How to prep for an event
These are my Top 5 tips on how to prep for an event as a Freelancer in Event Coordination for the day. It may differ depending on what type of event you manage or coordinate.
Event Briefing - Ensure you have a briefing or meeting with the organiser or host atleast 2-3 days before the event. I would say have an initial meeting a week ahead (additionally) to go through any detailed plans and aspects for the event. Usually, the organiser should have it at the location itself - especially if there is high involvement in design/logistics/ layout plans; but if that’s not possible - an online meeting is what occurs.
Dress Code - Ensure that you are dressed appropriately. Stick to the dress code as much as you can, especially if you have ample time to prep for an event. The organiser/host should inform you on your standard outfit/ ‘uniform’ for the day - if they haven’t within the week - don’t be afraid to ask! Furthermore, I have always told my team to wear one outfit for the day where there’ll be lots of running around and heavy labour :p; and another formal/event-ready outfit for the event itself. For example, a white tee and slacks for the morning and formal black dress for the night. Also remember you aren’t in a fashion show so there’s no need to go full maximal on the outfit - you are there to work so be comfortable and dress professionally. *Also, try not to take or wear valuables on you when working at events - it may get lost or stolen :/
Location - Find out the event location in advance - make sure you plan ahead and take factors like traffic and other unforeseen circumstances into consideration. Also make sure you go the right location - for instance - I ended up going to a different branch of the venue when I typed it on Google maps. If you aren’t familiar with the roads, double-check the location always! Thankfully, I got to the correct location as I had left very early so I thank God I got there on time!
Pack - Pack your bag for the event day. I would say top 3 things to pack - Water bottle, Medicines like Paracetamol/ Berocca (any kind of energy boost/ multivitamin), extra outfits incase something spills on you or if you sweat too much ;).
Study - Study the layout, brief and any event plans like guest lists or seating charts before the event to ensure seamless execution. If you’re a freelancer and you’re working for on a per event basis, this is crucial as you don’t want to be clueless and look unprofessional.
Hope this helps anyone who is prepping up for the big event season here in the UAE.
A play-by-play on a 3-day destination wedding I did!
3-day destination weddings are lit!
Last November, I had the privilege of coordinating a remarkable 3-day destination wedding for Taj Raj Events in Dubai. The event covered a variety of captivating locations which included the Park Hyatt Marina, a temple called Guru Nanak Darbar Gurudwara, and the Park Hyatt hotel garden.
This was a unique cultural experience for me, as the wedding incorporated numerous Sikh rituals that required meticulous coordination. Fun Fact - was that the groom’s family was originally from Sri Lanka so that was cool to find out! It’s so wonderful how two different cultures can intwine in harmony.
The bride's attention to detail necessitated close follow-up and execution of various elements. She and the Head Planner, Taj (my boss) did a fantastic job together with planning the entire series of events and its details – they did think of everything!
My responsibilities included liaising with the hotel and venue to ensure seamless food and beverage services, assisting with decor setup and implementing final touches, managing vendors such as the DJ and entertainment for each day, and providing overall coordination and execution to guarantee a flawless event.
On the 1st day of the Welcome Night/Jaggo night, everything went according to plan except one thing - there were unexpected sound restrictions that arose on the day of the event. We effectively communicated with the management to find a suitable compromise.
*On a side note, I thought this could’ve been communicated to the bride & groom more clearly by the hotel itself before booking this venue - if there were sound restrictions. You do end up paying a large sum of money to host your event at these gorgeous venues so the hotels/outdoor venues really should be more transparent and communicate this more effectively.
The 2nd event which was the religious ceremony at the temple was enlightening. I am always interested and eager to learn about different cultures, so I was grateful to be part of the team for this event. Most of the guests didn’t know much about what was going on so we had to guide them throughout the entire ceremony from entrances, entrance rituals, blessings, etc. I remember being so nervous at the beginning as this was all SO NEW to me but I did all my prep and was briefed with all the information which gave me the courage to be confident and take charge!
The last event was the Wedding Reception which was basically the fun PARTY! This was a tad tough but super fun! It was 13 hours of hard work - in the heat (new to this Dubai heat BTW)! We had to flip the venue after the wedding ceremony / formalities for the reception part of the evening; in 1-2 hours during the cocktail hour which was nerve-wracking, but we pulled it off. I learned to take a break whenever I could, stay hydrated and positive throughout the day. Working long hours is tough – especially if you are on your feet 95% of the time so staying motivated and hydrated is the way to go.
All in all, it was a beautiful series of events, and the team was super fun & reliable to work with, which really made it a memorable event.
The events were all a roaring success, and the clients personally commended me for my stellar work, so it was a job well done!