In this series, features and series developer Heather Nicholls speaks to the unsung heroes of the events industry to reveal what really drives their passion and the remarkable contributions we too often overlook.
In this edition, we speak to Olivia West, events coordinator at Regents Events.
West was first introduced to the events industry through a part-time job, where she helped plan and deliver children’s birthday parties. Her first big role began during her college work experience, where she had the opportunity to work on the World Travel Market at Excel London, with 50,000 people in attendance.
West said: “Seeing the full lifecycle of the event, from the initial setup to opening day, made me realise how much work, coordination and creativity goes into large-scale events. On the first day, the halls were completely empty; by the second, teams from all over the world were building stands, installing AV equipment, dressing the space, organising logistics and solving unexpected challenges. Watching everything come together so quickly and seamlessly was incredibly inspiring.”
West explains that she was drawn to her particular role because she likes seeing an event come to fruition. She explains: “Seeing an event come to life from its initial planning stages is hugely rewarding, so I knew the event co-ordinator role would allow me to do that day in day out, which was an incredibly exciting prospect.`’
She added: “I love the challenge of coordinating all the moving parts, turning creative concepts into memorable experiences that leave a lasting impact on attendees. It also helps when you can host events at incredible venues, and Regent’s offers varied event spaces that stood out to me when I was looking for my next role. I also think being an event coordinator is a role where you continue to grow and develop. Each new event gives you something new to experiment with, learn from or utilise for future events.”
West’s role is vital for the success of an event because she acts as the central point of communication and coordination between clients, suppliers and internal teams. She says: “I’m responsible for turning ideas intro practical, achievable plans and making sure that each element, from logistics and timing to design and guest experience come together seamlessly. My role is essential in managing challenges as they arise, ensuring that any issues are resolved quickly and discreetly so that the event runs smoothly from start to finish. Ultimately, I help create a stress-free experience for clients and a professional, memorable event for their guests.”
Quick Q and A:
What does a typical day look like for you?
A typical day on-site usually starts with caffeine; an iced vanilla coffee is a necessity while I review my to-do list and check in with clients’ upcoming events. If there’s time, I squeeze in a quick chat with my colleagues about the latest reality tv show, usually either Married at First Sight or I’m a Celebrity Get Me Out of Here!
Throughout the day, I maintain close communication with all my clients, and as my client list grows, tasks like invoicing and billing have become an integral part of my routine. On event days, my attention shifts to overseeing set-up, managing suppliers, and ensuring every detail meets client expectations, all while staying ready to address walk-in queries or unexpected needs should they arise.
If your job didn’t exist, what do you think organisers or attendees would miss most?
I think they would notice a real difference in how an event runs. Without that central coordination, small details could easily be missed, leading to confusion, delay, or a less polished experience. Organisers would miss having someone who understands their vision and can translate it into a structured plan, while attendees would miss the smooth, stress-free flow of an event where everything feels effortless.
In short, without an Events Coordinator, events might still happen – but they wouldn’t have the same level of organisation, attention to detail or personal touch that turns a good event into a great one.
What’s something most people don’t realise about your job?
Something most people don’t realise about working in events is just how much planning and problem-solving happens behind the scenes. While guests usually see the finished product (a smooth enjoyable event!), there’s a huge amount of coordination, communication and quick thinking involved to make everything run seamlessly.
It’s the balance of bringing the creativity to make an event extra special while also managing deadlines, budgets and unexpected challenges, often under pressure. When it does all come together though, all the hard work is completely worth it and reminds me why I love my job.
What’s the toughest challenge you’ve faced during an event?
The toughest challenge I’ve faced since joining the Regent’s team occurred during a summer party for over 350 guests, when one attendee arrived with an uncommunicated dietary requirement. The guest requested a halal meal, which hadn’t been included in the client’s original catering details. Working with my Senior Coordinator, we worked to quickly locate a nearby halal caterer, collected a suitable dish ourselves, and ensured it was served discreetly and on time. Thanks to our quick thinking and teamwork, the guest felt valued and included, and the event continued without disruption.
What’s one event you’ll never forget working on and why?
I’ll never forget working on my first wedding celebration! The couple wanted to celebrate their marriage in our outdoor space on the beautiful York Lawns and from the initial meeting with the couple to the final moments of their day, I was involved in every stage of planning and coordination.
Working closely with the wedding planner, suppliers and both families, I ensured every detail reflected the couple’s vision. Seeing months of preparation come together so seamlessly was incredibly rewarding, but the highlight was witnessing the couple’s joy as they saw their dreams brought to life. It was a proud moment that reaffirmed my passion for creating meaningful, memorable events.
What’s been your proudest moment so far?
My time studying at university was immensely rewarding and challenging, and I was thrilled to graduate with an Upper Second-Class Honours degree from the University of Northampton after three years of studying International Event Management and Tourism. University taught me a lot of valuable skills that prepared me for the world of events, such as always being ready for anything to happen, good surprises and unexpected challenges alike!
The knowledge and experiences I gained during my studies have given me a strong foundation that I carry into every event.
West’s role has evolved significantly over the years. As an intern, her main responsibility was to support colleagues in the delivery of their events, assisting with tasks such as logistics, set-up and guest coordination for events ranging from 50 to 400 attendees. She explains: “Over time as I gained more experience and confidence, I have taken on greater responsibilities and I am now managing my own events. As the lead coordinator for my clients, I oversee the entire planning process – from the initial consultation and concept development to execution on the day. My role now requires a higher level of independence, decision-making and client communication.”
She adds: “I’ve also developed stronger organisational and problem-solving skills, allowing me to tailor each event to meet the unique needs and expectations of every client. This growth has not only deepened my understanding of event management, but also strengthened my ability to deliver professional, memorable experiences for clients and guests alike.”
She adds that she believes that people who work behind the scenes in events, such as operations teams, catering staff, technicians and coordinators, deserve more recognition within the events industry. She says: “They’re the ones who make sure everything runs smoothly, often working long hours and adapting quickly to last-minute changes. Their attention to detail and commitment ensure that events look seamless to guests, even when unexpected challenges arise. Without their hard work and teamwork, no event would be as successful or memorable.”
She adds: “People in my position deserve more recognition because much of our work happens behind the scenes. We juggle many moving parts. There’s a lot of different hats to be worn! Our role requires creativity, organisation and quick problem-solving – skills that often go unnoticed but are essential to creating memorable experiences. More recognition would highlight the dedication and expertise it takes to bring each event to life.”
