How to become An Event Planner

• Convention Planner 

• Conference Planner 

• Conference Manager 

• Event Manager

• Events Manager

• Events Planner 

• Events Coordinator

• Meeting Planner

What do Event Planners do?

An Event Planner would typically need to:

• Plan and organise events ranging from small and simple office meetings to complex international conferences; manage all components optimally, from budgeting to event promotion, to suit clients and audiences

• Meet event stakeholders to understand their requirements and the purpose and objectives of the event; keep clients regularly updated  

• Discuss with clients and establish critical parameters of the scope of the event, its date, time, duration, location and budget 

• Generate and recommend novel and creative ideas in keeping with the client’s vision and needs

• Explore and invite bids from potential venues, suppliers and contractors; prepare detailed proposals, also including timelines, legal obligations, budget, travel, catering, and staffing

• Select and hire venues and vendors after negotiating prices and contracts; work alongside vendors and suppliers and organise their payments

• Coordinate event logistics and services, such as lodging, transportation, and technology & equipment needed to run the event

• Carry out pre-event tasks, including finalising guest speakers and preparing delegate handouts

• Arrange car parking and traffic control, measures for security and first aid, and media

• Comply with budgetary, insurance, legal, and health & safety requirements

• Manage a team of staff and brief them about their jobs and responsibilities before, during and after the event

• Liaise with sales & marketing for event promotion and publicity

• Ensure that the event takes place smoothly by coordinating suppliers, handling client or guest queries, and troubleshooting as needed on the day

• Apply backup plans if and when essential

• Manage post-event tasks, including dismantling and removing all equipment to clear the venue and clean it and settling dues with suppliers

• Produce post-event evaluation and document findings to guide future event planning

• Source clients and event planning opportunities by participating in community gathering

• Keep up to date with the latest event planning technology, software and tools
  

Event Planners typically spend considerable time in the office. You may regularly travel to explore venues, conduct meetings on site and attend the events they organised. You may also travel to visit clients, partners, sponsors, and other suppliers. Sometimes you may also have to work outdoors to plan events in the open space, such as concerts and festivals. 

During the lead-up time while starting a new project in event management, you will typically need to work regular office hours. But as the event comes closer, you may need to invest extra hours, including evenings and weekends when the event may be due to take place.
Most Event Planners work full time, and some also work more than 40 hours per week. You may also choose to work in part-time jobs or freelance.

Finding a new job might seem challenging. Event Planners can boost their job search by asking their network for referrals, contacting companies directly, using job search platforms, going to job fairs, leveraging social media, and inquiring at staffing agencies.

Event Planners are generally employed by:

• Event Management Consultancies

• Event Venues

• Hotels & Resorts

• Public Attractions

• Public Relation (PR) Agencies

• Conference & Exhibition Centres

• Religious Organisations

• Grantmaking Bodies

• Civic & Professional Organisations 

• Administrative & Support Services

• Accommodation & Food Services 

• Arts, Entertainment & Recreation

• Music, Literary and Theatre Festivals

• Charities

• Local Authorities 

• Music, Literary & Theatre Festivals 

• Large Commercial Organisations

• Educational Institutions

Professional associations and organisations, such as Meeting Planners International (MPI), are crucial for Event Planners interested in pursuing professional development or connecting with like-minded professionals in their industry or occupation. Membership in one or more adds value to your resume while bolstering your credentials and qualifications.

• Meeting the demands of the job and keeping up with the fast pace of work 

• Coordinating multiple meetings or events at the same time or tackling diverse aspects and tight deadlines for a single event simultaneously

• Long and unsocial working hours 

• Extended phone and screen time 

• Disappointment and inconvenience due to last-moment event cancellations

Any academic program that a potential Event Planner takes up typically requires a period of supervised experience, such as an internship. If allowed by your university, an optional year in industry helps you chalk up relevant experience and build a network in the industry.

