The value of an on-site event coordinator

Planning

May 4

Planning

The value of an on-site event coordinator

Sara Iannacone · 5/4/2023

Coworkers having a meeting in a conference room

Curious about whether you need an on-site coordinator for your corporate event? Today, we’re clarifying what an on-site event coordinator is and how to know when you need one.

It’s no secret that planning company retreats can be an overwhelming experience, especially if the internal organizer or planning committee lacks prior planning experience.

There’s a lot that goes into the planning of an event—what seems like a simple occasion can involve tons of behind-the-scenes logistics. You have writing and design work via invitations and content planning, administrative functions like attendee RSVP tracking and hotel reservations, paired with managerial tasks like execution and staffing. It’s a lot for one individual. This is why it’s no surprise that being an event planner is consistently ranked as one of the most stressful jobs in the world, coming in at number three in 2023.

But planning everything is only one part of the equation. There also comes the day-of responsibilities, like communicating with vendors, ensuring timing is spot-on, and handling any last-minute issues. Those duties fall on the shoulders of the organizer—unless they’ve hired an on-site event coordinator to make sure all the pre-planning of an event is executed flawlessly.

What is an event coordinator, and what do they do?

So, what exactly is an on-site event coordinator? Well, they’re the event professional that is primarily responsible for ensuring that all aspects of an event are executed smoothly and efficiently. Their job typically involves collaborating with clients, vendors, and suppliers to ensure that the event runs according to plan and that the vision of the client is realized in the event.

While your event planner and coordinator may often be the same person, the roles can sometimes be carried out by two different professionals—or by an entire team, depending on the scale of your event.

Differences between an event planner and an event coordinator

To make the concept simple, you can think about an event planner being the go-to in the early stages of the planning process.

Think things like:

Identifying event objectives
Laying out event budgets
Coming up with themes and project timelines
Contracting event venues and vendors
Booking business travel or working with the travel management vendor
General project management

Event coordination and management is an intertwined yet distinct function. Rather than preparation, they’re handling on-site logistics and execution—the implementation phase, so to speak. This may be the same person who planned your event, or it may be someone else who’s been briefed on all the details.

They’ll be responsible for things like:

Overseeing setup and breakdown
Vendor management
Timeline management
Troubleshooting on-site
Speaker liaising
Collateral and signage distribution
Registration management

Do events always have an event coordinator?

One question we get often is whether or not all events have an event coordinator on-site. The simple answer is no, not always.

Smaller and less complex events may not require an on-site event coordinator. However, for events where attendance is higher and the agenda is more involved, it is common to have an event coordinator oversee the event’s execution or serve as support for the point person.

Do I need an on-site event coordinator for a corporate event?

As mentioned above, whether you need one truly depends on the event and the desires of the organizers. Having an event coordinator ensures the smooth handling of the event by someone who understands all the ins and outs of the hospitality industry. That can be an invaluable resource.

This professional can handle any unforeseen challenges or issues that arise and run the day-to-day so that you can spend the time focusing on what matters—creating connections with your team and partners in attendance. This is why even though you may not always need one, you’ll likely want one.

How to decide whether you need an event coordinator

Here are some things you can consider when deciding whether an on-site coordinator is right for your event.

Complexity of event

For more complicated events with overlapping agenda items, multiple off-site excursions, and attendees traveling from all over the country or the world—things are going to get burdensome for the administrator or manager who may be in charge. While they are likely incredible at their job and have great organizational skills, that’s a lot for any one individual to handle.

Event management is an art that event coordinators have mastered. Letting them take the reins and make it less stressful for your team can help ensure a better impact.

Budget

Another thing to consider when thinking about hiring an event coordinator is your budget. You need to have room to pay their fees, which will vary depending on a few factors we’ll go over a bit later.

Peace of mind

An event coordinator's experience and expertise in event management can ensure that every detail has been considered and adequately addressed both in the final planning stages and on-site. There’s really nothing quite like having a go-to person when something goes wrong on-site (because no matter how well it’s planned, something will likely not go as planned).

For example, at a recent BoomPop client event for Kiva, the weather put a damper on the outdoor activities planned. Rather than the team having to break the schedule and pivot on the fly, they were able to rely on their BoomPop on-site coordinator. Their on-site event manager was able to book an escape room and indoor dinner venue nearby while the stakeholders enjoyed a stress-free experience.

Types of events that can benefit from an on-site coordinator

So, what types of events make the most sense for an on-site event coordinator? Here are just a few:

Company offsites and retreats

Typically, company offsites and retreats are held in destinations your core team may not know as well, and you’ll have many people traveling, which means lots of logistics. The event coordinator can ensure arrivals are on time and adjusted for delays, as well as manage hotel, transportation, and venue logistics.

Conferences and trainings

With a conference, there are multiple moving parts, including speakers, attendees, vendors, and sponsors, that require management and coordination. An event coordinator can oversee and manage these parts to ensure they are all in sync and working together to achieve the conference's objective.

Client events

The goal of a client event is typically to treat your clients to an unrivaled experience and gain time to connect with them on a deeper level. If you’re running around dealing with logistics, you’re not going to have the time to spend on those revenue-generating activities that come along with a traditional client event.

You want to make your investment profitable and to do that, you need to be face-to-face with clients, not making things happen behind the scenes.

How much do event coordinators cost?

The cost of hiring an event coordinator can vary depending on various factors, such as:

Event scope
Duration
Event coordinator experience level

Some event coordinators charge a flat fee for their services, while others charge a percentage of the overall event budget. They’ll also typically require travel and expense reimbursement.

How to hire an event coordinator for a corporate event

Hiring an event coordinator can be a wise investment, as they can save time and help reduce stress while ensuring that all aspects of the event run smoothly so you can focus on event objectives and goals for your team.

The best path is to hire one via your event management/planning company or through your venue so it’s someone you know is talented and trustworthy. In fact, BoomPop offers on-site event management as an a la carte service for all events, charged at a flat daily fee. You can schedule a call with our team to chat about your options and explore more resources for event planning in the interim.