Whether or not planning non-public celebrations, non-profit fundraisers, or company conferences, the objective of the occasion planner is to visualise their shopper’s thought after which convey that imaginative and prescient to life. However how do occasion planners accomplish this job? What does an occasion planner do, precisely?
On this article, we break down what occasion planning is. We take a look at the duties, abilities, and expertise required in skilled occasion planning, in addition to quite a lot of planning specialties. Along with discussing “huge image” occasion planning, we dive into the small print to reply the query, “What does an occasion planner do?”
So what does an occasion planner do?
What’s an occasion planner?
Occasion planners are builders. They’re tasked with taking a shopper’s thought, an idea, and designing an occasion that represents it. From occasion conception and stage design to technical programming and day-of occasion coordination, occasion planners handle the occasion planning course of from begin to end. Planners work with distributors, suppliers, and venues to coordinate meal service, occasion staffing, negotiate pricing, and a lot extra. They create an occasion’s structure, set up the theme, and should even design advertising campaigns to advertise the occasion.
Along with being multi-tasking masters and skilled designers, occasion planners are story tellers. They’re charged with understanding what the shopper desires, designing an occasion that meet the shopper’s targets, and telling a memorable story to occasion attendees.
“Occasions must be provocative; they need to make you are feeling one thing and may affect all senses. No matter whether or not it’s for a pair, a model, or a product, the occasion ought to inform a particular story to every visitor passing by way of.”
–Kristin Banta, Kristin Banta Occasions, inc.
What duties does an occasion planner deal with?
Occasion planning is a job that requires sporting many hats. Occasion planners are coordinators, organizers, moderators, {and professional} negotiators. They’re designers, delegators, and job managers. As an occasion planner’s profession grows, they’re able to delegate extra duty to coordinators and occasion workers, however not at first. Each occasion planner ought to have the ability to perform the next capabilities:
Occasion design is among the most important components of the planning course of. Planners create a imaginative and prescient for an occasion, a blueprint, which incorporates vital visible particulars. Within the design part, occasion planners create a preview of what the occasion will seem like by outlining the theme, structure, surroundings, scheme, and different technical components akin to lighting or sound. As the method continues, planners work laborious to create their design, incorporating occasion logistics alongside the best way.
A eager eye is required for occasion planners who need to stay aggressive. Professional planners are always looking out for thrilling new occasion venues, vendor choices, potential suppliers, and different sources. They know their market inside and outside—each particular occasion venue, each caterer, and each entertainer. They go to new sights, attempt new eating places, and scout new areas to accommodate quite a lot of future occasions.
Skilled planners are accountable for buying any companies or provides wanted to ensure occasion success and attendee satisfaction. After designing an occasion and getting shopper approval, that’s when occasion planners actually get to work. They’re in cost of buying quite a lot of distributors and suppliers to safe every little thing wanted for the occasion. Planners e-book the venue, construct a menu, verify caterers, safe the know-how wanted for the occasion, and so forth.
Within the preliminary levels of occasion planning, planners solicit venues and lodging for quotes. They ship potential occasion venues, resorts, and distributors the small print of their upcoming occasion, and request a quote for the services or products required. Occasion planners evaluate the acquired responses, weigh numerous quotes, and choose the perfect proposal primarily based on the shopper’s wants.
Occasion planners should be expert within the artwork of negotiation. In nearly each single stage of the occasion planning course of, planners are negotiating. They negotiate occasion budgets with new shoppers in addition to venue rental costs, vendor pricing, setup charges, and a lot extra.
Should you’re not a “individuals particular person,” occasion planning will not be the proper profession selection for you. Occasion planners regularly work carefully with shoppers to ascertain the aims and theme for an occasion earlier than they work with artists and contractors to place all of it collectively. If the plan is shifting alongside as anticipated, planners want to have the ability to talk that info confidently, appropriately, and collaborate with others to search out the answer.
Many companies, in addition to people, plan occasions on a decent funds. Planners are tasked with creating and following a strict planning funds that adheres to their shopper’s pointers. Assembly a funds usually requires creativity and resourcefulness on behalf of the planner, so adaptability and significant pondering abilities are a should.
Relationships are important to profitable occasion planning. Professional planning professionals have a trusted community of distributors, suppliers, venues, and coordinators on which they will rely. They domesticate mutually helpful relationships with industry-adjacent companies and obtain referrals from glad companions.
It’s the planner’s duty to discover a stability between the shopper’s imaginative and prescient and their funds, and to work inside the agreed upon parameters. Skilled planners know when a shopper’s funds is just not going to outcome within the occasion they’re visualizing. They set up occasion targets, handle the shopper’s expectations, and work with the shopper and their workforce to search out passable alternate options.
An occasion planner’s job doesn’t cease when the occasion wraps up. Planners should additionally measure how profitable an occasion was. After an occasion, many planners are tasked with offering an occasion report back to their shoppers detailing whether or not the viewers was engaged, if registration numbers matched attendance, and areas of alternative for enchancment. By analyzing the habits of on-line viewers members, measuring stay engagement throughout an occasion, and following up with attendees after an occasion, planners can present their shoppers with vital metrics and knowledge to enhance future occasions.
