Online Class: Special Events Planning

Courses Frequently Bought Together:

Event Planning 101

Wedding Planning 101

Etiquette 101

Course Motivation

As we set out to discuss the job of event planning, it may be helpful to break down the components. Consider the following:

 

A) An occurrence, something that takes place.

B) A significant happening or occurrence.

C) A social gathering or activity. 

No, this is not a multiple choice question.

This is the definition of the word "event."

Therefore, one who plans events is the individual who puts together everything for a gathering or activity of some significance. This can be anything from a first birthday party to a worldwide convention for a huge product launch. Two such events are actually more similar than one might suspect.

Events usually are classified under two categories:

Corporate:

• Meetings
• Trainings
• Fundraising
• Conventions

 

Social:

 

• Celebrations
• Rites of passage
• Family events

Regardless of the type of event, an event planner does very similar work for all events.

 

 

When asked about their understanding of the job of an event planner, most people refer to it in a vague way, describing someone marching through a room barking orders, checking things off on a clipboard, and tweaking the arrangement of the silverware or linens on the table before finally joining the festivities, looking beautifully dressed and participating in the champagne cocktails and paté hors d'oeuvres. 

The facts, however, cast a very different light on the occupation. Most of an event planner's duties are done behind the scenes: talking to clients on the phone, checking out potential vendors, creating and reviewing contracts, preparing timelines for upcoming events, marketing for and contracting with new businesses, investigating new venues, or shopping for deals on items such as vases, candlestick holders, and other various items.

Event or meeting planners coordinate everything necessary to put together an event that will be memorable, meet the criteria of purpose, be well organized, and achieve everything within a budget. Some event planners work on smaller events, while others work with a team of people putting on very large events, ongoing events, or annual events.

My mother-in-law would have made a good event planner. Every family holiday, she would scour magazines for months ahead, looking for menu and decorating ideas. She would clip the pictures and recipes and put them in a three-ring binder. As the date approached, she would narrow everything down, creating an elaborate menu and decorating scheme. With those decisions made, she would then make lists: lists for food, lists for flowers, lists for decorations, and then lists for when everything needs to be done, creating what is known in the business as a "timeline."

In the special event business, timelines are the lifeblood of the business. Without them, nothing would be done on time or in the proper order. Each event would have various timelines, the first one well ahead of the event.

As the event draws nearer, the timelines become more and more specific. The final timeline occurs on the day of the event itself, with everything scheduled down to the hour and minute. All of this is done with the greatest attention to detail.

Not everyone has the same skills as my mother-in-law. The people who do not would need an event planner. Perhaps you have a similar set of skills and are interested in becoming an event planner. As we continue through this course, you will learn what it takes to become a successful event planner.

Duties of an Event Planner:

• Consult with clients.
• Set budgets.
• Select dates.
• Choose and inspect venues or locations.
• Negotiate with and select vendors and suppliers.
• Arrange transportation.
• Arrange for food and beverage service or catering.
• Book blocks of rooms.
• Book speakers and entertainers.
• Write publicity pieces.
• Put together participant packets.
• Ship boxes.
• Solicit help from and direct volunteers.
• Prepare invitations, select printers, compile invitations, and send them.
• Create agendas.
• Negotiate room rates.
• Write brochure copy.
• Enter information into a database.
• Interact with chief executive officers, general managers, wait staff, caterers, vendors, housekeepers, and everyone in between.
• Perform any task necessary to make the event a success..

 

Important Characteristics of a Successful Event Planner

 

Without exception, the characteristics of an event planner include all of the following attributes:

• people skills;
• organizational skills;
• networking skills;
• knowledge of and training in the field;
• versatility;
• leadership;
• team-building capabilities;
• calm demeanor under stress;
• sociability;
• friendliness;
• efficiency;
• creativity.

How to Prepare Yourself for a Career in Event Planning

 

There are many ways to get into the field of event planning. Virtually everyone interviewed for this course got into the field through some sort of related field. There are college training programs in the hospitality industry that can prepare you for specialized work that may eventually bring you to event planning.

Most of the time, event planners are created. You may have a great desire to plan things. Perhaps you planned your own wedding or the wedding of a friend. Still others got into event planning by working for a nonprofit organization or by catering banquet events. As you work in this manner, you get to know the people you need to know, you begin to network, finding suppliers and vendors. The vast majority of event planners have experience in catering or banquet functions because food almost always is the backbone of an event. Understanding the flow of food, how it is prepared, presented, and planned for, will help you to prepare for such a career. It actually is a good idea to work in a field very close to event planning, or even enter a mentoring program in which you will work with an experienced event planner, until you understand the job.

 

Specializing: How to Find Your Niche

 

This is a bit of advice to keep in mind as you enter the field of event planning. There are many event planners who will take on any work, corporate or social, large or small. However, the very best event planners actually specialize. They become true experts at a particular niche of the market, and when people need that particular type of job done, they will find you. Event planners who make no distinction about what they do best will only be mediocre. Their events will lack the impact and pizzazz their clients are looking for. Being versatile is one thing, being too much of a generalist will kill your business.

 

Is This Job for You?

If you are the one who rushes to take over organizing anything, from the bake sale at church to the annual summer office picnic at the zoo, you may very well be suited for this job. Evaluate your skills by answering the following questions as honestly and thoughtfully as you can:

• Are you willing to give up evenings and weekends to run and promote your business?
• How much time are you willing or able to give to your business?
• How much support do you have from your family?
• Are you organized? Can you keep the smallest details straight?
• How much of a people person are you? Can you listen to someone, really hear what they want or need, without interjecting your personal opinion?
• How are you with stress?
• How do you handle a crisis?
• Are you creative?
• Can you listen to someone who is just venting without giving advice?
• How well do you work with other people?
• Are you a good leader? Can you create a good and cooperative team?
• Do you want this job for the glamour? If so, stop here. This job is anything but glamorous.

The following two questions are pertinent if you intend to go solo immediately:

• Where will you get the money to finance a new business?
• Are you willing and able to work for almost nothing until your business is established?

An event planner is someone who designs, coordinates, and organizes private parties, conventions, conferences, meetings, seminars, or trade shows. Responsibilities include handling accommodations, transportation, venues, food and beverage, signs, displays, decorations, audio-visual equipment, insurance, security, and budgets.