Party coordinator -- is it necessary?

[ceejhei]

Hi mga sis,

i would like to get your opinions on this please. Is it really necessary to hire a coordinator? And does it mean that you will need to get all your supplies from them? Meron bang tao lang na puwede i-hire on that day to look after everything? ito ata yung tinatawag nilang On the day coordination.

I am planning to DIY some of the party details kasi. Is it okay just to give the supplies sa coordinator and siya na bahala and i will just tell her what i want? kasi yung kukunin kong caterer meron din silang styling na service.

Or i can ask a friend/relative to look after sa mismong event? natatakot kasi ako na since baka friend ko lang at walang expertise eh mag fail ang event ko.

I need your help on this mga sisses. thanks!!

[anne08]

Sis ceejhei I suggest you hire On the Day planners, kasi medyo mahirap yung mag-assign sa relative or kapatid natin yung details na kailangan i-execute on the day itself.  Plus at least there's someone who will oversee set up of your venue, may mag-aayos ng souvenirs, etc etc.  For one of our family's events, my sister got in touch with her friend na coordinator and just asked if she can request for 3 coordinators.  Wala na silang mtg na ginawa, but the coordinators came na lang 3 to 4 hours before the invitation time for a short pre-prod meeting and turn over of party items ... yun lang the party wasn't a kiddie party, it was a 70th bday celebration.  My sister paid lang I think 3,500 for the head coordinator, then 1,500 each for the 2 other coords. 

[ceejhei]

thanks sis anne08, ang OA pala nung coordinator na napag tanungan ko. 9k daw for 4 coordinators. gosh lang diba?? sabi ko kiddie party lang at hindi wedding. haha
naloka ako sige sis, mag hahanap din ako ng friend na or kakilala na puwedeng maka discount sa coordination services.

thank you

[maxiroyce]

Hi sisses! Ask ko lang, paano ba yung On the day planner na yan?

We'll be celebrating my son's birthday sa december. I didn't hire na a planner. Ako na mismo dumiretso sa mga suppliers. Ok na ako sa lahat. Kailangan pa ba may planner or coordinator sa day mismo? Thanks

[m@m@]

If u planned ahead and trusted naman all of your suppliers I think no need na

Yung iba kaya lang naman sila kumukuha ng mga OTDC if me mga kailangang iexecute sa programs nila. Ibinibigay nila lahat ng instructions sa coordinator para ang coordinator ang magre relay sa kung sino man on the day. Also u need one kung me activity ka pa (like binyag muna) before party. Just to ensure na yung setup is ok and merong magmamando kung saan pupwesto si ganito at ganyan

In short para lang less haggardness for you on the day. At least si coordinator na lang ang lagi mong knukumusta

[anne08]

We just had my niece's party last weekend, and honestly nung una I was telling my sister kahit wala na kami coordinator on the event day.  Pero when we started listing the tasks na kailangan gawin ... we both realized that we need at least 2 assistants on the event day.  Dahil gusto ko makatipid naisip ko na pwede na yung mga yaya namin, kaso naisip din ng sister ko na mahirap iasa sa yaya lang kasi baka ang mangyari eh kami din ang tatapos ng trabaho so iinit pa ang ulo namin on event day and masisira lang ang araw namin.

Pero depende nga talaga yan sis sa party mo.  If simple lang at wala masyadong arte eh you can do away with the coordinators na.

Ito yung tasks that we listed na kailangan gawin on event day:

1.  Ingress of all party details and supplies.
2.  Set up of all party details.
3.  Registration table duties:  giving of table assignments (pero last minute nag free seating kami), giving of name tags to kids, giving of door prizes to kids, usher guests to available seats, assist guests to the gift table
4.  Assist sa prize table.
5.  Inform yung emcee when to start and resume the program.
6.   Ipa-ikot yung guest book.
7.  Give out the adult souvenirs.
8.  Make sure that all suppliers have eaten.
9.  Assist in giving out the lootbags.
10.  Gather all items na kailangan iuwi.

When we listed the tasks naisip namin to get yung coords na on the day lang talaga, but when we got the party details from another supplier sinama na nila yung services on the event day.  and I'm glad na kinuha na namin yung package na yun sa kanila.  Kasi nung party day itself hindi ko na halos malaman sinong bisita ang uunahin na kausapin at entertain, eh kung iisipin ko pa kung nagagawa ba yung mga kailangan gawin eh baka ako lang ang makagulo sa party

pero alam ko doable na walang coordinator.  Nung cousin namin ang nagpa-party last year wala din coordinator, pero we all somehow helped sa mga tasks.  Ayaw lang kasi namin iasa sa mga tita at pinsan namin, though alam ko na willing naman sila.  if you have the budget, then go ahead and book a coordinator, pero if there are other more important details that you still need to book, then just assign someone efficient

[ceejhei]

thanks sis! yung pinagtanungan ko kasi i don't know if normal rate lang ito ha, quoted me P8,500 for on the day coordination.
so nag isip ako, i mean P8500 is still 8,500 diba? ganun ba talaga rates nila?

siguro i will ask help nalang from my friends or sister in law to look after the lists that you provided sis. thanks so much!

