If you’ve ever been to a wedding, elaborate birthday party, or business conference, you’ve enjoyed an event that came together thanks to an Event Planner’s many months of organizing. It is hard work that must be done perfectly, but it can be a really glamorous, fun job with travel involved! If you dream of being an Event Planner in-house, you might want to look at jobs with large companies. They host events all the time, such as recruiting days, sponsored conferences and trade shows, company holiday gatherings, client dinners, launch parties, and corporate retreats. Smaller companies typically don’t have Event Planners in house, but you could work at an event agency that has smaller businesses as clients.
Event Planners who work freelance might decide to specialize in one event, such as weddings, anniversaries, concerts, book signings… the list goes on. It’s a super fun job because you get to work on so many different projects and see lots of different parts of the business world. Generally, the rhythm of work is such that you work super hard on prep for a few months, and then see it all come to life on the big day.
I have some event planner friends, and they are truly some of the most organized, meticulous people I know. They love their calendars more than anything, and have the ability to communicate well with lots of different types of people. They often have to overcommunicate and make sure everyone knows exactly what they’re supposed to do, because there is no room for mistakes with events. The event happens, and then it’s over. If someone didn’t order the catering on time, you can’t just “turn it in late.” The problem needs to be solved immediately.
They have to think about so many things:
- Food and beverage catering for the right number of guests (you don’t want anyone to go hungry, but you don’t want waste)
- Any technology required (e.g., screens, projectors, converter cables, mics, lighting)
- Security requirements (perhaps bouncers, wristbands, or tickets)
- Parking and transportation for attendees
- Health and safety compliance with local laws
- Crisis and emergency contingency plans (e.g., when the caterer cancels or the weather is bad)
Main Responsibilities:
- Receive an event project and outline the scope (time, date, location, budget, team)
- Deeply understand the goals and purposes of each event
- Solve problems as they arise – there is no time to stress when an event is underway
- Research the best business options for vendors and negotiate contracts
- Strategize every detail of the events and make sure they go off without a hitch!
For example, if you work at a corporate event planning agency and are working on a company’s IPO party, you might:
- Talk to the client team about budget, timeline, the theme, and any special preferences
- Scout, inspect, and select a venue
- Research vendors and ask them to put in bids to service your event (vendors for things like food, DJ, banners, tables and chairs, etc.)
- Put together a proposal of how you’re thinking about the event and present it to the client to make sure they’re on board
- Select a great restaurant to provide catering, book the hottest DJ of the moment, and get beautiful congratulatory banners printed
- Keep checking the budget to make sure you’re spending money appropriately, and organize all of the receipts carefully
- Send invitations to guests and make sure they are informed of location, time, and dress code
- Make a list of any VIP guests (such as company leadership, investors, and media) that need extra special attention from all staff
- Staff the event (how many waiters, security guards, bartenders, and technicians?)
- Run through a pre-event checklist in the days leading up
- Make sure everyone has a great time!
- Recap the event and final expenses, and provide a report to your client
