Whether or not planning personal celebrations, non-profit fundraisers, or company conferences, the purpose of the occasion planner is to visualise their consumer’s concept after which deliver that imaginative and prescient to life. However how do occasion planners accomplish this process? What does an occasion planner do, precisely?
On this article, we break down what occasion planning is. We take a look at the duties, expertise, and expertise required in skilled occasion planning, in addition to a wide range of planning specialties. Along with discussing “huge image” occasion planning, we dive into the main points 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 consumer’s concept, 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 format, set up the theme, and should even design advertising and marketing campaigns to advertise the occasion.
Along with being multi-tasking masters and knowledgeable designers, occasion planners are story tellers. They’re charged with understanding what the consumer needs, designing an occasion that meet the consumer’s targets, and telling a memorable story to occasion attendees.
“Occasions ought to be provocative; they need to make you’re feeling one thing and may influence 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.”
–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 process managers. As an occasion planner’s profession grows, they can delegate extra duty to coordinators and occasion employees, however not at first. Each occasion planner ought to be capable to perform the next features:
Occasion design is without doubt one of the most vital components of the planning course of. Planners create a imaginative and prescient for an occasion, a blueprint, which incorporates essential visible particulars. Within the design section, occasion planners create a preview of what the occasion will appear like by outlining the theme, format, surroundings, scheme, and different technical components corresponding to lighting or sound. As the method continues, planners work laborious to create their design, incorporating occasion logistics alongside the way in which.
A eager eye is required for occasion planners who wish to stay aggressive. Professional planners are always looking out for thrilling new occasion venues, vendor choices, potential suppliers, and different assets. They know their market inside and outside—each particular occasion venue, each caterer, and each entertainer. They go to new points of interest, strive new eating places, and scout new places to accommodate a wide range of future occasions.
Skilled planners are accountable for buying any providers or provides wanted to ensure occasion success and attendee satisfaction. After designing an occasion and getting consumer approval, that’s when occasion planners actually get to work. They’re in cost of buying a wide range of distributors and suppliers to safe every part wanted for the occasion. Planners e book the venue, construct a menu, affirm caterers, safe the know-how wanted for the occasion, and so forth.
Within the preliminary phases of occasion planning, planners solicit venues and lodging for quotes. They ship potential occasion venues, accommodations, and distributors the main points of their upcoming occasion, and request a quote for the services or products required. Occasion planners examine the acquired responses, weigh numerous quotes, and choose the very best proposal primarily based on the consumer’s wants.
Occasion planners should be expert within the artwork of negotiation. In virtually each single stage of the occasion planning course of, planners are negotiating. They negotiate occasion budgets with new purchasers in addition to venue rental costs, vendor pricing, setup charges, and a lot extra.
When you’re not a “individuals particular person,” occasion planning might not be the best profession alternative for you. Occasion planners regularly work intently with purchasers to ascertain the targets and theme for an occasion earlier than they work with artists and contractors to place all of it collectively. If the plan is transferring alongside as anticipated, planners want to have the ability to talk that data confidently, accurately, and collaborate with others to seek out the answer.
Many companies, in addition to people, plan occasions on a good funds. Planners are tasked with creating and following a strict planning funds that adheres to their consumer’s pointers. Assembly a funds typically requires creativity and resourcefulness on behalf of the planner, so adaptability and significant considering expertise are a should.
Relationships are important to profitable occasion planning. Skilled planning professionals have a trusted community of distributors, suppliers, venues, and coordinators on which they will rely. They domesticate mutually useful relationships with industry-adjacent companies and obtain referrals from happy companions.
It’s the planner’s duty to discover a steadiness between the consumer’s imaginative and prescient and their funds, and to work throughout the agreed upon parameters. Skilled planners know when a consumer’s funds will not be going to end result within the occasion they’re visualizing. They set up occasion targets, handle the consumer’s expectations, and work with the consumer and their staff to seek out passable 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 purchasers 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 dwell engagement throughout an occasion, and following up with attendees after an occasion, planners can present their purchasers with essential metrics and knowledge to enhance future occasions.
“An occasion will not be over till everyone seems to be bored with speaking about it.”
– Mason Cooley
What expertise ought to an occasion planner have?
Yr after 12 months, occasion planning persistently ranks on the prime of the record of the world’s most annoying jobs. To search out success within the {industry} (with out shedding 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 expertise:
- Group: Planning occasions is a fancy course of, and planners are sometimes juggling many duties directly. To be able to maintain the massive image in thoughts, cut back stress, and never get overwhelmed by their to-do record, occasion planners should be effectively organized.
- Time administration: Probably the most essential expertise seasoned occasion planners possess, time administration is crucial to profession success within the occasion planning {industry}. Planner should be capable to prioritize their process record and handle the time it takes to finish every process.
- Creativity: To be able to meet consumer requests, keep inside funds pointers, and supply a memorable expertise for occasion attendees, planners typically should depend on their ingenuity and creativity.
“Creativity and innovation is to occasions what the guts and soul is to the residing.”
-Rehan Waris, Voiceworx Occasions
- Communication: Constructing sturdy relationships shortly is a crucial occasion planning talent. From speaking with distributors and venues to suppliers and purchasers, planners are accountable for guaranteeing that data 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 accountable for a number of coordinators and different occasion employees, so the power to successfully delegate duties is essential to planning success.
- Consideration to element: With regards to occasion planning, the satan is within the particulars. Having a powerful consideration to element is a vital occasion planning talent; it will possibly imply the distinction between planning a very good occasion and planning a nice occasion.
- Negotiation: Occasion planners are expert negotiators. Confronted with negotiating affordable vendor bills, venue pricing, and their consumer’s remaining funds, occasion planners should be proficient within the artwork of debate.