[oreo08]

I'm wondering the same thing... may specific request kasi ako sa caterer how to setup the tables saka sa stylist and lights and sounds... medyo OC ako and kung pwede lang ako mag oversee ng lahat habang nagsesetup sila, talagang ako na! Kaso hindi pwde kasi nga nasa binyag ako ng baby namin...

kelangan ba 3 coordinators talaga? para sa baptism lang naman ito

[ceejhei]

^ oo nga sis, ang dami naman siguro kung tatlo diba? i guess okay na ang isa. he/she will just follow the list na ibibigay natin and make sure na nasunod nga.

sayang din ang extra to pay for the other 2 coordinators. its not a wedding diba sis?

[muahmuahmuah]

    I think hiring a coordinator is only necessary if the one handling the event finds time management difficult (especially with no trusted help; fears delegating work;too fickle); is antsy or easily stressed; or if the person lacks coordinating skills.  It can be stressful but it's not a task that's impossible for one person or 2 people to pull off lalo for just a small event.

   As one stated, a lot would rely on how good your suppliers are and how far you are willing to trust them to show up and deliver at the time of event. If it's an assistant you need to-let's say set up the centerpieces and place settings on the tables just oversee the work that they do and do the adjusments yourself.

  Most suppliers are professionals naman unless if they're just out there to make money, so choose suppliers to your liking and who will deliver work at par with your preferences. Make sure you communicate well and not show agitation and or aggression, understand that they are there to help you and not work against you. Put everything in writing how you want things done and keep close contact with the point people. Keep your checklist close to you and provide itineraries for suppliers hosting  the event . Since bulk of the work really comes on the day itself, but preparing the minor details before hand can lessen the stress. If your event runs smoothly yay! but if minor glitches occur just keep you calm and be decisive in handling the changes. In the end it always works out naman if you're doing the coordinating yourself.

Goodluck!

[oreo08]

^^ceejhei, yes! Parang ok lang kung malaki yun event, pero kasi sa binyag ng daughter namin, 80 guests lang naman... wala kaming backgrop backgrop, host, program etc etc. Talagang dinner lang na may arte arte. Nagwoworry lang ako na baka di masunod nirequest ko (not to mention binayaran!) tapos malalaman ko na lang pagdating na namin sa venue when it's too late. Ay naku ayaw ko nun!

[anne08]

^ oreo08 ... kung yan lang naman pala yung requirements mo baka nga hindi mo na kailangan ang coordinator.  Baka you can send someone to go to your reception venue before the ceremony to check on things.  Quick check lang, just provide him/her a checklist of things that you want done. 

[oreo08]

^wala akong kakilala na kasing OC ko e so wala ako mapagkatiwalaan (I only trust myself or the professionals )

4k lang naman yun OTD ng Pink n Peach which includes 1 Party Manager and 2 Assistant Coordinators so carry na.

For my peace of mind, 4k is nothing. Grabe lang kasi talaga pagka OC ko

[anne08]

^ very reasonable na yung 4k, for 3 staff on event day.  Good luck sa event, I'm sure everything will go well. 

[cutipie]

@anne08 - sis, kung wala fb account yung tweedledee baka naman pwede mahingi number nila para makapag inquire din ako. Baka pwde ko rin matanong sayo how much rate ng isang onsite party coordinator na kinuha nyo? thanks.

[oreo08]

^cutiepie, di ko nakontak ang tweedlee. I don't have their number either.

Di ko sure what you mean by how much rate ng isang onsite party coordinator? As in isang tao lang?

[cutipie]

@oreo08 - yup sis, iniisip ko kasi kung isa lang kukunin na otd coordinator, how much kaya? 

[oreo08]

^di ko sure eh. Contact them na lang on FB

[anne08]

^^ hi cutipie ... sorry ngayon lang ako naka-log sa girltalk ulit ... pm ko sa iyo yung number nila ... alam ko may blog na sila ... www.tweedledeeparties.blogspot.com

[maxiroyce]

Hi mga sis!

Ako di na nag-hire. We had around 250 guests, including kids na ha. Thankful ako kasi my hubby, my parents and mga kasama namin here sa house nag-help sa execution ng party. Naging ok lahat. Successful! Akala ng guests may coordinator ako.

Kailangan niyo lang magtulung tulong, ok naman kakalabasan.