Special Occasion Coordinator
6 days ago
About the Role:
We are seeking a Special Occasion Coordinator to join our team at Olga Events.
Key Responsibilities:- Meeting with Clients: Discuss clients' visions, preferences, and expectations for the special occasion.
- Budgeting and Financial Management: Collaborate with clients to create a realistic budget and monitor expenses to ensure their financial goals are met.
- Venue Identification and Contract Negotiation: Find suitable venues based on clients' preferences and negotiate contracts to secure the best possible deal.
- Vendor Coordination: Work with vendors such as caterers, florists, and photographers to ensure their services meet clients' needs and expectations.
- Event Timeline Development: Create a detailed timeline for the special occasion and coordinate with vendors and the wedding party to ensure a smooth execution.
- Event Concept and Decoration: Assist in selecting the overall theme, color scheme, and décor elements to create a unique and memorable experience.
- Rehearsal Planning and Execution: Plan and execute the rehearsal to ensure all participants understand their roles and responsibilities.
- Guest Management: Assist with guest list management, including tracking RSVPs, meal preferences, and any special accommodations required.
- Ceremony Execution: Ensure a smooth execution of the ceremony, including seating arrangements, music cues, and coordination with the officiant.
- Reception Setup and Flow: Oversee the setup and flow of the reception, working closely with the DJ or band, emcee, and other entertainment to create a seamless experience for guests.
- Wedding Party Coordination: Coordinate with the wedding party, including bridesmaids, groomsmen, and ushers, to ensure they are aware of their responsibilities and timing throughout the day.
- Problem Solving: Troubleshoot any issues that may arise during the event and provide timely solutions.
- Event Day Management: Be present on the event day to oversee all details, manage timing, and ensure everything runs smoothly.
- Post-Event Clean-Up: Assist with the breakdown and clean-up of the venue, ensuring all vendors are paid and rented items are returned.
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