Standard Operating Procedures

A comprehensive standard operating procedures (SOP) manual has been developed for an Event and Hospitality Coordinator to ensure consistency and efficiency in event management. This 27-page document serves as a detailed guide encompassing all work procedures related to various events and processes. It provides clear, step-by-step instructions for planning, executing, and evaluating events, establishing clear expectations for every stage of the coordinator's responsibilities.

Additionally, the project includes a customized data entry document designed to track the location of all supplies. This tool enhances organizational effectiveness by ensuring that all equipment and materials are easily accessible and accounted for. With this SOP manual, Event and Hospitality Coordinators will have a reliable framework to streamline operations, improve communication, and enhance overall event delivery.

Year
2025

Client
Grace Community

This document is a helpful guide for the Event and Hospitality Coordinator at the non-profit organization. It clearly lists the main responsibilities and tasks for the role, helping to coordinate with different projects. The guide includes information on where to find supplies, a calendar of upcoming events, and step-by-step instructions for completing job tasks efficiently. By bringing important information together in one place, this resource aims to improve operations, communication, and support the coordinator in her work. Names have been changed for customer privacy.

Cover page of a Standard Operating Procedure document titled "STANDARD OPERATING PROCEDURE (SOP)" for Events/Hospitality Coordinator, with contact information including an email, phone number, and location in Montrose, CO.
Page from a document titled 'Events / Hospitality Coordinator Standard Operating Procedures,' detailing the job description and general responsibilities for the role. Tasks include assisting ministry leaders, event coordination, and maintaining the planning center calendar. The document also outlines spiritual wellbeing and requirements to support church services and maintain professional conduct.
Document outlining calendar management procedures for Events / Hospitality Coordinator, including purpose, scope, responsibilities, and procedures for managing events, meetings, and room reservations at Grace.
Image of a table of contents for Events/Hospitality Coordinator Standard Operating Procedures document. Sections include Job Description, General Responsibilities, Calendar Management, Events (including Funerals, Staff/Private Events, Gracies, Annual Fall Staff Retreat, Easter, Christmas, If Gathering/Women’s Events, Serve the City), Flowers, Facility/Room Set Supply Locations, Shop Supplies/Refill, Profit/Non-Profit Reports, Day-to-Day Responsibilities, and Contacts with respective page numbers.
  • An event supply inventory list titled "Event Supply Inventory." It includes policy holder contact information for Amy Stiller and insurance company contact information for Gracies, with Agent Laurie Kissenger. The list details item descriptions, categories, serial numbers, locations, and quantities. Items include tables, tablecloths, chairs, vases, artificial flowers, artificial trees, Christmas and Easter decorations. Total quantity is 231 items. Contact and agent information, including addresses and phone numbers, is provided.

    Supply Inventory

    This document provides a guide for tracking business details, including an inventory tracker for stock levels, insurance coverage for risk management, and supplies for future events with location and quantity noted. It aids resource management and decision-making. Note that the information is fictional and protects customer privacy.

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  • Time sheet for employee Amy Trishwell, indicating work hours from 2/17/25 to 3/1/25, with details on time in, lunch, time out, and hours worked. Includes notes on holiday and special event. Manager details: Leianna Sylvester.

    Time Sheet

    The image shows a two-week timesheet detailing work hours, including weekends. It explains the reasons for weekend work, promoting transparency. Both the employee and the manager have signed it, formally acknowledging the hours and reasons for extra work. This timesheet highlights organized record-keeping and the need for clear communication at work.

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  • Day book schedule for events in 2025, including meetings, parties, and celebrations with dates, times, and required items.

    Day Book

    Event and Project Tracker

    Daily Events Schedule

    Ensure all coordinators come prepared with necessary materials to effectively manage their scheduled events.

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The full Standard Operating Procedure Document is 29 pages. Please contact me if you have interest in viewing the complete document

— Madison Grace