5 Things Event Planners Should Know

Being a successful event planner is synonymous with juggling fire in front of a crowd. It’s difficult, but brilliant when done correctly. Whether you’re an event planner by profession or by chance, this blog is for you.

These are five things event planners should know.

The importance of…

Organization

Before you dive in head first and start planning, make sure you have an organized system in place. Whether that means using event technology, excel sheets, or writing everything down – get your ground covered! This is crucial in order to stay on top of all the details that come with event planning.

If you maintain organization then you ensure a smooth event. If not, the plans could unravel and you won’t even know where to look.

Flexibility

Things change. This is true in life and in events. There’s bound to be last-minute additions or challenges to your plan. As the planner, you have to be able to adapt to anything that gets thrown at you. I’ve dealt with both big and small changes that have been out of my control. If the weather shifts and starts to thunderstorm right before your outdoor event you need to have a backup plan.

Do. Keep your end goal in mind and stay positive. Just because a wrench might’ve gotten thrown into your plans doesn’t mean the event is ruined.

Don’t. Forget to communicate any changes with your team and others involved. If you have to switch venues, tables, or catering make sure everyone is aware.

Managing a Budget

It’s important to know that planning an event means working with lots of numbers. This might not be your favorite part, but it’s vital. The main number you’re going to work with is the budget. It’ll most likely change throughout the event planning process due to additions or subtractions within the event. Follow your budget strictly, but also know when it needs to be altered.

Your budget dictates everything from your venue to your attendees. When allocating your budget list out your must-have’s versus nice-to-haves. A must-have might be something like a stage or a special food service style. A nice-to-have could be the amount of local restaurants nearby. Order these based on their overall importance and go from there.

Working as a Team

A huge part of event planning is the ability to work as a team. You might be the only one from your company planning the event but it takes a village. The other people involved are the venue employees, caterer, designer, transportation workers, servers, bartenders, the list goes on.

You’ll be working with people that might have different visions or ideas than you. This means you’ll have to compromise and work together to meet your common end goal. Keep your cool and remember everyone is entitled to their own opinion, it’s about working as a team.

The Small Details

Don’t overlook the small details. If you notice something peculiar, big or small, say something! Read the fine print and understand it. You don’t want any surprises at the event or on your final bill. In the banquet event order, or “BEO”, make sure everything you need is listed and at the proper times. By paying attention to the smaller details you eliminate the chance of things catching you off guard.

Event planners don’t have it easy, but the importance of the job is clear. Businesses spend roughly 24% of their marketing budget on events because they’re one of the most powerful marketing measures. If you know these things event planners should know, then you’re setting yourself up for success.


Caroline Howard

Written by Caroline Howard

Northern Virginia native turned southerner at The University of South Carolina. My skills include planning 4,000 attendee corporate events and then blogging about them. My friends always ask where I am, because when I'm not behind my laptop writing, I'm off exploring new places like Cuba and Spain.