Few, if any, event planners have 9-to-5 jobs. By its very nature, event planning tends to involve evenings, weekends, holidays and sometimes even specific seasons. How much time you must commit to working will depend, once again, on the specialization you choose.
As a general rule, social events involve more weekends and holidays than corporate events do. Some areas of the country and some types of events have "on" and "off" seasons. However, no matter what your specialization (with the exception of parties for young children), you can count on working at least some evenings as you coordinate and supervise events. The planning of those events, however, will be done mostly during business hours.
Here are the main tasks you'll be completing as an event planner:
- Research. The best way to reduce risk (whatever the kind) is to do your homework. For large events, research may mean making sure there's a demand for the event by conducting surveys, interviews or focus group research. If you're new to the event planning industry, research may instead mean finding out all you can about vendors and suppliers. Research also may mean talking to other planners who have produced events similar to the one on which you're working. Or you may find yourself reading up on issues of custom and etiquette, especially if you're unfamiliar with a particular type of event.
Whatever kind of event you're planning, research should include asking your client a lot of questions and writing down the answers. Interviewing a client may not be what you immediately think of as research. However, asking too few questions, or not listening adequately to a client's answers, can compromise the success of the event you plan.
- Design. Your creativity comes most into play in the design phase of event planning, during which you sketch out the overall "feel" and "look" of the event. This is the time to brainstorm, either by yourself or with your employees. It's also the time to pull out and look through your idea file. (You do have one, don't you? If not, read on and take notes.) Don't forget to consult your notebook for the client's answers to the questions you asked in the research phase. These responses, especially the one regarding the event budget, will help you thoroughly check each idea for feasibility, preferably before suggesting it to the client.
- Proposal. Once you've interviewed the client and done some preliminary brainstorming, you should have enough information to prepare a proposal. Be aware that the production of a proposal is time-consuming and potentially expensive, especially if you include photographs or sketches. Sachs points out that only the larger companies producing high-end events can afford to provide clients with free proposals. You should receive a consultation fee (she suggests about $150), which can be applied toward a client's event if he or she hires you.
- Organization. During this decision-intensive phase, you'll rent the site, hire vendors and take care of more details than you might believe possible. You'll be on the phone until your ear is numb. But before you do any of this, make sure you have a contact person (either the client or someone acting on the client's behalf) with whom you'll discuss all major decisions. Having a designated individual helps ensure that communication lines are kept open. Also, social events in particular sometimes suffer from the "too many cooks" syndrome. Having one designated contact helps you avoid being caught in the middle of disagreements between event participants.
Generally speaking, the bigger the event, the more lead time that's required to plan it. Major conventions are planned years in advance. Although you may not be arranging events on such a grand scale, you do need to allow at least a few months for events like corporate picnics, reunions or large parties.
- Coordination. After you've made the initial plans, turn your attention to each of the activities that form a part of the overall event. At this point, your goal is to ensure that everyone is on the same wavelength. Good communication skills are important. Make sure all vendors have at least a general idea of the overall event schedule. Even more important, vendors should be clear about what's expected of them, and when. Vendor arrival times should appear in the contracts, but verify those times anyway. This is a "check and recheck" period. Make sure all your staff members know their roles.
- Evaluation. The obvious, and in one sense the most important, test of an event's success is customer satisfaction. The goal, of course, is to end up with a client who will sing your praises up and down the street, shouting it from rooftops. This is the client who will hire you again, and who will provide that famous word-of-mouth advertising for you.
There are several other ways to evaluate the success of an event. You can hire an event planning consultant; have someone who hosts extremely successful parties observe your event; plan a roundtable post-event discussion with your employees; obtain feedback from other industry professionals working at the event, like the caterer or bartender; or survey guests at or after the event.