When we attend a glamorous wedding or a large-scale business conference, we see only the beautiful side — the perfect décor, the delicious food, and the smiling hosts. But what actually happens behind the scenes to make this complex mechanism run without a single mistake? Today we lift the curtain and introduce you to Elvira Hristova — events coordinator at Park Hotel Kaylaka and the person who thinks through every detail from A to Z to ensure that each event goes according to plan.
– I have actually been working in event organization for seven years now. It all started somewhat by chance. At the time I was finishing my university degree in marketing and was looking for an internship placement. I ended up at a company that worked in marketing and event organization, and it was there that I discovered just how dynamic and interesting this field is.
From the very first projects I realized that this was work that brought me genuine satisfaction. I love the process — from the idea and the planning all the way to the moment when you see the smiles on people’s faces and know that you have created an unforgettable experience. That was also when I understood that I had a natural feel for this profession.
Three years ago I joined the team at Park Hotel Kaylaka, and together we began developing the concept of distinctive and interesting events for Pleven. We aimed to offer experiences that the city was missing, and over time our wine evenings gradually became our signature format. It is a real pleasure for me to see how each successive event attracts new people and builds a community around the hotel.
– Preparation actually begins much earlier than most people imagine. Here at Park Hotel Kaylaka we plan our own events at least six months ahead. We like to have a clear picture of what is coming up and to prepare everything calmly and properly.
Of course, the most intensive phase of the organization is usually during the final two months before the event itself. That is when the details start falling into place — the programme, the partners, the décor, communication with guests, and everything else.
As for private and corporate events, the timelines vary greatly and depend on their scale and specifics. Some are organized within a few months, while for larger weddings, corporate events, or conferences, preparation can begin up to a year in advance. The better the planning, the smoother and more successful the event itself.
– I would describe it with three words: dynamism, emotions, and challenges.
And if I am to be completely honest — sometimes it is also a pleasant kind of madness. No two days are the same. In the morning we might be planning an upcoming event, at lunchtime resolving an unexpected situation, and in the evening welcoming guests. That variety is what I enjoy most — there is always something new that keeps you motivated and pushes you to grow.
– I think the most important quality in this profession is the ability to find solutions and stay calm, even when ten things are happening around you at once.
No matter how well an event is planned, something unforeseen can always arise. In those moments people do not expect to see panic — they expect someone who knows how to react and find a solution. Good communication and teamwork are also essential, because behind every successful event there is not one person but an entire team working in sync.
Perhaps that is exactly the “magic” — when everyone knows their role, helps the others, and together we manage to create an unforgettable experience for the guests.
– Honestly, I could not choose which is more difficult, because the two events are very different.
A wedding is an intensely personal moment. You are not simply organizing an event — you are taking part in one of the most important days in two people’s lives. You have to put yourself in their shoes, understand their dreams and expectations, and above all build trust. It is important for the couple to know that there is someone on the other side they can rely on one hundred percent and who will be with them throughout the entire process. When they are at ease, you know you have done your job well.
With team-building events the challenge is different. There you have to balance the interests and expectations of many people at once, while at the same time meeting the company’s objectives. Beyond good organization, it is important to create an atmosphere in which people can relax, have fun, and build better relationships with one another.
So I would say that neither is easier than the other — each simply requires a different approach, a different kind of attention, and a different way of relating to people.
– Both types of clients have their own charm, but if I had to choose, I would say it is easier to work with people who know what they want.
When a client has a clear vision and shares their wishes and expectations, it is much easier to create an event that fully matches what they had in mind. Ultimately, the most important thing is that they are happy with the final result.
Of course, there are also clients who say: “I trust you completely — surprise me.” That is a great compliment, but also a great responsibility. In those cases you have to read the person very carefully — their style and expectations — without them having spelled anything out explicitly.
Regardless of the situation, good communication is always the key. The better we know the client and their wishes, the more successful and personal the event becomes.
– Most often it is not the big expenses but rather the additional services that clients think of as the planning progresses — for example, breakfast for guests who will be staying at the hotel, a welcome drink on arrival, catering, or other small gestures for those attending.
These are details that make an event feel more complete and create a better experience for the guests, but they are sometimes not included in the initial budget. That is why from the very beginning we try to discuss all the options, so that clients can plan with confidence and without any surprises.
– For me the greatest recognition is always the feedback from the guests. After every event comes the moment when the room is empty, the music has stopped, and the tiredness is setting in — and then the first impressions and comments start to arrive.
I smile when I hear that people had a wonderful time, that they are left with a happy memory, or that the event exceeded their expectations. It brings me even greater satisfaction when those same people come back to us, recommend us to their friends and family, or leave a positive review.
In our line of work, trust is hard-earned and proven every single day. That is why for me the most precious sign that we have done our job well is when people choose Park Hotel Kaylaka again for their special moments.
– I will be honest — it is difficult to switch off the professional eye entirely. When I attend an event as a guest, I often notice details that most people overlook: the organization, the atmosphere, how the team is working, the way guests are treated.
But that does not stop me from enjoying the experience. On the contrary — when an event is well organized, I appreciate even more the effort that has gone into it. And I always leave with fresh inspiration, an interesting idea, or something I would like to apply in the future.
– Honestly, in our line of work there is not much time to rest, because the moment one successful event is over we start thinking about the next one. But that is also part of the pleasure — there are always new ideas waiting to be brought to life.
Very soon we have the final wine evening of the season, on June 25th. It is entitled “From the Sea to the Glass: The Northeast in 5 Wines” and will take us on an interesting wine journey through northeastern Bulgaria, paired with a special menu by Chef André Tokev. It will be a beautiful close to the spring season of our wine evenings.
After that we will not disappear, of course. For the summer months we have prepared several more relaxed events by the pool and in the garden — with good music, cocktails, a pleasant atmosphere, and plenty of summer spirit.
And in the autumn we will return to our beloved restaurant format with new wine gatherings, interesting partners, and further surprises that I will keep secret for now. I can only promise that the best is yet to come.
– “Challenge.” Because every day is different, every guest is different, and every event has its own character. That is precisely what makes the work so interesting and keeps me doing it with pleasure, year after year.
