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Event planning is a job that is equal parts rewarding and stressful.
Although there is nothing like the satisfaction of knowing that you played a crucial role in organizing a successful event, juggling the responsibilities needed to keep clients and guests happy is not easy.
So, let us discover 6 important things that all event organizers need to know.
Organization
It might seem obvious, but event planners need to make use of an organized event planning system like Smart Works as well as others. From event technology, to excel spreadsheets, to handwritten notes, everything needs to come together to ensure that you have covered all bases.
A keen eye for detail will help you to stay sharp in the face of adversity. Event planning naturally involves balancing client timelines, budgets, and unique requests from the first stages through to any post-event checklists. Accordingly, if you are an aspiring event organizer, working on tasks that involve meeting deadlines, scheduling deliveries and setups, and providing customer service can provide a useful foundation.
Flexibility
When organizing an event, not everything is going to go your way. Things inevitably go wrong, and it is impossible to know what might happen until the day of your event.
Consequently, resilience and adaptability will serve an event organizer well. Overcoming challenges when organizing an event is all about thinking quickly and making changes in a cool, calm, and collected manner. Even when things seem uncertain behind the scenes, it is crucial that you are able to keep an end goal in mind to help you to stay positive and communicate openly with your clients.
Creativity
As an event planner, you need to be at the forefront of new and exciting ideas in your industry, such as using custom shipping containers for events instead of buildings making it unique for the setting. Clients will depend on you to provide unique ways to make their event the talk of the town. You need to be putting in effort in every manner of the event, from decoration to catering to invitations. If one event is having a billboard, make sure your event has multiple flags flying to mark the event (perhaps from Flagpoles Etc). Think outside of the box and make sure it’s an event to remember. From design features, to help with organizing a guest list, it is your responsibility to provide solutions to problems in a positive light.
Staying on top of event design trends by browsing Instagram and Pinterest is vital and can provide you with endless inspiration regarding the latest event styles and choices. You might have noticed certain outdoor events where a 20×20 heavy duty party tent or canopy is used at the venue. Similarly, you can start employing different ideas to set up the forum. You can get inspiration from the above-mentioned online platforms or bring your imagination skills to design the venue. Blogs can be a fantastic source of inspiration when it comes to event planning, so be sure to do plenty of research to stay one step ahead of your competitors.
Budgeting
Organizing a successful event involves working with numbers. Although your budget can change dramatically throughout the course of organizing an event, be prepared to follow your budget strictly and make adjustments where possible. When allocating your budget, it can be helpful to list out the essentials and then rank them based on their overall importance.
Networking
The events industry is all about connections. People driven and relationship-based event organizers thrive in this fast-paced sector and therefore you need to be committed to forming bonds with clients as well as events professionals. You will need a wide range of caterers, photographers, DJs, musicians, lighting and audio-visual experts, and decor professionals on speed dial at all times. Consequently, attending industry networking events is strongly recommended and can help you to build lifelong connections.
Customer Service
A dedication to pleasing your clients is absolutely fundamental in the events sector. Showing that you are committed to your clients by catering to their requests can ease their anxieties and help you to stay on track when organizing any event.
Answer questions quickly and professionally and remember to go above and beyond to provide a pleasant experience for everyone involved. Ultimately by working on your event skills, you can enjoy a successful career as an event organizer.
Putting on an event is still one of the most powerful marketing strategies that businesses can use and if you are up to the challenge, a rewarding and well-paid career in event planning could be perfect for you.
