Role of Event Planner in planning a successful event

Event planners are the most efficient people who will assist you in making arrangements for all your events in the most perfect way without making no mistakes and thus conforming its victory. Event planners are individuals who are brewing with new ideas every now and then and help you organize the perfect event you have been thinking of. They take care of every minute details like budgeting, conforming dates, choosing and booking event sites or locations, parking and transportation, decorations, finalizing the matching tables and chairs, tents, security, perfect catering service, emergency plans and many more. In fact, event planners are those persons who will arrange everything for you exactly the way you want things to be. An event planner should be someone who has experience, skillfully trained and should efficient enough to work under all the pressures. Their career includes a great deal of communication and organizational skills as communication gap between the event coordinator and the client will lead to chaos, leaving a bad impression on its client.

The event planner works under stressful environment with strict deadlines to meet. It’s them who in spite of taking care of each and every minute details will have to get in touch with a lot of people at a single point of time hence making more hectic for them. Their working hours can be extensively long. For instance, the day the event is taking place, event planners day could begin in the early hours at 5:00 a.m. continuing till midnight and their busy schedule sometimes demands working on weekends as well, which is the time when most events take place.

Even if it’s for a wedding or a company event or birthday celebration or festival, graduation or convocation or for that matter any event, detailed planning is required. From these, the event planner will have to select guest list, entertainment, venue and content. Venues for an event can vary from restaurants or hotels to swimming pools to lawns, depending on what type of event it is and when the location is finalized, the coordinator/planner needs to set up and organize the event with the staffs, prepare for the entertainment, and will have to speak with the client for the final approval. Once these things are taken care of, the event planner has to look into all the minor details like food, drinks, music, advertising, marketing, decorations in order for the event to run smoothly. Therefore, time management is an essential factor for an event planner to run a particular event successfully so that the length of preparation required for each event is well balanced!

Process of Event Planning

Event Planner's principal aim is to offer the consumers and event-planning professionals with the most priceless and complete source of event planning information. Event planning is the process of planning a personal or corporate event, festival, ceremonies, annual day functions, weddings or any other event. Apart from all this it also includes budgeting, establishing dates and alternate dates, selecting and reserving the event site, acquiring permits, and coordinating transportation and parking, developing a theme or motif for the event, arranging for speakers and alternate speakers, coordinating location support , catering services, decoration management services, event support and security.

Event planners will be able to plan a major conference event for thousands, an intimate house party, a wedding, or a non-profit gala anywhere in the nation! The format of their directory permits companies to add useful contact information, via phone or e-mail, and develop linked home pages which can include colorful artwork, creative graphics, striking photographs and, soon, moving images. The influence of technology employed by the Event Planners is incomparable in its ability to provide thorough event planning information which either a magazine ad can’t do this? Of course not!. Any event of any size ranging from a major corporate convention to a grandiose wedding to a jubilant family reunion to a cozy dinner party can be easily organized in over 50 cities from anywhere in the nation. This business of event planning is growing at a fast rate.

This career deals with a lot of communication and organization aspects, therefore, training must be completely provided for the event planners so that when the time comes they will be ready to handle all the workloads and pressures involved in it. An event planner is known by different names such as a conference coordinator, a convention planner, a special event coordinator, and a meeting manager.

Procedures that needs to plan an event

Before planning an event, the event planner should always make a blueprint of the event to be hosted keeping in mind about the customers requirements. The event planner should first determine the purpose of the event , tha exactly for what it is means it for a wedding, any company celebrations, birthday party, for festival, annual day function or any such events which needs extensive planning.

By having the purpose of the event the event planner will make all the arrangements regarding entertainment, location or venue, guests list will be made, speakers for the event, and content.. Once the location of the event is set the event planner will need to prepare the event with its staff, will set up the entertainment, and keep contact with the client. After all this is done, event planner needs to check like set up of the event, food, drinks, selection of music, guest list, budget, advertising and marketing, decorations, etc.

Infact, these are what is needed for an event to be successful. The other requisite that an event planner should possess is to manage the time intelligently in the given time frame.

Event Management Tips

An event needs a long planning, preparation and scheduling right from the very beginning. In fact, these are the factors which help in the smooth running of an event. Events like birthdays, family gatherings, weddings and official events like award shows, product endorsement and launch all needs a detailed planning even if it is a small event or no that matter a big one.
Before planning an event, the first and foremost thing which should be kept in mind is the budget limitations. Budget is what matters most the most and before organizing any event, the event management team should always understand the budget limit of their clients. The secret behind the success of an event lies in understanding the needs and desires of the guests and it is also due to numerous reasons like planning quite ahead on time, understanding the client’s requirement and so on.

Once the budget has been finalized, the next essential thing is to make the list of the number of people attending it or making an estimation of how many people are expected. This will help in the selection of venues as the size of venues can only be decided after making an estimation of the number of guests that will have to be accommodated. Selecting a venue blindly will only lead to the client’s monetary loss which is not a good sign for the event management company. A high-quality event management company will brief the host and other employees of the company as well, reminding them about their responsibilities in the event.

After the final budgeting and estimating the number of guests, final step is the selection of the venue for the event. The ideal venue of an event will be the one which is reachable and easy to get. An easily accessible venue is the first step towards the triumph of any event because the huge the crowd, the more it speaks about the victory of the event.

The above discussed are the basic things that an event planner should keep in mind before planning any event!