A Day in the Life of a Project Co-Ordinator… with Sophie Greatbanks (2015)

Sophie studied Digital Photography and Event Management at the Warrington Campus. After graduating in 2015, Sophie found her perfect job at Meet & Potato  – a live events and communications agency based in Liverpool. Prior to this, Sophie completed a number of work placements, including working as a Marketing Assistant for Creamfields Festival, Conference Assistant for Sound City Festival and Event Assistant for O2 Events.

Sophie’s current role as Project Co-Ordinator involves working closely with senior members of the team to plan and deliver events for a wide range of clients. In this week’s blog, Sophie tells us more about a day in her role…

“So what does a day look like for me?”

“As Meet & Potato’s Project Co-Ordinator, I work as part of a busy, creative account team to deliver communications, events, and video and design projects. I support the account team on a daily basis. This can include managing travel and accommodation, preparing briefs and undertaking detailed venue searching.

7.45: Every other morning starts for me at the gym around the corner from the Meet & Potato office. At events you can tend to overindulge with food due to big breakfasts, unpredictable eating hours, and eating out with clients and suppliers, so trying to behave on the run-up to an event is important for me.IMG_9535

9.00: Start of the working day. There are 10 employees at Meet & Potato – seven of those are very vocal, strong-minded women, so when we’re all in the office, it can be very loud! Monday morning involves catching up with everyone’s weekends or laughing about our Friday work night out antics.

10.00: Every Monday we have a meeting to discuss each event’s progress, the team’s location for the next two weeks, and any other business. Recently, the whole team was filmed answering questions about the company to be released as a series of mini videos on our website and social media. Today we were shown the most recent video which will go live in the coming weeks.

11.00: Today I am focusing on our biggest conference of the year for our client, Dunelm. One of the hardest jobs is proving to be finding dinner entertainment and an energiser* for this project. Last year Dunelm’s theme for the conference was Space. They had the Britain’s Got Talent Storm Troopers perform, which everyone loved. It’s difficult to find something of that level that fits in with this year’s highly confidential theme. I spent an hour researching and contacting agents about any performers they may have that would work well.

* An energiser is someone who gives an engaging performance, with the aim being to excite and energise (hence the name energiser) the delegates, ready for the day ahead.

12.00: Lunch time! Lunch today was spent in town buying multiple birthday cards for people in the office. We share an office with a creative design agency, so Colin the Caterpillar is a regular visitor at the office (yet another reason to regularly go to the gym)!

13.30: This year, I am the ‘Accommodation Guru’ for the Dunelm conference. This means managing 600 delegates’ hotel rooms, and the rooms for our crew onsite. I chased one of our hotels for the last remaining contract and created a spreadsheet that I will work from to ensure everyone has a room.

14.00: Another one of my many jobs within the office is to collect the Meet & Potato staff receipts to match up with their bank statements, to then pass on to our accountant. This probably sounds much easier than it ends up being – people like to avoid doing it when they can’t find their receipts! I had to spend some time chasing people for receipts from a few months back.IMG_9540

15.00: One of the structures at our Dunelm conference will be a yurt. It has proved a struggle to find one that will fit 160 people and that can be put up indoors! I had found a company that ticked these boxes, but they have been unresponsive in some queries we had, so I rang another company to see if they could fulfil this – and they could!

15.45: Dunelm would like a particular high-profile explorer to speak at their conference. I spoke to his agent on the phone to discuss availability, fee and if he would be open to doing the voiceover for the opening video of the conference. I asked the agent to keep the date pencilled in while I wait for the budget sign-off from the client.

17.00: Home time! When the office is generally quite quiet, I try to leave as close to 5pm as possible. When it gets closer to a big event like the Dunelm conference, you can find yourself in the office from 8am until 7pm (if you’re lucky!), so I like to make the most of quieter days.

Working in the events industry means that no two days are the same, and you can end up doing much more than your job role requires to make each event a success.”

Sophie was one of our alumni case studies who we made contact with after hearing about her exciting career. We would love to hear about our other alumni’s careers and potentially feature you as a guest blogger! Get in touch with us on social media or email alumni@chester.ac.uk.

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