“An occasion is just not over till everyone seems to be uninterested in speaking about it.”
– Mason Cooley
What abilities ought to an occasion planner have?
12 months after yr, occasion planning constantly ranks on the prime of the record of the world’s most disturbing jobs. To seek out success within the {industry} (with out dropping your thoughts), occasion planners should discover ways to multi-task, handle stress, and keep cool underneath stress. As well as, occasion coordinators, managers, and different planning professionals can profit from having the next abilities:
- Group: Planning occasions is a posh course of, and planners are sometimes juggling many duties without delay. With a view to maintain the large image in thoughts, cut back stress, and never get overwhelmed by their to-do record, occasion planners should be properly organized.
- Time administration: One of the vital vital abilities seasoned occasion planners possess, time administration is crucial to profession success within the occasion planning {industry}. Planner should have the ability to prioritize their job record and handle the time it takes to finish every job.
- Creativity: With a view to meet shopper requests, keep inside funds pointers, and supply a memorable expertise for occasion attendees, planners usually must depend on their ingenuity and creativity.
“Creativity and innovation is to occasions what the guts and soul is to the dwelling.”
-Rehan Waris, Voiceworx Occasions
- Communication: Constructing robust relationships shortly is a crucial occasion planning ability. From speaking with distributors and venues to suppliers and shoppers, planners are accountable for guaranteeing that info is handed seamlessly and precisely. They’re the first line of communication between all events concerned within the occasion planning course of.
- Delegation: Main planning professionals are sometimes in command of a number of coordinators and different occasion workers, so the power to successfully delegate duties is essential to planning success.
- Consideration to element: Relating to occasion planning, the satan is within the particulars. Having a robust consideration to element is an important occasion planning ability; it may well imply the distinction between planning occasion and planning a nice occasion.
- Negotiation: Occasion planners are expert negotiators. Confronted with negotiating affordable vendor bills, venue pricing, and their shopper’s last funds, occasion planners should be proficient within the artwork of debate.
- Expectation administration: Occasion planners generally encounter shoppers with unrealistic expectations. For instance, a shopper’s dream occasion might fall outdoors the reasonable realm of their funds or the capabilities of the internet hosting venue. The planner’s duty is to take what a shopper desires, what they’ve the sources to create, and to discover a center floor.
- Customer support: On the coronary heart of occasion planning lies customer support. Whether or not serving to a shopper see their dream occasion come to life or guaranteeing that occasion attendees have a memorable and satisfying expertise, occasion planners are there to serve.
“We, as planners, are right here to serve, serve, and serve. A shopper is all nerves on their huge day no matter what kind of occasion it’s, and it’s our job to make sure the perfect service is delivered.”
– Lily Ehumada, Proprietor of Lily V Occasions
Are there distinct varieties of occasion planners?
The world of occasion planning is huge, and there are lots of totally different roads planning professionals can select to take. Vital {industry} expertise is required to concentrate on planning specific occasions, so some planners select to deal with a particular space of occasion planning, develop their abilities, and develop their credentials.
Outdoors of basic occasion planning, occasion planners might concentrate on:
- Non-public occasion planning
- Company conferences, seminars, and retreats
- SMERF (Social, Navy, Instructional, Non secular, Fraternal)
- Authorities conferences and occasions
- Non-profit organizations and charity fundraisers
- Giant conferences
- Weddings
Planning conferences and occasions for presidency contractors or federal teams, for instance, requires a vastly totally different ability set that planning vacation spot weddings. Planners who discover a ardour for a particular facet of the {industry}, or preferring engaged on a particular class of occasions, usually select to dedicate their focus to changing into an skilled in that space.
How are occasion planners, coordinators, and managers totally different?
Whereas lots of the duties overlap, occasion planners have extra duties than occasion coordinators. Occasion planners are accountable for the complete occasion planning course of, from conception to execution, and plenty of planners have coordinators on their workforce. Planners deal with the “huge image” particulars, akin to conceptualization and design.
Aiding the first planner, occasion coordinators are sometimes accountable for caring for the smaller particulars of a planner’s occasion design. Occasion coordinators could also be accountable for deciding on and reserving the occasion venue, speaking with distributors, or organizing provide deliveries previous to the occasion. Coordinators are additionally regularly accountable for occasion logistics and group, guaranteeing that every little thing goes easily throughout the occasion. They’re additionally sometimes on-site the day of the occasion, guaranteeing venue group, clean scheduling, and attendee communication.
The phrases “occasion supervisor” and “occasion coordinator” are sometimes used synonymously, however not in each occasion administration workforce. Occasion managers have duties that lie in between an occasion planner’s huge image duties and a coordinator’s fine-tuning duties. Very like coordinators, occasion managers are accountable for guaranteeing that the planner’s plan is executed appropriately and that the occasion runs easily. Occasion managers may be in command of selling an occasion, planning a social media advertising technique, guaranteeing attendee satisfaction, or helping subordinate members of the occasion planning workforce as they fulfill their duties.
