How to get started as an event planner

Event planning involves the organization of special events that may be for business purposes, education purposes, social purposes, or somewhere in between. Product launches, conferences, graduations, fashion shows, tradeshows, fairs, weddings and anniversaries, all are specializations of event planning that need to be handled with expertise and appropriate coordination.

Landing a job in the field of event planning is not as complex as it may seem. Although it requires a high degree of professionalism, many people are, in effect, event planners when they organize social gatherings for their friends and family. Planners are people who start in one particular aspect of events. They may be caterers, owners of audiovisual companies, hotel owners and so on. Often, the small events for friends and relatives are their first, cautious steps before getting professionally involved in event planning. This explains how event planners have the exceptional ability to coordinate their events by providing diverse services.

By its nature, event planning involves a risk; the risk of failing to meet clients’ expectations by holding an unsuccessful event. If this happens, clients have no return on their investment, and event planners may experience a severe decline in their reputation. To avoid all these consequences, an event planner conducts a research beforehand to make sure there is demand for the event. Research may mean collecting information about similar events or learning the etiquette of the particular type of event. It may also mean finding out about suppliers and vendors and looking for the right event venue. But, it definitely means asking clients lots of questions in order to get the full idea of their needs and keeping lots of notes. Anything that can guarantee a well-planned event without compromising its success it's a first step towards event planning business.

All the notes kept during the interview with the clients are included in a creative design. This enables an inexperienced event planner to get the feel of the event. As the notes are written down, the design becomes clearer. At this phase, event planners check the clients’ answers and, before making any suggestions, they decide on the feasibility of the event in relation to the event budget.

The next step is to think about the site selection. Even experienced event planners are aware that a trivial omission in the site selection process may cause tremendous problems in event execution. Coordinating event facilities, catering services, meeting rooms, audiovisual equipment, décor, and transportation to/from the event are extremely important in order to decide on the best venue that meets the clients’ requirements at the lowest price.

Experienced event planners admit that, more than the business approach to the profession, what plays a decisive role in becoming a successful event planner is good communication skills and exceptional coordination abilities. Clients need a committed professional, who will be available on weekends, holidays, evenings, and peak seasons. Event planning does not operate 9 to 5, neither strictly downtown. An event planner should be available 24/7 in order to coordinate and supervise the events whenever and wherever is required.

If there is a natural instinct for event planning and a good understanding of the new business arena, then with optimism, dedication and professionalism it is very likely that someone can turn from amateur into a professional event planner.