You will gain optimal benefit from your tasks outside of the classroom when they line up perfectly with your lessons inside it. You may get to hear countless stories from more experienced professionals and obtain valuable hands-on experience when they manage to turn seemingly routine incidents into unique learning moments.

Since event management is a competitive field, start early to acquire relevant experience, paid or unpaid, to gain an advantage in the employment market. Potential candidates must show experience in planning and hosting diverse and successful events. At university, you can organise or coordinate events for a student society or other organisations, charities and clubs with which you are linked. 

It is helpful to build experience working in various roles at venues in the hospitality industry, such as hotels and convention centres. For entry-level positions, previous experience in related fields such as sales, marketing, customer service or public relations may also be considered by potential employers.

Project management experience and exposure to budgeting may help you stand out in this field. Furthermore, if the role you apply for requires it, you may need to demonstrate experience in planning online events and a grasp of relevant software programs. 

Read about the profession and interview or job shadow experts working in event management to prove your commitment to course providers and prospective employers.

An Event Planner typically acquires a bachelor's or associate degree or an HND (Higher National Diploma), typically in hospitality management, hotel or catering management, and leisure & tourism. Other useful majors that you may choose include business, marketing, public relations, communications, or social science. You may also find programs specifically in event management at some colleges.

Event Planners with an event or hospitality management qualification may begin with greater responsibilities than those with a background in other academic disciplines.
Employers accord high value to skills, personal qualities and relevant experience, sometimes over and above academic qualifications.

Certification demonstrates an Event Planner’s competence in a skill set, typically through work experience, training, and passing an examination. When acquired from an objective and reputed organisation, it can help you stand out in a competitive job market, carry a significant salary premium of up to 18 per cent, increase your chances of advancement, and allow you to become an independent consultant.

Successful certification programs protect public welfare by incorporating a Code of Ethics.

Voluntary certifications help you become a successful Event Planner and exhibit specific knowledge or professional expertise. You may choose from a various options, such as Certified Meeting Planner (CMP), Certified Meetings Professional (CMP), Certified Association Executive (CAE), Certified Conference and Events Professional (CCEP), Certified Destination Management Executive (CDME), Certified in Exhibition Management (CEM), Certified Venues Executive (CVE), Certification in Exhibition Management (CEM), Certified Special Events Professional (CSEP), and Destination Management Certified Professional (DMCP). 

Individual government entities conduct the licensing process. It typically requires the passage of an examination in addition to the fulfilment of eligibility requirements, such as a minimum level of education, work experience, training, or the completion of an internship, residency, or apprenticeship.

Performance, experience, and the acquisition of professional qualifications drive career progression. Promotion in the competitive world of event management also depends on the type and size of organisation you work for, the skills and qualities needed and how fast you build them, a network of contacts, and your track record of success. Employees with consistently high performance levels may be eligible for promotion every two to three years. 

Typically, newly hired Event Planners spend some time in entry-level positions before progressing to taking on the responsibility of managing client events. Equipped with experience and a good track record, you could receive the charge of large-scale events, which are complex to manage as they involve high-profile clients and bigger budgets. 

One path of career progression may lead you from Conference Coordinator to Program Coordinator, then Meeting Manager. Another pathway may involve promotion from an assistant post to Team Leader and managerial roles such as Event Manager, Manager, Senior Manager, and then Director. 

With enough experience and a solid network, you can freelance or launch your event management business. You can partner with event management companies, hotels and leisure facilities, conference and exhibition venues or charities. You could also host in-house events for large companies, universities or local authorities. Fulfilling the goal of career progression may require you to change jobs, move to a larger enterprise, or become a consultant.

Candidates with the necessary skills, experience, and education have the best job prospects. Knowledge of the hospitality industry or related fields and a grasp of relevant software will give you a competitive edge in the market.

Continuing professional development (CPD) will help an active Event Planner build personal skills and proficiency through work-based learning, a professional activity, 

formal education, or self-directed learning. It allows you to upskill continually, regardless of your age, job, or level of knowledge.

