Event Planning Coordinator

Event Planning Coordinator Welcome Pack

Staff Member(s): - notbella
 
Hello and welcome to the RTF 2025 Event Planning Team! You're the logistics coordinator ensuring both ceremonies run smoothly and all rehearsals are properly managed.
 

When You're Most Needed:

  • Opening Ceremonies: June 19, 1:30-3:02 PM EST
  • Awards Ceremony: June 21, 6:00-8:30 PM EST
  • Rehearsals: June 16th & 17th (times TBD)

Your Role Details:

  • Team: Production (Lead)
  • Reports To: Events Lead, Esnueil
  • Team Members: hollydolly (Event Planner)
  • Technical Coordination: nikono (Opening), Cinesia (Awards)

Transform the following tasks into Todoist tickets:

Your Responsibilities:
  • Manage ceremony logistics for both events
  • Reschedule Unity Guild panels (bring date options to Essy)
  • Create day-of procedures and backup plans
  • Monitor operations and escalate only urgent issues
  • Coordinate rehearsals:
    • Finalize rehearsal dates with Essy and relay that information to all RTF Staff
    • Documentation: Note timing and rough transitions
    • Platform: Essy provided test channel link in #resources
    • Attendees:
      • Technical team (nikono, Cinesia)
      • Leadership (Esnueil + Bella, Marcy (optional)
      • Live co-host (Jambo) required to attend one rehearsal
       
      Purpose: Test all technical systems and ensure quality for the live events
Unity Guild Panel Rescheduling:
  • Panel 1: Digital Security for Creators
  • Panel 2: Building Your Digital Home
  • Panel 3: Creating Your Path
  • Task:
    • Get new dates from Unity Guild
    • present options to Essy
    • finalize and confirm Unity Engagement Server’s Events has the dates confirmed (visible and correct)
  • Timeline for panel reschedule: Essy's schedule opens after RTF
 
Team Delegation to hollydolly:
  • Task:
    • Create meeting with Holly to review all tasks and projects under the Event Planning Coordinator role and delegate tasks to Holly
Your Timeline:
  • By June 15:
    • Review the finalized run of show
    • Contact technical team, create logistics documentation
  • June 16-17: Coordinate rehearsals
  • June 19 & 21: Day-of coordination
 
 
Communication Channels:
  • Discord: Events Team Channel, Leadership Support Tickets
  • Todoist: Events Team Task Board