Tell me about your experience planning events
I’ve been working in the event planning industry since 2013. I have experience planning countless events, including weddings, birthday parties, corporate social outings and even political rallies. I met my husband through the company he was working for. We ended up marrying in 2016. I could not have asked for a better wedding venue to hold our reception. We ended up making thousands of dollars in commission through the venue we picked. And that’s just one of the many successful events I’ve planned.
Title:Event Coordinator Interview Questions
I do have a lot of experience. Over time, I’ve learned to really have multiple people on my team to help make the most out of each event I plan. My last event was for a local non-profit organization. We had about 40 guests, and we raised about $4,000 for their donation drive. The venue ended up donating the space for the event because we had such a good turnout.
What is your event management process?
I like to get all of my event accommodations in order first. You want to make sure you have everything you need before you start planning your events. From venues, to food vendors and entertainment options. We always like to get a good start on the planning process so that we can be as hands on as possible with everything that’s going on. We usually like to set up a meeting in the middle of the planning process, as well. This way we can share all of our ideas and get input from our clients as to how they would like to move forward with the planning process. This way everyone is happy with what is going on.
The most efficient way to organize your entire event is to have a designated person who will have overall responsibility for the event. This person must be flexible and understand that the success of an event is not always dependent on the things they are in charge of. It is more important that they be able to communicate with all of the vendors, coordinators and guests at any time. Also understanding what is going on with each aspect of their departments, making sure that everyone knows who to contact if there are any issues throughout the night.
I like to receive a lot of information on the day of the event. I try to be hands on that day, but it is not always possible. So the day before and even days leading up to the event I like to let my coordinators know where we are at with each aspect of the event. Setting up food, set up entertainment, setting up any entertainment requirements, etc… This way we can ensure that everything is going smoothly without any problems.
How do you handle unexpected challenges that come up during an event?
There are always going to be unexpected challenges that come up during any event process. You have to be able to think on your feet and come up with a solution as well as figure out what you’re going to do differently next time so the situation doesn’t occur again. It’s okay if something goes wrong during the planning process, but if it happens more than once, it’s time to re-evaluate your plans.
It’s not always easy to handle unexpected problems, especially if you’re new to the industry. But, not addressing the problem doesn’t mean it won’t be there in the future. If you learn how to deal with it now, you’ll have the ability to handle all kinds of unexpected challenges.
What are some of the most challenging events you’ve planned, and how did you overcome those challenges?
There are some very challenging events that I’ve planned. The event planning business is an ever-changing industry, so you’re always going to run into some sort of change during the planning process. One of the most challenging events I’ve planned was a gala our company held for a sports agency about a year ago. The initial plan was for the event to be held outside, but then the weather changed. We had to change the plans slightly, but we made it through. There is not anything unique about the event, though. In the beginning, I had a lot of questions. But I was able to talk with my boss and figure out the best way to move forward.
The event turned out great and there were no major problems. The show was still held outside, but inside of an arena. The weather cooperated, too. The attendees all seemed to enjoy themselves, too. It is a challenge when you have to quickly deal with a change in your plans, but you are able to overcome this challenge by understanding how important it is to adapt when things change.
Have you ever had to deal with an unhappy customer or guest at an event? If so, how did you address the situation?”
Yes, I dealt with an unhappy guest at one of our events. And it’s something that I dealt with internally first. It’s important to be able to put yourself in the shoes of the guest and figure out what you can do to better make them happy. We didn’t know that the music was too loud for this particular guest at the time, but after talking to us and our event manager, we were able to figure out a solution.
During the event that the guest attended, we turned down our music to a more appropriate level. We also gave them ear plugs so they could enjoy themselves in peace. Our event manager and I spoke with this guest after the event and they were very grateful.
Another situation happened a few years ago when I had to deal with a group of teens who were disrespectful at our decorations. I had to ask them how they would like it if their parents were there making fun of their music taste and what they thought about their decorating skills. After that, they cleared up the mess they made and everything was fine.