Event Planner

Overview

Who is Event Planner?

An event planner is a professional tasked with entire planning events, coordinating every detail from beginning to end. They take charge of all event-related aspects from the ideation phase to implementation and day-of logistics. They start by meeting with the clients to understand their requirements, preferences, budgets, and the purpose of the event and prospective attendees. After that, event planners start contracting vendors, suppliers, and caterers to arrange all the event's materials and equipment. Their goal is to ensure that the event takes place smoothly and that the purpose for the same is achieved without any hassle.

Event planners are responsible for crafting the experience of the event such as it is consistent with the client's vision. They plan and organise a range of events with different purposes, such as business meetings, launch parties, birthday celebrations, fundraisers, festivals, parties, weddings, tradeshows and other corporate or government events, to name a few. As event planners, they can choose to focus their expertise on certain types of events.

Typical day at work

What does Event Planner do?

An event planner is a professional who earns by planning and managing all the things and happenings of an event. The event planner's biggest strength is to plan in such a manner that the audience stays engaged throughout the event, the performances smoothly are mange, and finally, the entire event runs smoothly and successfully. Their work is to coordinate with the entire staff regarding the activities happening in the event, stay in touch with each and everything happening in the event, and most importantly, stay connected with the clients to make necessary amendments or last-minute improvisations in the event.

The event planner discusses and reviews all the services provided during the event and takes care of the unique needs of the clients and customers during the event. They handle the management of things of the event from the beginning to the end.

• Discuss with the clients/ event stakeholders to gain a clear understanding of the event’s purpose
• Scout for and inspect prospective venues for the event
• Solicit bids from caterers and the venues as well as manage and negotiate contracts with vendors, suppliers, and service providers
• Manage all food and beverage lineups as per the client’s requirements and the purpose of the event
• Manage the inventory of all event-related materials in coordination with the suppliers and vendors
• Liaise with the on-site staff
• Determine entertainment activities for the event and make arrangements for the same
• Prepare budget proposals for the events and assist in any cost reduction issues
• Maintain accurate documentation regarding all aspects of the event’s expenses, process invoices and coordinate payments in the due time frame
• Supervise the set-up of the event and the use of equipment
• Supervise and manage event activities to the satisfaction of the employers and the event attendees

Abilities & aptitude needed

What are the skills, abilities & aptitude needed to become Event Planner?

Event Managers need to have exceptional leadership skills and people management abilities to carry out their tasks effectively. They need to be very good at time management and organisation in order to meet deadlines and budgets. They should have exceptional communication skills to understand the needs of the client and effectively liaise with their team and manage vendor relationships to ensure that the final output is as per the client's satisfaction. Problem-solving skills are another essential element. They should be able to mitigate any issues or disruptions that arise during the planning phase or at the time of the event.

Interpersonal skills are paramount for these professionals to negotiate service contracts, build strong working relationships with clients and vendors, and establish a strong network in the field. They should be detail-oriented, energetic, and adaptable individuals who are able to remain calm under pressure. They should be creative and intuitive in order to design the experience of the event's attendants meticulously. Marketing and relevant IT skills and a customer-service orientation are important for event planners to excel in their field.

Courses

Which course I can pursue?