Event Coordination

Non-Credit Bearing
Duration: 1 Day
Time: 8:30am-4:00pm

From Planning to Professional Execution

“Coordinate like a pro – every time, every detail”

What looks like a simple calendar entry or a travel booking often hides layers of complexity that can make or break an organisation’s image. From sourcing venues to managing dietary preferences, from confirming bookings to circulating final agendas - professional coordination demands skill, precision and proactive thinking.

This practical course provides a structured yet flexible approach to planning events, meetings and travel. With hands-on guidance and real-world tools, participants will learn how to juggle logistics, align stakeholders, identify and manage the finer details, and deliver professional experiences that leave a lasting impression.

Whether you're coordinating a team workshop or an international delegation, this course will equip you with the tools to plan with confidence and deliver with excellence.

WHO SHOULD ATTEND

• Personal Assistants and Executive Assistants
• Secretaries and office administrators
• Travel and events coordinators
• Public relations teams
• Marketing departments
• Hospitality and guest relations coordinators

HOW YOU WILL BENEFIT

• Develop techniques for juggling multiple schedules, commitments, and stakeholders
• Analyse audience needs to select venues and services that match the occasion
• Communicate with delegates to gain commitment without overloading inboxes
• Collaborate effectively with venues, caterers and service providers to avoid oversights
• Coordinate meetings that are punctual, purposeful and well-attended
• Ensure post-meeting follow-up supports action and accountability

WHAT WILL BE COVERED

Identifying a date, venue and time

• Understanding the different types and purposes of meetings and events
• Gathering and analysing feedback to determine suitable dates and venues
• Conducting SWOT analysis and researching venues using online tools and directories
• Booking meetings/events and confirming with attendees in writing

Venue and catering arrangements

• Telephone techniques for venue and catering arrangements (incoming and outgoing calls)
• Assessing facility capacity, layout, seating, and constraints
• The process of selecting a venue, making the booking and confirming arrangements
• Coordinating with caterers, including menu planning and special dietary requirements
• Communicating agendas and final confirmations with providers in writing
• Managing deposits, payments and supplier engagement

Travel, transport and accommodation logistics

• Determining travel, car hire and accommodation needs for attendees
• Booking suitable accommodation and confirming in writing
• Identifying car hire services and processing travel logistics
• Compiling and forwarding itineraries to delegates
• Processing invoices and managing disbursements efficiently

Documentation and communication

• Using technology to streamline coordination
• Setting deadlines for documentation contributions
• Assembling and formatting agendas, meeting minutes and support materials
• Collating, copying and distributing documents both physically and electronically
• Ensuring all communications reflect professionalism and purpose

Annexures and toolkits for real-world use

• Event coordination timetable
• Checklist for arranging a meeting
• Transportation checklist
• Reservation and housing checklist