What Does an Event Planner Do? An Expert's Guide

An event planner is responsible for structuring and coordinating all the moving parts of an event to ensure that everyone has a good time. Also known as convention and meeting planners, they do everything they can to make sure the event runs smoothly, from choosing locations to hiring catering, entertainment, and other providers. In this article, we'll explore what an event planner does, how to become one, and the five key areas of the event planning process.

Event planners are expected to identify and correct minute details, such as the correct spelling of guests' names and food preferences. They are responsible for much more than just hosting a party - they take care of everything from budgeting and booking a venue to coordinating suppliers and inviting guests. The exact duties of an event organizer will vary depending on their experience and specialty, but there are some basics that remain consistent with the role.

Joining a professional organization can help new event planners make important connections and increase their job opportunities. As they gain work experience, they can advance in their careers to become meeting managers, program coordinators, or meeting managers. Hospitals, universities, and entire industries such as the wedding industry will have plenty of event planners ready to help them create the different programs they need.

Event planning involves soliciting on-site bids, securing quality products and services, negotiating and verifying service contracts, reviewing event invoices, approving payments, and other related tasks. Each certification has different requirements, but most will require event planners to have completed a training program, gained a certain number of years of experience, and have passed certification exams. Many event planners specialize in a particular type of event such as conventions, weddings, or parties.

Not only can an event planner recommend the best options for your event, but you will also be able to get the best prices from these providers. Some may gain related experience working in a hotel or other hospitality business before becoming event organizers.

The Five Key Areas of Event Planning

Below I've listed the five key areas that make up the event planning process to give you an idea of what the work of an event organizer actually entails:

  • Budgeting: Event planners must create a budget for each event they plan. This includes estimating costs for venue rental fees, catering services, entertainment costs, decorations, equipment rentals, etc.
  • Venue Selection: Event planners must select a venue that meets the needs of their client. This includes considering factors such as size, location, amenities offered by the venue, etc.
  • Vendor Selection: Event planners must select vendors who can provide quality services at reasonable prices. This includes researching vendors who offer catering services, entertainment services, decorations services, etc.
  • Coordination: Event planners must coordinate all aspects of the event including scheduling meetings with vendors and clients, confirming details with vendors and clients, etc.
  • Management: Event planners must manage all aspects of the event including monitoring progress throughout the planning process and ensuring that all tasks are completed on time.

Hiring an event planner is a smart investment as there are so many unexpected costs associated with planning an event. An experienced event planner will be able to identify potential problems before they arise and take steps to prevent them from occurring.

If you're the type who always throws parties for your friends or enjoys organizing events for your family or colleagues then you might want to consider a career as an event planner. With hard work and dedication you can become an expert in this field.

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