When it comes to planning a successful event, a venue coordinator is crucial. From coordinating food, lights, and music to managing vendors, parking, and timelines, they’ll handle everything related to the venue you’re renting.
Needless to say, it’s a big responsibility.
Any reputable venue should have a reliable venue coordinator on hand, so as you’re searching for the perfect place to host your next event, you’ll want to vet their coordinator first. They should be experienced, professional, proactive, and communicate well. Not to mention, they can reduce any stress you might have around organizing the event details.
But how do you find and hire a trustworthy venue coordinator who’s worth their salt?
To start:
Ask your network for recommendations
Research reputable venues in your area
Then:
Schedule a free consultation or tour
Come prepared with your event details and questions
Make sure payment terms are clear and in writing
With the above factors in mind, you should have no trouble finding the right person to help you throw an unforgettable event.
Looking for a beautiful, relaxing place to host your next corporate event? Take a tour of Modern Moments, a hidden gem in the heart of East Valley!
From holiday parties and company picnics to conferences, lunch and learns, team building events, and more, Modern Moments is the premier destination for all of your most memorable business events. Our private indoor/outdoor venue comes equipped with a kitchen, bathrooms, and plenty of parking. Plus, we’ll provide music equipment, conference room facilities, tables, chairs, and everything you need to make throwing your next company event stress-free and fun!
Ask Your Network for Recommendations
If you’re looking to host an event but not sure where to start, it never hurts to ask your network for a referral.
Just like finding a quality doctor, contractor, or service provider, you’ll be spending a fair amount of time with your venue coordinator, so it pays to find someone you know you can trust.
You might reach out to present or past coworkers, see if you can’t connect with someone on Linkedin, post a message on Facebook, or simply ask your family and friends if they know of a venue with a gold star reputation.
If someone in your network can refer a venue coordinator who has experience with the exact type of event you’re looking to host, that’s even better. You’ll have peace of mind that they can deliver your desired results.
Research Reputable Venues in Your Area
No luck with referrals? Take to Facebook or Google to research reputable venues in your area.
The next time you open Facebook on your phone or browser, do a quick search for venues in your area. A business page on Facebook is always a good sign of a trustworthy venue. It’s also a chance to scroll through any photo albums of past events to get inspiration and see if the space has what you’re looking for.
With a ½ acre of private outdoor space, Modern Moments is the perfect place to host large gatherings and team functions of all kinds.
Google is a great place for researching just about anything. You can start with a basic search of “venues near me” or get more detailed by specifying the type of event you’re looking to host. Chances are, you’ll quickly come across a list of great venues in your area. That being said, don’t get distracted by pretty photos. The venue is only as good as the people who run it. Make sure you read through their policies, reviews, and history to see if they have a knowledgeable event coordinator on staff.
At Modern Moments, we have a full-time event coordinator with over 20 years of experience. She’s here to take the stress out of planning your event and can assist with your every need.
Chamber of Commerce Directories
In many instances, your local Chamber of Commerce might have a directory with reputable event venues. If the local business community vets them, you can probably bet they’ve hired solid venue coordinators to assist with running events.
Schedule a Free Consultation or Tour
Once you’ve found a handful of venues you’re interested in, it’s time to schedule a free consultation or tour.
Most places will let you book online, but you may appreciate speaking to someone on the phone before you visit in person. This will be your first interaction with the venue coordinator and/or staff, so you’ll get an immediate sense of their communication style.
Besides follow-through and being detail-oriented, a quality venue coordinator should have great communication skills. Take notice of how they speak to you on the phone. Are they friendly and present, or do they seem a little curt and busy?
If they don’t appear like the kind of person you’d jive well with, you may want to cross them off your list and schedule an in-person consultation or tour with only your top venues.
Come Prepared With Your Event Details and Questions
Once you’ve scheduled a free consultation or tour, make sure that you come prepared with details about your event, including any questions you have.
For example:
How many guests will be attending, and do you have an exact headcount?
Are you looking to serve food, drinks, or alcohol?
What day and time are looking to hold your event?
Do you need parking or rideshare assistance?
What’s your budget, and is it flexible for incidental charges?
This is just a bare minimum, so you’ll likely be discussing far more than the basics of your event during the tour. The good news is that an experienced and involved venue coordinator will not only have great answers to your questions, but they’ll also have questions for you that you didn’t even think to ask!
They might also have great ideas for your event if you aren’t sure what to include. For example, they might suggest using green linens instead of black, or an ugly sweater theme to take a corporate holiday party from okay to great.
Be sure to ask the venue coordinator if they have any examples of their work, such as centerpieces they’ve used for corporate events that you can review. If you like their portfolio, you can be sure that they can coordinate a similar event for you.
Modern Moments provides the perfect setting for company holiday parties.
Sign a Written Contract With Clear Payment Terms
Remember how we said that communication is key when hiring a venue coordinator? Well, this really comes into play when finalizing cost estimates because there’s nothing worse than receiving a surprise bill for something you didn’t think you’d get charged for.
After assessing the details of your event, a quality venue coordinator will provide you with a clear, line-by-line cost estimate. This should be a written contract that outlines the upfront deposit, schedule of final payment, and any add-on charges.
When budgets are agreed upon from the beginning, it makes for a much more enjoyable event. Especially if there are any costly contingencies, such as a change in headcount, weather, guest-related damage, or extra cleaning required.
Host the Event of Your Dreams at Rocket SPACE
Modern Moments venue coordinators can help you host a memorable corporate event.
Whether you’re looking to host a corporate event, planning meeting, seminar, holiday party, or more, contact Modern Moments venue coordinators. We’ll help you plan a memorable event that leaves everyone glad they RSVP’d.
Our private outdoor space can accommodate up to 300 guests and comes with access to an attached kitchen, comfortable bathroom facilities, music, string lights, tables, and chairs. And if you’re seeking a quiet space to collaborate and grow, our indoor conference facility offers state-of-the-art amenities for small executive gatherings up to 50 people.
From start to finish, our attentive and caring venue coordinators will walk you through the entire event planning process. Be it decorations and catering to activities and entertainment, we’ll make sure that all pricing details are clear and upfront, so you never have to worry about going over budget while seamlessly handling vendor organization and timelines. Our experienced venue coordinators can also serve as your event planners and day-of event coordinators.
For memories that last a lifetime, contact Modern Moments today. We can’t wait to meet you!