The goal of an event planner is to envision the client’s vision and bring it to life, regardless of whether they are planning private celebrations or non-profit fundraisers. How do event planners accomplish this task, you ask? What is an event planner?
This article will explain what event planning is. We will discuss the skills, experience, and duties required for professional event planning. We discuss the “big picture” of event planning and then get into the details to answer the question, “What does an Event Planner do?”
What does an event planner do?
Event planners are builders. Event planners are builders. They take a client’s idea and create an event that represents it. Event planners are responsible for managing the entire event planning process, from stage design and event conception to technical programming and event coordination on the day of the event. Planners coordinate with suppliers and venues to arrange food service, staffing, and pricing. Planners design the event’s theme and layout. They may also create marketing campaigns to promote it.
Event planners are multi-tasking experts and skilled designers. They also can tell stories. They must understand the client’s needs, design an event that meets their goals and tell a memorable story for event attendees.
What are the tasks of an event planner?
Planning an event is a multi-faceted job. Event planners can be organizers, moderators, and coordinators. They can be task managers, delegators, or designers. As event planner grows in their career, they can delegate more responsibility to event staff and coordinators, but not initially. These are the functions that every event planner should be capable of performing:
Design
The essential part of any planning process is event design. The vision, or blueprint, is creating a plan for an event. It includes all vital visual details. Event planners design the event by describing the theme, layout, scene, scheme, and other technical elements like lighting or sound. Planners continue to work hard to develop their events and incorporate event logistics.
Scouting
Event planners must have a keen eye if they want to stay competitive. Planners eager to remain competitive will constantly look for new venues, vendors, suppliers, and other resources. They are familiar with every market, including every caterer and entertainer. They travel to new places, visit new restaurants, and look for new venues to host future events.
Booking
Planners are responsible for procuring supplies or services to ensure event success and satisfaction. Event planners get to work after designing the event and obtaining client approval. They will be responsible for finding the right vendors and suppliers for your event. They book the venue, create a menu, select caterers, and secure all the technology required for the event.
Comparison and Selection
Planners will request quotes from venues and accommodation providers in the early event planning stages. They contact potential vendors, hotels, and media to request quotes for their event and provide details. Event planners review the responses and weigh the different quotes before deciding on the best offer based on the client’s requirements.
Negotiation
Negotiation skills are essential for event planners. Planners negotiate at almost every stage of the event planning process. Planners deal with clients to determine event budgets, venue rental prices, vendor pricing, and setup fees.
Collaboration
Event planning is only a career for you if you are a people person. Event planners often work closely with clients to determine the goals and theme of an event before working with contractors and artists to put it together. Planners must communicate the information clearly and accurately with clients to ensure the plan is progressing.
Budgeting
Both individuals and businesses plan events within a limited budget. Planners are responsible for creating and maintaining a budget consistent with their clients’ guidelines. Planning a budget requires creativity and resourcefulness. Planners must be flexible and able to think critically.