What Exactly Does an Event Planner Do? You’d Be Surprised
What exactly does an event planner do?
It’s an event planner’s job to ensure everything related to an event is taken care of, from idea conception to programming and day-of logistics. An event planner is charged with creating experiences and bringing visions to life, which means stirring multiple pots.
Meeting with clients, scouting locations, soliciting bids, managing vendor relationships and client communications, establishing and negotiating contracts, and managing budgets are all part of the drill, as are setting and managing clients’ and vendors’ expectations. It’s not always for the faint of heart
Some Desirable Characteristics Of An Event Planner Include:
- Communication
Good communication is necessary to convince a prospective client to hire you. Both verbal and writing skills are of utmost importance to enable you to successfully get that client. Good writing skills come in handy for writing a proposal, as well as a good command of English to enable you to convey to your client why you are the right person for the job.
- Financial Management
This has to do with creating the event to be in line with your client’s budget while taking care to ensure that the client is satisfied with your services. You have to be able to do the math as an event planner and work within the budget.
- Negotiation Skills
This has to do with the ability to “cut-a-deal” while taking into consideration the client’s needs as regards the details. Working with many suppliers will make it necessary for you to be on top of your game when it comes to reaching a compromise that will make everyone happy.
- Decision-Making Skills
For an event planner there are no ifs, buts or maybes, it’s either a strong yes or no. You have to be sure that you know, and are ready to make decisions which will give the event that spectacular effect according to the client’s taste.
- Leadership
As an event planner, relationships with people are key. You will be working with people on your team, individual suppliers and others. You have to know how to make people enjoy working with you, thus you need to know how to relate with people on various levels. As a leader you have to inspire your team to put in their best by setting a good example so as to bring out the best in your team.
- Organizational Skills
Events are all about getting things done the right way (detail-wise), and at the right time (which of course is before the event), and for this to happen you have to be on your “A-game” when it comes to organizing. This can only be possible if you are really good at prioritizing your workload efficiently to ensure that at the end of the
The purpose of your event
Why are you holding an event? You’d be surprised how many people think an event is a wonderful idea but when pressed on what the purpose of the event is, or its overall goal, they are unable to clearly articulate its objective. You want to make certain there is a clear mission and business reason to hold an event — a celebration for a new facility, a fundraising event with a clear financial goal behind it, a new product launch to share with customers — lacking a defined objective, your event can be a costly effort without the power to attract attendees or further your mission.
They’re good under pressure
Event planners are great at keeping calm under pressure. In stressful situations, they are able to find a solution and stay level-headed, no matter what. Since they’re used to people coming to them for answers, they’re able to think quick on their feet.
What Should You Do About The Contract?
Now, if your business – like most – is hiring an event planner on a contractual basis, then there’s a good chance you’ll be given a few papers to sign.
See, most event management firms have clients sign some sort of contract before they agree to work with them (and you should take it as a red flag if the planner or firm you’re hiring doesn’t have one). Pay close attention to whatever you’re being made to sign, and make absolutely certain that you read the fine print. Seek out a legal professional to go over the details with you – the event planner in question likely won’t take offense unless they’re trying to pull a fast one on you.
While you’re at it, make sure you’ve a clear concept of all the fees and terms of your working relationship with your event planner up front. Nothing makes a partnership go sour faster than having to pay a fee you weren’t aware of, or finding out a huge percentage of the profits will be siphoned away from your business. It’s all about due diligence here, really.