Without necessarily meaning to, guests can often make your job as RSVP coordinator difficult. In light of this we’ve compiled a list of 10 “Don’ts” that will guide you and help you to carry out the job admirably whatever situation arises.
1. Don’t assume anything. EVER.
Plan everything, confirm details, have contingencies, communicate thoroughly and often, and don’t leave anything to chance.
2. Don’t omit an onsite visit – you’re asking for trouble if you skip this step.
Sometime before the event make sure to go and scout out the site, planning and envisioning how every aspect of the occasion will play out.
3. Don’t print name tags on the day of the event.
Many event managers assume, incorrectly, that they’ll have all the time in the world to print name tags on the day of event and then lay them out. Always pre-print the majority of the name tags – it gives that extra time on the event day to print any additional name tags.
4. Don’t set up your RSVP station right in front of the door.
If there’s a complication or hassle of some sort, other guests are prevented from entering. You want to spread registration out around the room so as not to create bottle necks. This will be something you plan as part of your onsite scouting visit.
5. Don’t ever be late. Seriously. Never ever!!
6. Don’t be afraid to point out concerns to your customer.
There’s no point saying, after the fact, that the client didn’t request this or didn’t inform you they wanted that. If you see something that could be a problem, mention it to the client. You are there for proactive advice as well as following directions, and the more you communicate the less likely you are to have misunderstandings
7. Don’t avoid reporting on meetings and telephone conversations.
The details of all your interactions with the client and service providers need to be noted so you have a thorough account of everything. Don’t assume you’ll remember the details of all these interactions.
8. Don’t leave out planning for the unexpected.
It’s the nature of the event planning business for things to occasionally go awry. Have contingencies and know how to handle yourself and lead others under pressure.
9. Don’t handle conflict in the same area as your registration.
If somebody is not on the guest list, move them to a reserved table for this exact scenario to resolve the problem. . Again, when you visit the site before the event, that’s the time to decide on where this spot will be.
10. Don’t be afraid to stand your ground.
Many people try to intimidate those managing the RSVP process, but if you’ve planned well enough, you’ll know how to handle most situations and people. If you follow the above guidelines we’re confident you’ll become a sucessful RSVP coordinator, organised, confident and able to manage an event of any size or demand!