text message or FaceTime, everyone should be on the same page when it comes to how they communicate with each other.

Regular meetings should also be scheduled well in advance of the event. Our recommendation is to have an informal chat when planning first starts, a meeting three months ahead, and another meeting one month out from the event. This way, everyone can be brought up to date on a regular basis.

Communicating through the use of AllSeated’s vendor timeline is a very important part of the process. As a collaborative tool, creating a vendor timeline within AllSeated keeps everyone up to date and operating on the same page. Vendors will inevitably have changes they want to make leading up to the event so using AllSeated’s timeline feature is PERFECT since it’s collaborative and updated in realtime.

Stick to the Guidelines

Being prepared also means making sure that everyone is aware of the rules and regulations of the venue. This includes (but is not limited to!) knowing what time you’re allowed to arrive, where the drop-off locations are for rentals, food, and guests, when items need to be picked up after the event, and where and how to throw garbage away. Be sure that someone has looked over all of the rules and disseminates them to the entire vendor team well in advance of the event.

With these strategies in your back pocket, you’ll have no trouble coordinating a successful event team!!

Heather Jones is the Catering Sales Director for Wente Vineyards, a family-owned property that is home to a winery and vineyards, a golf course, restaurant, and a handful of unique facilities for hosting weddings and special events.