Behind every successful event is a dedicated event planner who knows how to plan an event and who works diligently to ensure a smooth event experience for those involved. For organizations looking to hold events, finding the perfect event planner is a key task, or for people looking to become event planners, understanding the proper skills required for this position is a must.
What is an event planner?
An event planner also referred to as a convention planner or event coordinator, is the one in charge of coordinating all event details. These details can change vastly depending on the type of event but overall, the event planner is often the liaison for the clients and planning committees. The main reason an event planner is hired, rather than an internal employee maintaining events, is because event planning skills are unique for this role that those outside of the industry lack as well as the sheer amount of time one must dedicate to running a successful event and the
What does an event planner do?
Embarking on event planning can be a daunting task for first-time applicants, given the diverse set of responsibilities involved. Initiating an event necessitates in-depth market research, meticulous gathering of pertinent information, and skillful negotiation of contracts for venues and essential bookings. Additionally, overseeing staff and their activities is a crucial responsibility, alongside the significant task of managing guests and their requirements. This encompasses crafting the guest list and delving into details such as researching dietary restrictions for special attendees.
List of an event planner's responsibilities in an ordinary event
- Deciding upon registration types, registration fees and deadlines for registration,
- Creating an online Registration Form and deciding upon the questions that will be asked during registration,
- Integrating a payment gateway to the online registration process,
- Offering accommodation services, social activities, workshops, tours, or transfer services to participants,
- Collecting abstract papers and offering an abstract review tool if the event is an academic conference,
- Creating an event program
- Creating and offering an event mobile app,
- Reporting and following event registrations, bookings and payments in realtime,
- Designing and printing conference badges for participants,
- Onsite management of the event.
Event Planner job requirements
As seen, the role of event planner has many responsibilities which results in a list of requirements that is just as vast. With market research and negotiating being necessary, having strong time management and communication skills is where every event planner should start when applying for event management companies. While expanding event planning skills, multiple projects can occur at different stages. Due to this, the ability to manage multiple projects independently must also be considered. For those looking to set themselves apart from the competition, many universities offer a BS in event management which will help develop more of the skills required while becoming a certified event planner. It is suggested, as well, to keep a well-organized portfolio of all previous work done to increase the professionalism of your application. An easy
How do I start an event planning business?
The development of personal and professional skills is key to beginning any career, especially event planning. For those taking the first steps to becoming an event planner, shadowing a current event planner will help show them the day-to-day tasks event management entails. The most important start to becoming an event planner is networking. By joining local and national event planning associations, you can meet new event planners, develop new relationships and learn new skills. Networking is not limited to only inside event planning associations though. Meeting new outside partners such as vendors, caterers and suppliers can help your development in the event planning field become better-rounded and noticed. Making yourself familiar with event planning software will be beneficial by taking stress away from the menial details of the event industry. While there is free event management software, finding the best software to work for you is important. You should consider whether an event management app is included as well as an event website as these features are becoming more necessary for running an event.
While the task of event planning is daunting, MeetingHand is available to ease the process for event planners. Our company is comprised of event professionals who understand the needs of those in the event industry and are ready to help corporate event planners, hotel event planners and everything in between.