By: Pharice Brown
If you read our post ‘What is Event Planning?’ you now have an idea of what an event is and a short list of the types of functions that are considered events. It is important to say that, being an event planner is no easy job and can require evenings, late nights, weekends, and holidays. Because you will be contacting other businesses there are going to be a lot of work to be done during what are considered core business hours. The amount of time, and when, you have to commit will be based on your specialty and type of event. Social events generally will require more nights, weekends, holidays, and even seasonal functions depend on their area of expertise.
Event planners are the go-to professionals when there is a lack of time or knowledge of how to successful organize and plan a particular event. Individual planners can step right in and give the event the attention it deserves. Large businesses and corporations call on even planners to produce a variety of events – fundraisers, black tie galas, golf tournaments to trade shows with thousands of attendees – that are organized each year. Depending on the event like, conventions can run over a period of days and require close attention to detail, organization and coordination of the convention logistics.
While many event planners specialize in one or two events styles, especially those who are self-employed. Regular tasks event planners perform depend on a couple of factors, including the type, size and location of event. The level of experience also determines event planners' duties. For example entry-level planners may focus solely on logistics, while more senior planners may coordinate all the resources needed to carry out an event. The duties are usually broken up into the following steps:
- Research: Planners must conduct required research, establish expected outcomes and produce outline of the event (including attendees, participants and/or contributors). This is when the logistics and organizational needs are identified along with the necessary resources required to successfully produce the final event.
- Design: Coordinators visualize and make evaluations of the scale needed to meet the goals and determine the elements that will supply the characteristics of the desired event.
- Organization: This phase may include locating a site or venue, catering, decorations, entertainment, travel arrangements and other accommodations.
- Supervision: Vendors and others will need to be coordinated and supervised by the planner. The event planner will be the point-of-contact.
- Evaluation: This involves answering the questions regarding the delivery of the final production. The planner will evaluate the good aspects and items that may need a little fine tuning to ensure the smooth run of future events. Don’t forget this is also where client feedback will be presented.
In short an even planner coordinates the logistical and operational aspects of events and meetings. When working with a public celebrations and private affairs, professional event planners manage each phase of the experience.
~ Here’s to a solid foundation for your new business.
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