Essential Skills for a Successful Event Planner

Introduction

Event planning is one of the hottest new fields available to people from all walks of life
today. Although some event planners may possess a college degree in business or a
related field of study, a college degree is not required to be an event planner, nor is a
certificate or any other formal training- although any training and/or education you can
receive would certainly be very beneficial and give you an edge over others just starting
out.
Those who are brand new to the field of event planning can earn excellent money in this
career path, and the benefits and salary only increase with the event planner's contacts,
networking and skill level. Those at the top of their game can earn in excess
of millions per year.

Event planning is an exciting, lucrative and interesting career choice; however, it is not
for everyone. Those who have a lot of energy, are comfortable with self-promotion,
enjoy talking to and socializing with strangers, who are well organized, can handle multi-
tasking and have an eye for detail will enjoy this career. If you are laid back, shy and
prefer to be "behind the scenes" you may want to choose another profession.

The role of an event planner is part liaison, part therapist, and part reassuring
friend. Event planners are hired specifically because the person, company,
or group planning an event prefers to put the task in the hands of an expert rather than
personally take on the task.

Even if customers have great confidence in the planner they choose to hire, most
people still will have some concern about the event turning out well. If the event bombs,
it is the person who hired the event planner that will ultimately look bad to the attendees
of the event, not the event planner whom they have never met.
Also, many of those who hire an event planner will have strong opinions about what
they want or do not want. Thus, the event planner must take these requests and
decisions into consideration when planning the event.

The U.S. Department of Labor categorizes event planning under "meeting and
convention planning." Meetings, conventions, and other events bring people together for
a shared and common purpose.

Event planners work to ensure the success of the event in question and have the end
result come off seamlessly. Event planners, sometimes called EPs, coordinate every
tiny detail of the event, from lining up the speakers and finding an appropriate location
for the event to arranging for any printed material and/or audio-visual equipment
required. Event planners may work for non-profit organizations, professional
associations, individuals, governmental agencies, hotels, and large or small
corporations.
Some organizations, corporations, hotels, and convention centers keep meeting
planners and event planners on staff; others hire them from outside firms or hire
independent contractors. Event planners may or may not have a high school diploma or
its equivalency, an associate's degree, a four-year degree, a master's degree, or a
certificate in event planning; however, all that is truly required to enter this field is a
knack and an affinity for the job.

In addition to other things, event planning essentially involves some of the

following tasks:
 budgeting;
 date selection and alternate date selection;
 site selection;
 invitations;
 acquisition of permits;
 transportation arrangements;
 parking;
 security staff;
 safety precautions;
 food or catering arrangements;
 wait and bar staff;
 decorating;
 entertainment;
 assembly; and
 clean-up.

This list is by no means complete. Other event planning tasks include any aspect
necessary to successfully plan and execute a party, festival, ceremony, graduation,
concert, convention, competition, or show that the event planner is hired to
organize. Such an involved process requires exceptional organizational skills and an
eye and mind for detail. Most importantly, event planners must create programs, parties,
or events that address the purpose, message, or impression that their organization or
client is trying to communicate.

What Types of Skills Do Event Planners Need to Have?

In order to be a successful event planner or meeting planner, one should possess a set
of specific skills. As mentioned previously, a college education or certificate is not
required to enter this field; however, some event planners will have a degree in
hospitality, management, business administration, marketing, public relations, or some
form of communications. They may also have certificates in business or computer
software applications usage.

