The duties of an event coordinator and tips for avoiding mistakes

I've been appointed as the organizer of the social gathering...


This is my first time as a planner, so what should I do? What should I be careful of to avoid making mistakes?


Here, for those who will be in charge of organizing a social gathering, we will introduce some tips to avoid making mistakes, as well as the tasks to be done before, on the day of, and the day after.


If you want to fulfill your responsibilities as an organizer, be sure to keep these points in mind to ensure the event is a success!

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Tips for avoiding mistakes when organizing a company event.

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Here are three points to keep in mind to avoid making mistakes when you are appointed as the organizer.




①Confirm the purpose of the social gathering

After confirming the purpose of the social gathering, you can start scheduling, choosing a venue, and preparing entertainment.


If the purpose of an internal social gathering is to promote interaction between different departments, it may be a good idea for the organizer to decide the seating arrangements so that people from the same department do not sit together.


If the main event is an awards ceremony for MVPs or other special occasions, it may be better to choose a venue with a luxurious stage that will delight those being celebrated.


Even if it is the same social gathering, the appropriate program and venue will vary depending on the purpose of the event.


In order to ensure the event is a success, think again about what the purpose of the social gathering is.




② Make a solid schedule

If you are in charge of organizing a social gathering, scheduling is important.


Make sure to plan a solid schedule, including not only when the social gathering will be held, but also how many months in advance you should decide on a restaurant and reserve the venue, when you should start preparing for the event, when the deadline for participants to register their attendance is, and by when you should create a list of attendees.


If you don't make a schedule and just do things half-heartedly, the people around you won't trust you.


No one wants to attend a social gathering they can't trust, so there may not be enough participants and the event may not even be held.


In order to avoid canceling the event, make sure to schedule carefully, including the content of the event on the day, and proceed as planned.




3. Take the lead in livening up the party

Not only on the day of the social gathering, but also in the preparations beforehand, strive to create an environment that makes participants eager to attend.


Choosing a luxurious venue, mentioning a delicious menu in the invitation, or simply stating "prizes available!" if games are planned, can elevate attendees' expectations.


On the day of the event, to ease any tension, the organizer should greet participants with a smile, and the emcee should prepare in advance to include at least one joke.


Each of these small gestures by the organizer can transform the atmosphere of the meeting and cultivate a harmonious environment.


It is also the organizer's responsibility to actively engage with any participants who are not joining in the conversation and help connect them with others.


The primary goal of the organizer is the success of the event.


A successful event means that all participants leave with a smile and a sense of satisfaction.


To achieve this goal, strive to provide the best hospitality possible.

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Duties of the event organizer (in advance)

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Here are some tasks that the organizer of a social gathering must do in advance.




①Schedule adjustment

The first thing the organizer needs to do is decide when to hold the social gathering.


Choose a date and time that will allow as many people as possible to attend, focusing on the schedules of key people such as your boss and business partners.




②Selecting a venue

The next task for the organizer is to choose a venue.


We will choose the most suitable venue by considering the location where you would like to hold the social gathering, the approximate number of people expected to attend, your budget, and the necessary equipment (microphones, projectors, etc.).


There are now many venues for social gatherings listed on the Internet.


When searching online, it's a good idea to check reviews and other information as well.


If you're not sure if the information on the internet is enough, it might be a good idea to actually visit the store and check out the atmosphere.


By visiting the store, you may be able to understand the advantages and disadvantages of the store that you would not be able to understand from information on the Internet alone.


Popular venues are difficult to reserve, so if you are holding a social gathering during the peak season, try to reserve the venue at least six months in advance.


THE LUIGANS, we offer complimentary transportation for the number of participants in all our plans.
Guests can arrive at their desired meeting point door-to-door without any hassle.
Women wearing pumps, elderly people, and people with children can use the facility with peace of mind.


③ Gathering participants

Once you have a venue in mind, contact the people who will be attending.


Recently, we have been communicating using social networking sites such as Facebook and LINE.


Other methods such as email or letter are also acceptable.


The invitation should include the date, time, venue, participation fee, deadline, etc.


Once you've sent out the invitations and the registration deadline has passed, prepare a list of attendees.


The participant list will be used to collect fees on the day.




④ Think about the program for the day

Let's think about the program for the social gathering, such as who will be running the event and handling reception, and what will happen during the event.


If there will be an opening speech, toast, or closing speech, think about who will be in charge and ask them in advance.


Depending on the content of the event, it may be a good idea to include games or other entertainment.


Providing prizes and other items will make the event even more exciting.

