To become an event planner is no picnic. Okay, maybe if the event planner in question is planning a picnic. But you know what we mean.
Key Takeaways
- Event planners meet with prospective clients to go over their needs for corporate events, personal parties, trade shows, and more
- Event planners coordinate the logistics of the event, including meeting locations, corporate entertainment, public relations, and more
- Many event planners oversee the event itself to ensure that everything runs smoothly
- Event planners typically possess strong organizational, communication, and negotiation skills as they must solicit bids and oversee event management staff
There are plenty of things an event planner is in charge of. So if you’re interested in event planning, or simply want to thank the event planners in your life for all their hard work, keep reading to see all of the event services they’re in charge of.
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#1. Event planners meet with clients
Any good event planner meets with their client beforehand. How else are they going to conceptualize the scope of the event?
They make sure event attendees get what they want
Is it a corporate event? Business conventions? A gathering for professional associations? Are wedding planners better suited for the job?
All of these questions should be answered before the event. And most importantly, this meeting should estimate attendance and determine what meeting attendees will want to gain from this venture.
It’s the perfect time to set goals for the event which will vary depending on the type of events taking place. Plus, this is the perfect opportunity to create action items that will help both the event planner and the client achieve those goals successfully.
#2. Event management takes care of logistics and organizing
It’s literally in their name, but event planners are in charge of, well, planning events. Not to mention the whole event management team as well as everything else that goes into event planning.
Event planners may organize speakers and corporate entertainment
Based on the initial client meeting, an event planner or event management staff member may need to arrange transportation for speakers. Or, they may need to negotiate contracts with hospitality management, support services, and more.
Additionally, an event planner may need to secure some corporate entertainment for the event. After all, you want to give folks who attend events a good time, right?
Hiring a comedian may just be one element of the event. But it can do wonders to set the tone for the rest of the evening.
In fact, some event planners may even consider the entertainment the most important part of the event! Any good event planner knows that the right corporate performer can help them achieve all of their event goals.
Event planners must find the right entertainment for their events
At Clean Comedians®, we know more than just a few event planners. That’s because we frequently get called to perform at events due to our high-caliber acts.
But what makes our performers different from the rest? Well, we believe in clean humor – entertainment that brings folks together, not entertainment that divides.
After all, if an event planner went to extreme lengths to pull these events off, who are we to divide the audience with lewd jokes or crude language? That just doesn’t seem right to us.
So we deliver the best clean material we can find at each and every one of our events. This way, folks get to enjoy a laugh without feeling offended or dismissed.
And the event planner can rest easy knowing that we’ve done our work well. Plus, our corporate performers meet with the event planner beforehand.
This way, we can tailor our jokes to each specific crowd so nothing seems out of place. Because nothing is!
Event planners coordinate meeting locations and guest registry as well
Event planners work to make a client’s dreams come true. And this often starts with finding the right venue.
Potential meeting sites may include convention centers for educational conferences, hotels, and more. And that’s not even getting into whether the venue comes with its own audiovisual equipment.
Determining these logistics beforehand is crucial. Because you don’t want any surprises once the day of the event rolls around.
That’s why an event planner typically walks through the space before the event itself. This way, they can assess the events’ needs and whether the venue meets them or not.
After all, an event planner doesn’t like to leave things up to chance. When the word “planner” is literally in your job description, you want to make sure that all subsequent events you plan are as perfect as can be.
#3. Event planning committees oversee the event itself
You might think an event planner’s job is all done once the day of the event arrives. But there’s still plenty to be taken care of in terms of event bills, the event plan, and more.
Event planners oversee hospitality workers and food service
Event planners may be registering guests at the front. Or simply keeping on top of time management.
Either way, as they face numerous deadlines, they’ll want to make sure that the event goes well. So they’ll be on top of any mishaps or hiccups that occur during the event.
Besides, event planners put their all into any event they plan. So being there also offers them a chance to see the fruits of their labor.
An event planner must know how to pivot when mistakes happen
While every event planner dreams of their events going off without a hitch, that just isn’t possible. Mistakes are bound to occur.
But luckily, this is when an event planner’s bachelor’s degree and other certifications come in handy. All events need some type of backup plan.
In fact, making this backup plan before a mistake occurs is perfect for the event planner who wants to avoid scrambling at the last minute. These contingency plans should also be well-versed among the event management staff.
That way, when mistakes happen, everyone knows what to do next whether acting alone or together. This is also where the right corporate entertainers come in handy too.
Let’s say you have something planned that just isn’t quite ready to share with guests yet. Simply turn to the corporate performer and ask them to entertain the audience for a while.
Some might call this stalling. But we like to think of this as an opportunity to engage with guests more fully. Of course, our acts are already interactive as is.
But this extra face-time with audience members allows us to serve the event planner best. That’s why it’s so important for event planners to have a competent and robust team by their side.
Bonus: How Is Collaboration Different From Teamwork?
What skills does an event planner need to have?
Job seekers who are interested in making a career as an event planner ought to have these crucial skills in addition to a bachelor’s degree. Some event planners even go on to obtain certifications to further their credibility.
That’s because there is a lot more that goes into event planning than we ever see.
Organizational skills
Any work environment requires that you have good organizational skills. But event management is rooted in the hospitality industry.
This means that event planners typically take the concept of organization to a whole new level. This means they may need to survey attendees, create contingency plans, travel regularly, and constantly look for job prospects.
Organizing a large-scale event is no small feat. So an event planner has to know how to juggle as many elements as possible while still maintaining their cool.
Communication skills
Event planners have to communicate with so many different people. Whether it’s the client, venue, workers, comedy magicians, and more.
In the time leading up to the events and after, communication remains key. Because an event planner also wants to continually network so as to secure future job prospects as well.
Not to mention that any number of issues could arise within the event planning process. So keeping the channels of communication open is important for fostering a healthy working relationship.
Negotiation skills
With so many different elements involved, an event planner must know how to negotiate. Whether it’s negotiating rates, expectations, or feelings.
Events can take a lot out of a person. And with so many people involved, that’s a lot for an event planner to have to juggle.
This is where negotiation comes in. It allows for compromise while still managing to hear everyone out. And comes to a consensus that everyone can be happy with.
Final thoughts
Event planners don’t often get the credit they deserve. So here at Clean Comedians®, we tip our hat to you.
Because nobody can do what you do. And we’re always happy to offer you a helping hand.
Keep Reading: How To Become A Magician
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Adam Christing is a professional comedy magician, virtual MC, and the founder of CleanComedians.com. He is a member of the world-famous Magic Castle in Hollywood and a popular corporate entertainer, magician, and virtual speaker.