- Expectation administration: Occasion planners generally encounter purchasers with unrealistic expectations. For instance, a consumer’s dream occasion could fall outdoors the sensible realm of their funds or the capabilities of the internet hosting venue. The planner’s duty is to take what a consumer needs, what they’ve the assets 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 consumer 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 consumer is all nerves on their huge day no matter what kind of occasion it’s, and it’s our job to make sure the very best service is delivered.”
– Lily Ehumada, Proprietor of Lily V Occasions
Are there distinct sorts of occasion planners?
The world of occasion planning is broad, and there are a lot of completely different roads planning professionals can select to take. Important {industry} expertise is required to concentrate on planning explicit occasions, so some planners select to deal with a selected space of occasion planning, develop their expertise, and develop their credentials.
Exterior of common occasion planning, occasion planners could concentrate on:
- Non-public occasion planning
- Company conferences, seminars, and retreats
- SMERF (Social, Army, Instructional, Non secular, Fraternal)
- Authorities conferences and occasions
- Non-profit organizations and charity fundraisers
- Massive conferences
- Weddings
Planning conferences and occasions for presidency contractors or federal teams, for instance, requires a vastly completely different talent set that planning vacation spot weddings. Planners who discover a ardour for a selected facet of the {industry}, or preferring engaged on a selected class of occasions, typically select to dedicate their focus to changing into an knowledgeable in that space.
How are occasion planners, coordinators, and managers completely different?
Whereas lots of the duties overlap, occasion planners have extra duties than occasion coordinators. Occasion planners are accountable for your complete occasion planning course of, from conception to execution, and lots of planners have coordinators on their staff. Planners deal with the “huge image” particulars, corresponding 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 part goes easily in the course of the occasion. They’re additionally sometimes on-site the day of the occasion, guaranteeing venue group, easy scheduling, and attendee communication.
The phrases “occasion supervisor” and “occasion coordinator” are sometimes used synonymously, however not in each occasion administration staff. Occasion managers have duties that lie in between an occasion planner’s huge image duties and a coordinator’s fine-tuning duties. Very similar to coordinators, occasion managers are accountable for guaranteeing that the planner’s plan is executed accurately and that the occasion runs easily. Occasion managers might also be accountable for selling an occasion, planning a social media advertising and marketing technique, guaranteeing attendee satisfaction, or aiding subordinate members of the occasion planning staff as they fulfill their duties.
“An incredible 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 brief reply is sure! Many occasion planners come from different industries, corresponding to hospitality, meals and beverage, account administration, and even company industries like accounting or advertising and marketing.
Whether or not you’re an skilled planning skilled or desirous about constructing an occasion planning profession, coaching programs, skilled designations, certifications, and persevering with schooling lessons can enhance your expertise.
Quite a lot of lessons, programs, and coaching alternatives can be found for brand new and skilled occasion planners. Occasion planners can develop their expertise by 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 can be assigned to focus on coaching, experience, or particular {qualifications}. Probably the most generally acquired certifications for occasion planners, a CMP (Certificated Assembly Planner) designation could also be obtained from the Assembly Professionals Affiliation and the Occasions Trade Council. After passing the required examination, people with ample planning expertise will receive one of the acknowledged titles within the {industry}.
Along with acquiring a CMP, there are a number of different skilled designations occasion planners could 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 typically 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 corporations and organizations search for planners with certifications or different proof of aptitude.
How do you grow to be an occasion planner?
In case you have a ardour for hospitality and occasions, you’ll be able to flip it right into a profession. Observe these steps to start out cultivating the occasion planning profession of your desires:
1. Develop your expertise.
Determine any expertise or areas of your expertise that want enchancment. Take lessons, 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 strong library of occasion planning instruments, software program, and different assets. Community, ask for recommendation from the consultants, and develop your skilled expertise 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, accommodations, government aiding, and so many different careers embody duties that may translate into an occasion planning profession. Determine the positions, expertise, and abilities you’ve developed, and decide which of your earlier employment experiences will help in your occasion planning journey. Design an occasion planning resume that focuses on the facets of your earlier positions that may 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 expertise. Spotlight your model, earlier occasion designs, and a wide range of occasion setups. Embody “earlier than and after” pictures that show your skill to show probably the most primary venues into spectacular occasion areas. Take your skilled portfolio to consumer conferences, networking occasions, and occasion planning tradeshows.
Collect and share testimonials from happy purchasers to spice up your credibility. Design a top-quality skilled web site that shows your work and consumer suggestions. Concentrate on constructing a powerful on-line presence using social media platforms with a powerful visible focus, like Instagram, to showcase your work and construct a web-based presence.
4. Develop your popularity.
Phrase-of-mouth suggestions can have a big influence on the extent of success a brand new occasion planner achieves. Constructing a powerful popularity on-line and in your group can result in further consumer suggestions, future occasion bookings, and different enterprise alternatives.
Strengthen your skilled popularity by connecting with native venues, wedding ceremony planners, companies, and businesses. Deliver native companies details about your corporation, introduce your self, and assess their occasion wants. Plan native and group occasions to introduce your self to potential purchasers 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 have got specialised coaching in a selected {industry} or sturdy expertise in a single explicit space? As your profession grows, you might discover that you’ve got a ardour for a selected sector of the occasion planning {industry}. Whether or not you like planning non-profit fundraisers, weddings, or massive company retreats, there’s one thing for everybody in occasion planning.
Now you recognize what occasion planners do!
Skilled occasion planners know that executing a profitable occasion is commonly a race in opposition to 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 assessment suggestions and techniques that may assist busy occasion planners save time and enhance effectivity. Observe alongside to select up 27 timesaving occasion planning suggestions, methods, and secrets and techniques that each occasion planner ought to know.