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The duties of the organizer of the social gathering (on the day)

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We will introduce the tasks that the social gathering organizer will be responsible for on the day.


The organizer should arrive at the venue 30 to 60 minutes before the reception begins to prepare.




①Collection of participation fees

On the day of the event, when participants come to the reception, the participation fee will be collected first.


If you tell people the participation fee in advance and write "Please cooperate so that no change is given on the day" next to it, most people will bring the exact amount.


However, to avoid panicking on the day, be sure to prepare enough change in advance.


Another option is to collect the participation fee in advance to reduce congestion at the reception desk.


If you can pay by bank transfer or credit card, you may want to have the payment transferred in advance when you confirm your participation.


If you collect the fee in advance, you won't have to worry about people canceling at the last minute or not having enough money on the day.


In recent years, it has become possible to make transfers using a variety of methods, including smartphone payments, so it may be worth trying this out to make your reception process smoother.




② Moderator

One of the key roles of the organizer is to serve as the moderator.


Ideally, someone with experience and the right skills should host the event.


The person assigned to host should ensure they check the day's schedule and simulate it in advance to prevent any significant delays.


The host is expected to sit up straight and conduct themselves with confidence at the host's seat.


It's advisable to dress formally and approach the event with the mindset of being the focus of attention.


The host will handle the introductions for each greeting and manage the entertainment.


To ensure everything runs smoothly, make sure you have a solid understanding of the event's content and act appropriately.




③ Accounting

Even if the event is still in progress, you should handle the accounting once you have collected the participation fees.


Towards the end of the event, it gets quite busy with tasks like providing information about the after-party, seeing guests off, and checking for forgotten items.


Settle the accounts during a less busy time.




④ Send invitations to the after-party

After the social gathering, you may find yourself still excited and heading to a second party.


Make a list of good restaurants for the after-party in advance, and make sure you can go there once the participants have been decided on the day.


THE LUIGANS also offers a plan for an after-party after the banquet.


It's also very convenient for the organizer to be able to guide the guests directly to the venue. We are also happy to support you with the after-party.


For more details, please check here.


For those who are not attending the after-party, we will guide them on the way home.


For those planning to return home from the venue by bus or taxi, it would be helpful to provide information about bus and taxi stops, as well as bus departure times.


Be sure to leave the venue on time and check at the end to make sure you haven't left anything behind.

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Work as the organizer of the networking event (next day)

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The organizer will tell you what you should do the day after the social gathering.




①Financial report

The accountant should submit an accounting report to ensure that the participation fees are used correctly.


Any remaining money will be pooled or refunded, and we will deal with it appropriately with everyone's consent.


If possible, it would be ideal to make the financial report available to everyone via email or other means within the day after the social gathering.


Since this is a matter concerning money, try to respond quickly to avoid creating any sense of distrust.




② Sending a thank you email

Be sure to send a thank you email the day after the social gathering.


Sending a thank-you email is especially essential at social gatherings with business partners, company parties, or business entertainment, with whom you will have a continuing relationship in the future.


A thank you email doesn't need to be overly formal, but it should still express your gratitude politely.


If you let the participants know that you were able to have a fun social gathering thanks to them, it will leave a good impression and more participants may say, "I'd like to come again next time."


｜How to send a thank you email


After the social gathering, you may be wondering what thank-you emails to send to the participants.


Some people may have wondered what kind of email they should send so as not to be rude and yet still express their gratitude.


Three points to note when writing thank-you emails for social gatherings and example sentences


Here we will introduce some points to keep in mind when sending a thank you email after a social gathering, as well as some example sentences.


If you're having trouble writing a thank you email, please use this as a reference.

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Greetings at the social gathering

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You may also be asked to give a speech at a social gathering.


For those who are experiencing this for the first time or who are not used to greeting people on a normal basis, this can be a head-scratching situation where you may be left scratching your head and wondering, "What should I do?"


For those who are not used to such greetings, here we will introduce some key points for greetings at social gatherings and example sentences for each situation.


If you're nervous about greeting someone for the first time or after a long time, please use this as a reference.


5 sample greetings

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The organizer should liven up the party and make everyone smile.

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We explained the key points to avoid making mistakes as the organizer of a social gathering and the job content.


It is no exaggeration to say that the success of the event depends on the ability of the organizers.


If you can hold a social gathering that everyone enjoys, the participants will become closer, and more people will be happy to participate the next time you hold it.


THE LUIGANS can accommodate social gatherings of 6 to 350 people.


It can also be used for private dining, so if you have a social gathering or other event in mind, please consider it.

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