Everyone who is involved in event planning will testify to the job’s hectic nature and unpredictability. Daily activities range from meeting with vendors to drawing up event contracts, scouting venues and communicating with clients. While the job is full of digressions and plenty of stress, it is still one of the most coveted in the country. According to research conducting by the U.S. News & World Report, event planning is considered to be one of the hottest fields around. Let’s take a closer look at a day in the life of an event planner.
An Event Planner’s In-Office Work
Event planners have their fair share of routine tasks but following a daily routine is quite rare. The typical event planner spends most of his day in the office, speaking with clients and vendors on the phone, by e-mail or in-person. He negotiates contracts with suppliers and facilities, coordinates catering services and creates budgets to project each event’s unique expenses. He also establishes floor plans, determines production schedules and researches event locations. The selection of each event’s location is a time consuming process that can make or break the event. Some of this work is performed through Internet research and the rest is done in-person.
An Event Planner’s Work Outside of the Office
Outside of the office, event planners meet with caterers, photographers, florists, portable restroom providers, venue managers and vendors. Constant interaction with these parties is essential to the event planner’s success. He must build relationships with a wide array of event-related professionals to develop a rapport and secure industry contacts that will provide value across posterity. Other out of office work includes performing an array of errands related to events and scouting out sites. An event planner needs to stay abreast of the facilities in his area and determine which are appropriate for specific events. This involves scouting out spaces that will provide ample space for seating as well as audio visual equipment.
Most event planners leave the office on a regular basis to conduct “idea development”. This involves checking out restaurants, museums, boutiques and other places for ideas pertaining to venue sites, vendors and decorations. The best event planner will avoid using the same sites and decorations over and over. Generating new ideas for unique party/event twists gives each event the idiosyncratic nuances that create an enjoyable and memorable experience for guests.
The Event Planner’s Role on the day of an Event
On the day of an actual event, the event planner is squarely in the spotlight. He has all sorts of things on his mind including the delivery and placement of portable restrooms, lighting, food and exhibit booths. He also helps issue name badges and register attendees. Sometimes, it is necessary to help attendees iron out transportation logistics and make lodging reservations. Most event planners feel as though they are being pulled in a million different directions in the days leading up to an event and on the actual event day itself. Yet most event planners thrive under pressure and consider the pressure to multitask to be an intriguing aspect of the job.
At the end of the day, being an event planner can be quite rewarding, especially if your event goes according to plan. Proper planning, the right contacts and dedication are three traits that will help you succeed in this challenging role.