I am the Event Coordinator Intern at White Eagle Golf Club. My responsibilities on the job are half admin work and half events work. When I am working in admin I answer event inquiries, send out payment reminders, schedule meetings and tours, conduct venue tours, and create BEOs and floor plans. When I am working events I help set up the room with tables, chairs, and decor. During the event I help with ensuring the event is getting executed according to the BEO and timeline. This includes getting dinner to the guests on time, starting and ending cocktail hour on time, and opening and closing the bars at the right times. I am also there to help with any questions or concerns from the guests. If I stay to the end of the event I help with clean up.
My greatest accomplishment during my internship experience has been successfully executing a wedding without any supervisors present. In the month of June we had a wedding that my supervisor was not able to attend due to prior commitments so I was the only events department employee working this event. I was in charge of ensuring everything was exactly as the bride and groom planned and directing the servers on what to do during the event. At the end of the wedding I talked to the bride and groom and they were so happy with their wedding and were so grateful that I executed it so well. The week after their honeymoon they emailed my supervisor saying what a great job I did at their wedding and that was so rewarding.
I have learned a lot during my time at White Eagle Golf Club but my greatest lessons would have to be the importance of getting every detail of the event from the client. I have been taught that it is better to call the person in charge of the event a few times the day before their event to get all of their final details rather than guessing. At first, I thought it was annoying to keep calling or emailing the client with a million questions, but I have learned that they don't mind getting a million questions if it means their event will be perfect. Guessing on details usually leads to the client being unhappy at their event.
What advice would you give?
Be open to any opportunity that comes your way in our industry. I have done many tasks and jobs that were not in my job description and I feel like that has given me more knowledge on the events industry. I have had to be a server, a bartender, and more during my time with White Eagle and I have learned a lot from being in those roles. It is important to explore all aspects of the industry to find out what you like and what you maybe don't love about events because that will help you decide what you want to pursue in your future careers.