Blog 7: A Day in the Life of a Conference Coordinator 

We’re all longing for the days of onsite events to return. While the coordination of virtual events means little movement from place to place onsite, the oversight requires the same exceptional customer service you expect from our team and attention to detail. 

Here’s a reminder of the hustle and bustle of the coordination of in-person events.  Our coordinators truly love providing exceptional conferences and events at Brock University and look forward to hosting you on campus in the future. We are currently accepting inquiries for spring and summer 2021 – Book with us today!

5: 00 a.m. – Wake up, work out and drink coffee – we like to start and finish each day with enthusiasm and energy!

6:20 a.m. – Check texts and emails while eating breakfast. 

7:00 a.m. – Arrive at work and check-in at the 24-hour Service Desk in residence to ensure that all went smoothly overnight.

7:30 a.m. – Meet the carefully selected student staff team and ensure that they have all information and materials required to ensure that the conference and events progress smoothly throughout the day. 

8:00 a.m. – Arrive at the dining hall and check in on breakfast service. Greet the conference organizers and go over the schedules for the day. Take careful note of any requested changes or additions. 

8:30 a.m. – Return the office. Greet your colleagues and share updates about your conferences.  

8:45 a.m. – Reach out to on-campus partners (dining services, residences, custodial, facilities management, etc.) to communicate any additions for the day. Communication is key ensuring that groups have the best experience possible on campus.

9:00 a.m. – Respond to emails and voicemails regarding upcoming conferences. 

10:00 a.m. – Update logistics documents for upcoming conferences and events. Share with on-campus partners who help to provide an excellent experience at Brock.

11:00 a.m. Take a walk through the areas where your guests are. Ensure everything is running smoothly. Grab a coffee on the way back to office. 

12:00 p.m. – Visit the conference organizer while they eat a delicious lunch in the dining hall to ensure that they have everything they need for the afternoon. 

1:00 p.m. – Brock is an outstanding location to host a conference or event. Detail the state-of-the-art meeting spaces, classrooms and facilities, over 2000 comfortable beds in residence for onsite accommodations, and delectable dining services  available while creating proposals for future potential clients.  

3:00 p.m. – Complete administrative work for groups that have just departed the conference center. Carefully craft a thank you card for the conference organizer as we sincerely appreciate that they have chosen to host their event at Brock.

3:30 p.m. – Meet with the afternoon student staff team and discuss the plans for the evening programming. 

4:00 p.m. – Connect with the conference organizer to let them know that you will be leaving campus within the half an hour.  Provide the contact number for the team member onsite that will available to answer and questions they may have throughout the evening. Remind them that you are just a phone call or text away if needed.