Linda, Event Coordinator

"Doing everything I can to make this event perfect."

Linda

Event Coordinator

"Doing everything I can to make this event perfect."

Stats

One or More per event
Large-sized company
Time: Valuable
Stress: High
Power: Little
Knowledge: Expert
Access Level: High

Relationships

Affects: Larry, Event Manager; Becca, Professional Attendee; Grant, Casual Attendee; Marketing department (if applicable)

Influenced by: Larry, Event Manager;

Manages: Louise, Registration Coordinator; Kelly, Registration Volunteer; Volunteers

Reports to: Larry, Event Manager;

About

Linda works for a large conference management company and handles all logistics for events. This includes the conference staff and their roles, fulfilling special requests from attendees and the Event Manager, and being the point of contact for everything related to the event (venue, hotels, contractors, 3rd party vendors, etc.). She scouts locations and facilities and makes recommendations to the Event Manager for location, venue, hotels, supplemental activities, etc. She also tracks down attendees that need to pay their bill. Linda uses the software extensively, and is the most important user for events in her company. Travels a lot.

Software Use

Before the Event: Laptop, Desktop

  • Add and maintain the event agenda (function schedule)
  • Lives in Reg Setup
    • Creates the registration form (sometimes with the registration coordinator)
    • Determines merchandise items, secures sponsorships, sets up housing (50% of cust. In Europe use Housing)
    • Badge config
    • Registration confirmation and payment receipts
    • Both Reg and Event reports
  • She is responsible for sending marketing emails or influences the marketing dept with those emails
  • Reviews registration details and numbers daily
  • Checks Accounts Receivable daily
  • Uses SPA (when applicable)

During the Event: Mobile, Tablet, Laptop, Other

  • Enter Services
  • Review Work Orders
  • Close Work Orders (create actuals)
  • Use Checklists
  • Use Statistics
  • Check Inventory
  • Generate Event Purchase Orders

After the Event: Desktop

  • List the different
  • types of software use
  • as separate items
  • on the list.

Wish List

  • Receive payments on demand via a mobile device when the customer is in front of her
  • Track the event budget in the system
  • Add more hours to the day

Inspired by

People: PJ at SecureWorld, Sherri Hines at MPHI (Michigan Public Health Institute), Cindy Murphy at Greenbush
Companies: Conference Management Companies