Event planning and event management are often confused but also often are the job of a single person. The use of an event planner and an event manager would depend on the size of the event, it’s location, language or any number of other factors.
Essentially and event planner would plan the event and all of the services required and the event manager would implement the event plan and see that everything is in place, at the right time and that the event runs smoothly.
Key rules for being a Successful Events planner.
Event planning is ways of budgeting, scheduling, picking a venue and making sure everything runs smoothly for an event, from providing entertainment that may include bands or speakers for the event and engaging with different catering companies to determining a menu… And it goes on. The aim of an event planner is to make sure an event turns out to be successful.
Event planning is used when planning weddings, meetings or parties, creating an event design, finding a site, arranging for food, planning an event requires a lot of detail, it all starts off with the idea from the client, this idea is then brainstormed and put into reality.
An event planner may handle the following tasks related to that event:
• Conducting research
• Creating an event design
• Finding a site
• Arranging for food, decor and entertainment
• Planning transportation to and from the event
• Sending invitations to attendees
• Arranging any necessary accommodations for attendees
• Coordinating the activities of event personnel
• Supervising at the site
• Conducting evaluations of the event
Tips for planning a successful event
Take time to understand the clients requirements. A simple misunderstanding can cost a lot of money and lead to an event that is not what was expected. Take to time consult the client if there is to be a change, no matter how small.
• Listen actively
• Set ground rules of relationship
• Anticipate their demands and act accordingly
• Show them the added value
Event planning is not cheap and for good reason. The client often does not understand the value of having a well thought out and presented event plan, it is your job to explain your value add.
Venues: Always do your homework because at the end of the day you are the one that is responsible for your choices, here are a few tips to consider when choosing a venue
• Ambiance: Pay special attention to the existing decor inside the venue
• Services and Amenities: Here you need to ask yourself if the venue has the space and facilities. Does it have tables, chairs and linen or must this be brought in? Does it have power supply cable and and waiting staff as an example.
• Location: A convenient location means different things for different events. Is proximity to an airport important as an example.
• Capacity: This is important as you have to cater for the correct amount of people. Visit the venue.
• Parking: This is really important as it can be very frustrating not to find parking at an event.
• Layout- Even though you’ll be finding your venue early in the event planning process, you’ll still want to have a rough idea of what types of activities you’ll be including, the amenities you’ll require, and the needs of your team and the attendees.
It’s always important to interact and have good communication with your team. Here are a few tips on how to successfully lead a team.
• Always set a clear expectation for your team- explaining each role and position within a team, as the leader it is your responsibility to guide and communicate these changes and to ensure that your team is working as a single unit to meet your event objectives.
• Be aware of cultural and personality difference- There are cultural differences everywhere and not only amongst individuals. Just as in society, organizations have their own unique culture and as an event planner you have “a way you like to do things” – this is your team culture.
• Empower you team
• Always give rewards
• Be flexible-It is understandable that as the leader of an event planning team, you are continuously looking for new ‘players’ to add to your team.
When estimating cost, be sure that it is expressly shown as an estimate to the client
Our estimates should be as accurate as possible. If events go far over budget, your clients may end up having to pay more money than they can afford. Here are ways to estimate accurately
• Organize- Make a list of everything that needs to be done by everyone that you’re responsible for from a cost perspective.
• Watch your day
• Don’t clump
• Learn from mistakes
• Switch time
Never lose control of costs
Take every reasonable opportunity to save. Here are few ways to control your cost when it comes to events planning.
• Avoid surprises when hiring a venue; make sure all documents are in order.
• Always allow for a 10% budget for unexpected costs
• Check all invoices
• Keep an eye on hidden expenses
Always give great customer service. The golden rule in the event planning industry is to make the event right
• First impression, is very important, how quickly you respond to an initial inquiry could be what sets you apart from your competition.
• Always be accessible
• Lastly always detail your proposal, based on their needs, and what makes more sense to the client.
Event planning is a “happy” industry. You have chosen a field that will allow you to create wonderful memories for many people. If you do just that, success will follow.