Below is a basic list of skills that are highly recommended for event planners to
have. The list is not complete but provides a general overview of top skills required to
do the job well:
1. Attention to Detail (a very detail-orientated mind-set): A well-executed event is
never an accident — it’s the compilation of many, many small details that come together
to create a polished, flawless experience.
Event pros are known for their attention to detail, which often manifests itself in
comprehensive checklists, to-do lists, and itineraries. To crush it in this role, you have to
be on top of the little things, giving each one the attention it deserves, from napkin rings
to A/V hook-ups.
2. Communication (verbal and written communication skills): Event planners
interact with a wide variety of people on a daily basis, including C-suite executives,
donors, brand sponsors, vendors, and, of course, event attendees. Strong people skills
are key to ensuring that everything runs smoothly and everyone involved understands
their role.
The best event organizers have sharp written and verbal communication skills,
conveying information with confidence, clarity, and respect. And they’re not only good at
communicating their own vision — they’re also great listeners, taking extra care to
understand their clients’ wants and needs.
3. Problem-solving (the ability to stay calm under pressure and the ability to take
charge and make decisions): An event planner’s resourcefulness isn’t limited to duct
tape and safety pins. (Though they do have infinite uses for such things!) Successful
event organizers are able to think on their feet, stay calm, and make quick decisions
when unforeseen challenges arise.
Whether they’re killing time for a keynote speaker who’s stuck in traffic or making last-
minute menu changes when the caterer falls through, they’re nimble and creative in
solving unexpected and complex problems.
4. Negotiation (great to excellent negotiation skills): Event pros are the kings and
queens of bargaining. From convincing a venue to lower their minimum to negotiating a
contract with the platinum sponsor, rockstar event planners blend preparation,
confidence, tact, and those oh-so-important people skills to get what they need.
5. Multitasking (the ability to multitask efficiently): Simply put, to be a successful
event planner you need to be able to juggle a lot at once. Your job description could
include everything from ticket sales and promotion to sponsorship acquisition to day-of
logistics, and it’s your responsibility to make sure nothing falls through the cracks.
On top of that, the average event organizer is planning and executing multiple events
simultaneously. If you’re lucky enough to have a team working with you, you’ll also need
to hone your delegation skills — a great way to save yourself from burnout.
6. Budgeting (the ability to manage and create a budget): Projecting and tracking
spend is an important skill for event planners, who regularly juggle multiple proposals,
invoices, and expenses. The best in the biz have discovered the most effective tools
and tactics to get the most out of each dollar/peso spent.
Often just as important as managing money, skilfully budgeting your time is essential, as
you’ll frequently work on tight deadlines and adhere to strict day-of itineraries.
7. Creativity: Despite what you might think, creativity isn’t an innate quality reserved for
a select few — it’s a learnable skill you can build over time.
Other skills:
 organizational skills;
 project management skills;
 the ability to work well in teams;
 efficiency with Microsoft Office and Outlook;
 the ability to meet deadlines;
 skill at managing groups, teams, and staff members;
 marketing skills;
 great public relations skills;
 great social skills;

Where and for Whom Do Event Planners Work?

Event planners may work on staff for large or small event planning companies, including
wedding planners, corporate event planners, special event planners and the like. They
may also freelance and work for several different companies on an as-needed basis or
contract their services out on a party-to-party basis. They may work full time for private
corporations, hotels, or government agencies as meeting and convention planners or,
lastly, they may work for themselves in their own company or self-started business.

How and Where to Get Started as an Event Planner

If you have no experience at all and want to break into the field, the best bet is to start at
an entry level position. Learn as much as you can by working your way up and building
contacts as you go. You will not make big bucks initially, but if event planning is
something you think you have a special affinity for, then bite the bullet and take a lower
salary in order to learn the ropes.

You also may continue to work in your current job and start by building a great network
of contacts in the area you want to specialize in. This will help give you a higher asking
salary when looking for positions with event planning companies.
The more you can bring to the table, the more valuable you will be to potential
employers or clients as a team player. Another option is to move into a position such as
this within the company you work for. Check with your human resources department
and ask if there are any positions open that involve meeting or convention planning in-
house.

Jobs like this can often be found within large corporations within the public relations or
marketing departments. Your current position within your company may allow you
access to these jobs before they are offered to the public. These are great training
grounds for building a career in event planning.

Conclusion
Event planners may or may not have a formal college education; however, they must
possess certain skills in order to do the job well. An event planner also may be called a
meeting and convention planner or coordinator. Event planners sometimes work very
long hours and certainly work non-traditional hours, as the events they plan often have
to be set up after normal business hours and usually are scheduled out of the regular 9-
to-5 time frames.

Event planners may plan a variety of different events, including meetings, seminars,
conferences, trade shows, executive retreats, incentive programs, conventions, awards
ceremonies, contests, fashion shows, weddings, birthdays, anniversaries, and all kinds
of parties. The list goes on! In any case, event planners may work in private and
business sectors. Which sector you choose will depend upon your personality and skill
level.

References:
 https://www.eventbrite.com/blog/event-planning-skills-ds00
 https://www.indeed.com/hire/interview-questions/event-planner
 htpps://www.universalclass.com/i/course/event-planning-101.htm
 https://www.mpiweb.org/blog/article/33-skills-meeting-and-event-planners-
need-to-succeed