Party coordinators provide information that impacts multiple areas of business.
Party coordinators help make parties special for customers, and help build continued business for companies. Coordinators might also be hired under titles including special events coordinator or assistant. Party coordinator positions are found in restaurants, at hotels, among party rental and supply companies, and in public relations and events management agencies.
Booking and Inquiry Response
The party coordinator is often the chief source of contact for inquiries from potential customers and clients. The coordinator must be proficient in all party services provided, including food, beverages, entertainment and pricing. If a "party package" of services is provided, the coordinator must make every effort to maximize sales and efficiency of choices by promoting packages to help those who inquiry make their selections for services.
Confirming Reservations
The party coordinator must track, monitor, manage and confirm reservations. This is especially important for party coordinators who hold positions at restaurants and entertainment venues. If guests provide an RSVP online, the coordinator should track responses on a daily basis, and even hourly as the party date approaches. The coordinator will be relied upon to make sure that deposits are made on time, and that the hosting facility has the appropriate personnel, food and other requirements to meet the needs of party guests on the date of the party.
Inventory Projections
The party planner must alert every department involved about inventory needs. For example, a party planner in a hotel would alert the restaurant about projected food needed for large parties and the menu selected for special items such as seafood that might have to be specially ordered. A party planner at a nightclub would alert the head of the bar to increase orders for beverages needed to host a Martini party. The party coordinator for a furniture rental company would alert the inventory controllers about needs for additional chairs to supply an outdoor wedding or reception.
Scheduling Rooms and Facilities
Scheduling is a major responsibility for the party coordinator. This task is important to making sure that space is reserved for party rooms inside of restaurants, hotels, and other venues. The coordinator must also be skilled at providing customers with options on other dates if facilities or equipment are booked in order to lessen the chance of missing business to competitors.
Serve as Company "Ambassador"
Party services and facilities are a major revenue source for restaurants, equipment and supply providers and entertainers. Party coordinators should be at each party event and take time to gauge the level of customer satisfaction among guests. To be proactive, a party coordinator can even conduct a survey among guests after the event and provide the company with feedback and responses to quantify interest, improve services and identify areas to increase party business opportunities.
Post-party Follow-up
Party coordinators are also assigned to conduct follow-up efforts. Coordinators contact the party host customer to get feedback. They obtain information on the level of satisfaction, problems and concerns. Party coordinators should have skills to get the "good with the bad." If there is a problem, they should know acknowledge it and report the issue to management. They should also be skillful in asking customers for ideas and suggestions for improvement. The company needs the information that the party coordinator supplies to make adjustments and improvements to products, policies and marketing efforts.
Tags: Party coordinators, coordinator must, party coordinator, party coordinator, party planner