Certain universities offer continuing education (CE) courses in meeting and event planning.

As a newly hired Event Planner, you will typically need to develop your skills and knowledge on the job, working under the supervision of more experienced colleagues. Your employer may provide you opportunities to take short courses, in-house or external, in conference & event planning, customer care, event marketing & copywriting, finance, health & safety, IT, project management, risk assessment, and sales & sponsorship.  

Types of Events

Event Planners take on corporate and non-corporate events. While corporate events focus on businesses and customers, private non-corporate events for individuals or groups and non-corporate enterprises include a wide variety from weddings to sports or charity events.

Corporate Events

Corporate conferences are the primary type of corporate events and they focus on a central theme, product or service. The event typically draws in large gatherings and may span multiple days. It comprises speakers, exhibitions, displays, performances, round tables and networking opportunities. In addition, attendees have catering and recreational opportunities. 

Trade shows cover an industry or theme and can host a few or thousands of guests who come to see its exhibitions and displays, listen to guest speakers, or maybe enjoy some entertainment . 

Seminars are usually similar to conferences except that they focus on learning, training and imparting information. Since many attendees show up for the event, they are broken up into smaller groups for effective training sessions, socialising, networking and sharing ideas. 

Company meetings are usually on a smaller scale. They include board meetings, executive meetings, stakeholder meetings, off-site training, company relaunches, and rebranding.

Company parties are diverse and include events ranging from small-scale dinners to hiring a nightclub for a corporate client. Event planning involves a theme and includes booking performers, talent management, transport, securing a restaurant, and catering for an evening.

Product and service launches, particularly promotions, are usually more upbeat than other types of corporate events.

Non-Corporate Events 

Weddings are typically massive in size, budget and scope and uniquely challenging in terms of fulfilling the bride and groom’s expectations while juggling budgetary and other constraints. Some brides choose Event Planners, while some prefer to hire wedding planners to execute dreams of their big day into reality. 

Event Planners also plan festivals such as food festivals or large-scale music festivals.

Exhibitions are common in event management and display art, sculpture, historical artefacts and more. While permanent displays are standard in museums, temporary or itinerant/moving exhibitions may fall under the domain of Event Planners. Exhibitions come with their own set of challenges.

Charity events such as fundraisers, building awareness, thanking contributors or celebrity auctions require imagination. The more imaginatively created such events are, the more money they are likely to raise. 

Organising a sports event or competition is also a part of an Event Planner’s job profile. It includes anything from coordinating a bicycle race over closed-off roads to setting up an auditorium for thousands of computer gamers, all exciting challenges. 

Potential Pros & Cons of Freelancing vs Full-Time Employment

Freelancing Event Planners have more flexible work schedules and locations. They have full ownership of the business and can select their projects and clients. However, they experience inconsistent work and cash flow, which means more responsibility, effort and risk.

On the other hand, a full-time Event Planner has company-sponsored health benefits, insurance, and retirement plans. They have job security with a fixed, reliable source of income and guidance from their bosses. Yet, they may experience boredom due to a lack of flexibility, ownership, and variety.

When deciding between freelancing or being a full-time employee, consider the pros and cons to see what works best for you.

Facial recognition technology helps Event Planners record and scan the facial features of attendees using registration photos. Each match automates actions, such as printing badges with attendees’ names. 

Event Planners are responsible for the success of the event they organise. What the audience or attendees experience is only the tip of the iceberg. What lies before the event is enormous planning and organisation followed by seamless implementation. No detail is too minor for Event Planners, for it could play a major role in the event running successfully. 

Make sure to develop top-notch organisation, communication and interpersonal skills to flourish in a fast-paced and high-pressure environment with tight deadlines to meet. Be creative in problem-solving and pay utmost attention to detail to create an enthralling and successful event. Armed with customer focus, good negotiation skills in sales and marketing, budget awareness, administrative and IT skills, and teamwork, you can be the most sought Event Planner in the market.