What Are the Responsibilities of an Event Planner?
Event planning is a term used to describe the application of event management to the development and management of large and/or small-scale corporate or personal events including weddings, conferences, ceremonies, concerts, formal parties, or festivals. The term is sometimes used as an umbrella term to describe event management services that encompass event promotion and marketing, travel, event coordination, accommodation and event administration. There are many aspects of event planning. These include creating a program that will attract participants, scheduling activities and making sure that the event runs on time and within budget.
The service event planners provide includes facilitating communication between the clients and vendors, providing a venue and support for all the activities of the event and running the event on time. Event planners also ensure that the program and activities run according to specifications provided by the client. They coordinate every aspect of the event from selection of venues, guest speakers, entertainment, transportation, meals, marketing to registration, refunds and payment. The event planners also help their clients manage their event budgets. In most cases, the event planners handle the technical aspects of the event such as selecting the right vendors and managing the budget.
Event planners work with venues to create the program and events at affordable prices. Before hiring an event planner, the venue owners and operators have to evaluate the facilities, services and available dates. The event planners then work on the programming and events according to each venue’s needs. As an example, if a venue has a limited amount of space, the event planners will help in determining the number of vendor stalls, audio visual equipment and other arrangements. If there are no off-site sources for entertainment, the planners help in organizing concerts and other events.
The following career opportunities are available for the aspiring event planners: General Planner – the general planner is in charge of gathering information from clients and suppliers as well as coordinating with the resources required to carry out the program. He is responsible for making decisions regarding the scope, delivery and price. He ensures that all details are in order. He can work on short or long term contracts. The General Planner must be certified by the Certified Government Meeting Professional Board (CGHMP) and should have experience in hospitality management.
There are many different types of positions held by event planners. Some may work for individual clients or companies. These event planners may work with private clients as consultants. Others may work for large hotels and resorts as event planners.