People who thrive on coordinating events and being in a position of management within a large organization can be expected to thrive as an event planner. This role involves coordination between various moving parts, including vendors, guests and those hosting the event. The role of an event planner often includes providing inspiration, direction and assistance throughout the entirety of a major convention, wedding, birthday, family get-together, corporate announcement other key events. Before considering a career in this important position, it’s a good idea to recognize the most common obligations and responsibilities of an event planner.
First, Meet with the Host and Understand the Nature of the Event
The host of a given event can vary quite widely in nature. The planner might meet with a couple in advance of their wedding, parents in advance of their child’s birthday, or even company representatives who are planning a convention or keynote. The planner’s job during the meeting is to assess what resources will be needed, where the ideal venue will be located, which vendors would be the best fit for the event, and how guests should be notified of the event’s time, date and location. An event planner will come up with a plan and present a full proposal to the party requesting their services. If necessary, they’ll revise the plan until it aligns with the overall vision of those hosting the event.
Next, Coordinate with Vendors and Get Everything On Track
Great event planners are at their best when they’re acting more as event managers. After the proposal has been drafted and agreed upon, professionals will start calling their contacts to arrange for entertainment, catering, seating, decor and any other additions to the event space that help it coincide with the theme or nature of the occasion taking place. They’ll work on getting quotes and prices from every vendor, and they’ll only work with those vendors and representatives who can fit within the established budget agreed upon in the proposal phase. As the event draws closer, they’ll arrange potential meet-ups between the event host and the vendors to make sure that cuisine, dessert, music and decor align with their overall vision and requirements.
Execution and Guidance During a Major Event
Who tells guests where to go? Who makes sure the vendors are on time and ready to begin? Who keeps the timeline on track? The answer to all three of these questions is, of course, the planning professional. Once the big day arrives, they’ll provide their services in the form of oversight and coordination among various vendors and the guests. They’ll guide guests to their seating, stick to a strict schedule and make sure that everything is presented professionally. If any issues arise, the professional will see to it that a resolution is quickly found. Any guest complaints will also be addressed by the event planner, as will compliments of the event’s structure and success.
An Exciting Role for Those Who Like to Plan, Manage and Direct
Every major event requires someone with local contacts, professional planning experience, and a proven history of bringing together many vendors with a common goal. Those who thrive in managerial roles and tend to have good ideas when planning events and making them something worth talking about long afterward, will likely feel at home as an event planner working with both personal and business clients.