On-the-day coordination for your events in Marseille

What does a coordinator do on the day of the event?

A corporate event easily involves six to ten suppliers on the same day: the venue, the caterer, the bar, the technical team, the DJ, the photographer, an entertainer, sometimes a transport company or a security team. Each knows their own part; nobody sees the whole picture. Without a coordinator, it is usually the organiser or the executive assistant who answers every question while their colleagues enjoy the evening.

The coordinator is the person with the overview and the authority to decide: pushing back dessert because a speech is running long, moving the bar under cover if the wind picks up, keeping guests waiting patiently if the shuttle is late.

What does the coordinator do, hour by hour?

1. The day before or that morning: they confirm each supplier’s times and check access, badges and delivery spaces.
2. During set-up: they welcome the teams and check the floor plan, technical equipment, decoration and signage.
3. Before doors open: they have speakers test their microphones, play the video once to check the sound and brief the welcome staff.
4. During the event: they follow the run sheet, give the cues to the teams (speeches, service, entertainment) and sort out the unexpected.
5. At the end: they manage departures, the get-out and handing the venue back on time.

How do you prepare a good event run sheet?

The run sheet, or running order, is the reference document on the day. It fits on one or two pages and everyone has the same version. It should include:

• The timing of each sequence, from the arrival of the first teams to the closing of the venue.
• The person in charge of each sequence and their phone number.
• The speeches: who speaks, in what order, with which microphone and which video.
• Fallback options: an indoor room in case of rain, a replacement speaker, an alternative order.
• The venue’s constraints: when the music must stop, vehicle access, safety instructions.

Coordination only, or full event planning?

On-the-day coordination suits you when you have already chosen your venue and suppliers and simply want the weight taken off your shoulders on the day. We take over your file a few weeks beforehand, call each supplier and build the run sheet with you. If you haven’t booked anything yet, turnkey event planning is simpler: the same project manager supports you from the initial concept to the big day. Our four stages are set out on our method page.