“An amazing occasion supervisor makes even the host really feel like a visitor.”
– Amit Kalantri, Wealth of Phrases
Can anybody grow to be an occasion planner?
The quick reply is sure! Many occasion planners come from different industries, akin to hospitality, meals and beverage, account administration, and even company industries like accounting or advertising.
Whether or not you’re an skilled planning skilled or interested by constructing an occasion planning profession, coaching programs, skilled designations, certifications, and persevering with schooling courses can enhance your abilities.
Quite a lot of courses, programs, and coaching alternatives can be found for brand spanking new and skilled occasion planners. Occasion planners can develop their abilities by way of occasion planning and administration programs from the Occasions Management Institute, Particular Occasions Institute, or different famend occasion coaching institutes.
- Skilled designations
Designations are particular licenses and certifications which might be assigned to spotlight coaching, experience, or particular {qualifications}. One of the vital generally acquired certifications for occasion planners, a CMP (Certificated Assembly Planner) designation could also be obtained from the Assembly Professionals Affiliation and the Occasions Business Council. After passing the required examination, people with ample planning expertise will get hold of one of the acknowledged titles within the {industry}.
Along with acquiring a CMP, there are a selection of different skilled designations occasion planners might earn, together with:
- Licensed Assembly Supervisor (CMM)
- Licensed Particular Occasions Skilled (CSEP)
- Licensed Convention and Occasions Skilled (CCEP)
- Licensed in Exhibition Administration (CEM)
- Vacation spot Administration Licensed Professional (DCMP)
Planners who sustain with the newest {industry} developments, know-how, and hospitality developments usually full persevering with schooling programs. Along with constructing credibility, committing to persevering with schooling helps occasion planners keep forward of their opponents by maintaining with the newest know-how and developments in planning.
Whereas changing into an occasion planner doesn’t require finishing particular programs or acquiring a level in occasion administration, many firms and organizations search for planners with certifications or different proof of aptitude.
How do you grow to be an occasion planner?
When you’ve got a ardour for hospitality and occasions, you’ll be able to flip it right into a profession. Comply with these steps to begin cultivating the occasion planning profession of your goals:
1. Develop your abilities.
Determine any abilities or areas of your expertise that want enchancment. Take courses, join coaching programs, and seek the advice of different occasion planners in your space. Spend a while working with skilled occasion planners to see how they function. Construct a sturdy library of occasion planning instruments, software program, and different sources. Community, ask for recommendation from the consultants, and develop your skilled abilities earlier than you launch an occasion planning enterprise.
2. Create a resume with event-related expertise.
How does your earlier employment expertise relate to occasion planning? Account administration, eating places, resorts, govt helping, and so many different careers embrace duties that can translate into an occasion planning profession. Determine the positions, abilities, and skills you’ve developed, and decide which of your earlier employment experiences will support in your occasion planning journey. Design an occasion planning resume that focuses on the facets of your earlier positions that can apply most to occasion planning.
3. Construct a portfolio.
Create an occasion planning portfolio that highlights your related expertise. Stage a photoshoot to indicate off your occasion planning abilities. Spotlight your model, earlier occasion designs, and quite a lot of occasion setups. Embrace “earlier than and after” pictures that show your capacity to show essentially the most primary venues into spectacular occasion areas. Take your skilled portfolio to shopper conferences, networking occasions, and occasion planning tradeshows.
Collect and share testimonials from glad shoppers to spice up your credibility. Design a top-quality skilled web site that shows your work and shopper suggestions. Give attention to constructing a robust on-line presence using social media platforms with a robust visible focus, like Instagram, to showcase your work and construct a web based presence.
4. Develop your fame.
Phrase-of-mouth suggestions can have a major affect on the extent of success a brand new occasion planner achieves. Constructing a robust fame on-line and in your group can result in further shopper suggestions, future occasion bookings, and different enterprise alternatives.
Strengthen your skilled fame by connecting with native venues, wedding ceremony planners, companies, and companies. Deliver native companies details about what you are promoting, introduce your self, and assess their occasion wants. Plan native and group occasions to introduce your self to potential shoppers and present them what you are able to do.
5. Discover your area of interest.
What components of the occasion planning {industry} are you most passionate about? Do you will have specialised coaching in a particular {industry} or robust abilities in a single specific space? As your profession grows, you could discover that you’ve got a ardour for a particular sector of the occasion planning {industry}. Whether or not you favor planning non-profit fundraisers, weddings, or giant company retreats, there’s one thing for everybody in occasion planning.
Now you understand what occasion planners do!
Skilled occasion planners know that executing a profitable occasion is commonly a race towards the clock. Irrespective of how a lot preparation happens, something can occur in occasion planning, and unexpected hiccups can shortly eat away at useful time.
Up subsequent, we overview suggestions and techniques that may assist busy occasion planners save time and enhance effectivity. Comply with alongside to select up 27 timesaving occasion planning suggestions, tips, and secrets and techniques that each occasion planner ought to know.