Event Coordinator

• Certificate III in Events
• Diploma of Events
• Advanced Diploma of Events

If you've ever tried to organise a large party or a school ball you'd be aware of all the potential headaches, when bands pull out at the last minute or there's not enough food for the hungry hordes! Function coordinators organise or manage special events from wedding receptions to conventions and conferences.

Many a future bride and corporate executive would agree, that in today's busy environment, engaging a function coordinator takes the stress out of organising events. Event coordinators are responsible for organising and overseeing all sorts of functions making sure that they run smoothly and successfully.

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There are no specific educational requirements to become an event coordinator, however, the skills gained through undertaking certificate courses in Hospitality are considered to be relevant.

TAFE SA offers a Certificate III, Diploma and Advanced Diploma of Events.

The University of South Australia offers a Bachelor of Tourism and Hospitality Management degree.

Event coordination, except in larger hotels or function centres, is often only one part of someone's role. For example, the restaurant manager or bar manager may also look after functions. Because of this, it is difficult to determine the exact nature of future demand.

Employment is largely dependent on the level of tourism and econimic activity. There are possible prospects for self-employment.

''Weddings, Parties, Conferences. There is such diversity in my job,'' says Kylie, a wedding and conference coordinator at the Vine's Resort. Each week she is planning different functions, anything from a small intimate wedding to a function for 300 people. And her client's tastes and needs can be as different as Harley Davidson's and horse and carts! ''I organise activities such as golf days, winery tours, lunches, bouncy castles and mobile animal farms, tai-chi classes and underwater theme nights for gala dances. ''Kylie's love of weddings and her voracious need to organise people led her to leave receptionist work at the age of 23 and seek a career as a function manager. ''I rang TAFE and asked them what was the best way to get into the industry and they suggested I complete a Certificate IV in Hospitality. While I was studying I needed to get some work experience, so I rang The Vines and spoke to the banquet manager. I learnt how to do quotes, how to coordinate events and with some casual waitress work, also learnt to sell menus to the customers. It's important to learn both sides of the business.'' Kylie's enthusiasm paid off because soon she was filling in for staff while they were on leave and was eventually trained as a banquet manager. Weddings would have to be the favourite aspect of her job, helping people organise the happiest day of their life. First of all, she sends out wedding kits to prospective clients, has a one-on-one meeting with them, finding out what their expectations are and matching these to their budgets. She helps them choose menus, plan decorations and even liaises with the DJ and cake decorator. Some requests are somewhat unusual, though. ''Some people like to release butterflies during a wedding ceremony. I order them from a company and they come frozen in a box. When the box is opened they come alive and fly out, though generally they're still sleepy and sit on people's shoulders. ''There is sometimes pressure to meet deadlines and you have to work long hours, up to 12 to 14 hours a day because the client wants you to be there checking all the last details. But Kylie wouldn't change her job for anything. You'd think, too, that given her eagle eye for detail, she'd find it hard to enjoy family and friends weddings. ''I do get critical when going to other people's weddings. But then I try and relax and sit on the other side of the fence for once!''

The event coordinator's role begins when the client has confirmed the use of a function centre. Working out whether the client's needs can be met within their budget, confirming how many guests will be attending the event, organising any catering requirements and ensuring that proceedings will run according to time specifications are the details they attend to. Special arrangements such as ordering flowers, centrepieces, balloons or decorations for special theme nights are all part of the service.

People working as event, function and convention coordinators agree that the most fulfilling aspect of their work, given the time and effort that's invested, is watching all of the arrangements come together smoothly. Organisation is the key to effective functions, so it goes without saying that good organisational skills are a must. Excellent communication skills and attention to detail will ensure that the client's needs are met satisfactorily. It also means that they will most likely keep you in mind when planning their next function. Event coordinators tend to work in an office environment but much of their work is conducted on site at hotels and function centres. Working after hours or on the weekend is very common.

To succeed as an event coordinator, you will need an understanding of and hands on experience in many food and beverage operations. You will need to have gained experience in waiting, catering and restaurant and banquet supervision.

Event coordinators are usually employed by the larger hotels and convention venues and companies that specifically provide a convention management service.

The event coordinator liaises regularly with the client to ensure that all of the client's requests are met and completed on time. Sourcing locations and facilities, as well as compiling any materials needed are some of their main duties. Some of the requirements for a function could be the availability of audiovisual equipment for presentations as well as access to fax machines and the Internet. It's also up to the coordinator to suggest ways that the client's planned event could be improved.

Salaries are largely dependent on the size of the organisation, the level of responsibility of the role and the person's experience. Salaries generally range between $25,000 and $40,000 per year.

For further information about all TAFE SA Courses, phone 1800 882 661 or email tafeinfo@saugov.sa.gov.au