Behind the Scenes: A Day in the Life of an Event Coordinator

By: Emily McKay
8-minute read
1490 words

I find myself immersed in the vibrant rhythm of event planning at Bayview Yards, in the bustling heart of Ottawa.

As an event organizer, every day is a new symphony to conduct – a blank canvas waiting to be painted with the hues of celebration, and a chance to turn ordinary gatherings into extraordinary experiences!

The daily life of an event planner is hectic and ever-changing. No one day is quite like another, and that aspect of my role thrills me!  You learn to expect the unexpected, be solution-oriented, and go with the flow.

No two events are alike; that’s the mantra we live by.

From an intimate afternoon lunch on the Terrace to large-scale corporate galas in the RBC Foundry, every event presents unique challenges to overcome with creative solutions. It’s the thrill of navigating this diverse landscape that keeps me on my toes, constantly evolving and adapting to the ever-changing needs of our unique client base.

What does a day in the life of an event planner look like?

Let me take you behind the scenes of a typical day in the life of an event organizer at Bayview Yards.

Picture a morning filled with the soft hum of creativity as we brainstorm and sketch the blueprints of upcoming events. The afternoon unfolds into a whirlwind of coordination – liaising with vendors, fine-tuning details, and ensuring that every element aligns seamlessly with the overarching vision.

Join me on this exhilarating journey through the world of event planning at Bayview Yards, Ottawa, where passion meets profession, and the ordinary is transformed into the extraordinary.

Welcome to a behind-the-scenes look into my role in creating memories that last a lifetime.

Prepare for the Day

I begin my day by visiting the Bayview Yards Café to enjoy a hot cup of coffee while I begin responding to client communications.

There is a beautiful view of the courtyard and apple orchard from our café, making it the perfect backdrop to dive into emails.I feel I have a wealth of knowledge as clients have asked all sorts of questions relating to parking, the facility, audio-visual services, you name it!

I try to prepare my clients with the information they need to plan their events properly in a way that is both personal and knowledgeable. It’s exciting to learn about the new events considering our venue and meet new clients, even if sometimes it is only virtually!

Guide Site Visits

Many mornings begin by welcoming clients to our venue to view the space and familiarize themselves with the layout of our building.

It’s critical to view the event space, in-person or virtually, before hosting an event. Oftentimes, solutions to potential challenges can be easily solved onsite.

For example, there may be a column in a spot where you had planned to locate the buffet. Together, we’ll determine what is possible and ensure nothing is overlooked.

Book a site visit of Bayview Yards here.

Setup for Afternoon Events

On any typical afternoon, I’m fully immersed in the bustling energy of the RBC Foundry – the heart of our versatile venue. One of the key aspects of my role is to review setups for the many events we hosted at Bayview Yards.

The RBC Foundry can be transformed into various configurations, from rounds of ten for formal luncheons to theatre-style seating for engaging presentations or even cocktail tables for more casual affairs.

Each event that graces our venue has unique needs, and with over five spaces available for rent within our facility, the diversity of setups to review is immense.

I meticulously ensure that every detail aligns with the event’s vision, as I believe that thorough preparation is the linchpin to success when transitioning into the execution phase.

The behind-the-scenes work truly makes a difference, ensuring that each event at Bayview Yards is a seamless and unforgettable experience for our clients and their guests.

Coffee Delivery & White Glove Service

In the afternoon hours at Bayview Yards, I focus on the practical aspects of event planning. Reviewing floor plans, I ensure that spatial arrangements align with the desired event flow. Taking a pragmatic approach, I coordinate coffee service sourced locally from Morning Owl Coffeehouse as an added touch to enhance the attendee experience.

In a routine check, I visit clients, confirming that their needs are met and addressing any concerns. The emphasis is on precision and practicality, executing tasks to guarantee the seamless execution of the event. Delivering each cup of coffee, I observe client satisfaction and communicate the assurance that every detail is under control. These moments reflect the core of my role – the execution of plans and the assurance that events run smoothly.

Additionally, we offer white glove service, an elevated experience designed to exceed our client’s expectations.

Imagine entering our Executive Boardroom, where every detail has been meticulously curated to reflect the sophistication and professionalism of your meeting. I take pride in offering a level of service that goes beyond the ordinary.

The white glove service includes the presentation of fresh water in modern, sleek pitchers, ensuring hydration is both refreshing and aesthetically pleasing. The glassware is carefully selected to enhance the overall experience, giving every sip a touch of elegance.

This VIP service is tailored for professional client meetings, where key stakeholders convene in an environment that not only meets but exceeds their expectations, creating an atmosphere conducive to productive discussions and successful collaborations.

Touring Ottawa’s Innovation Hub

Guiding clients through the Bayview Yards Innovation Community is a pivotal aspect of my role, offering them an immersive experience that goes beyond event spaces.

The tour unfolds as we navigate through the business accelerator, witnessing the dynamic synergy of innovation and entrepreneurship. Moving seamlessly to the event space, I showcase the versatile settings that can transform any vision into reality. The courtyard, adorned with a community garden and apple orchard, provides a serene backdrop, emphasizing Bayview Yards’ commitment to sustainability.

A highlight of our tour is the Bayview Yards Cafe, a hub of culinary diversity where local small businesses take center stage.

Through pop-up restaurants, these entrepreneurs showcase their unique cuisines to our community, creating a flavorful tapestry that complements the vibrant spirit of Bayview Yards.

It’s more than a tour; it’s an introduction to a thriving ecosystem that enriches events and the entire Bayview Yards experience.

Book your tour of Bayview Yards here.

Communicate with Clients

Meeting with clients allows me to thoroughly review the flow of the event, ensuring that their vision aligns seamlessly with the capabilities of our versatile venue.

These discussions delve into crucial details such as the intricacies of food and beverage service, the specific setup requirements, and even the timing and logistics of breaks.

By maintaining an open line of communication, I not only gain a comprehensive understanding of their expectations but also provide the assurance that every aspect of the event is meticulously considered and executed.

This collaborative approach not only fosters a sense of trust but also allows for a personalized and tailored experience, ensuring that each event at Bayview Yards unfolds seamlessly, leaving a lasting impression on our clients and their attendees.

As the curtain descends on a day in my life as an event organizer at Bayview Yards, the echoes of meticulously planned moments linger in the air. From the detailed morning preparations and navigating through the day’s intricacies to the curated tour of Bayview Yards Innovation Community, the journey encapsulates the essence of what makes this role so profoundly fulfilling.

It’s more than coordinating events; it’s about curating meaningful experiences for our clients and guests. Witnessing the smiles on the client’s faces and the joy reverberating through our space is the ultimate reward.

“At Bayview Yards, every event is a blank canvas waiting to be painted, a story waiting to be told. Crafting memorable experiences isn’t just a job—it’s my passion.

It’s not just about organizing events; it’s about sculpting stories and creating experiences that linger long after the last guest departs.”

Emily Mckay – Bayview Events Coordinator

Together, we can transform your vision into an extraordinary reality here at Bayview Yards.

Let’s discuss your next event today.