Event planners, also known as event coordinators or event specialists, are responsible for coordinating and executing all aspects of events such as business conferences, weddings, parties, and more. Their main duties include working with vendors to arrange for supplies, selecting perfect venues, coordinating catering, budget making and other important services such as photography and videography. Event planners work in the background, making sure everything about an event goes on smoothly.
Whenever an organization or an individual needs to pull together a successful event, they get in touch with professional event planners. Professional event planners are well-trained and experienced to turn a simple idea into a memorable reality.
An events planner’s job starts by meeting the client to gain an understanding of the client’s requirements and expectations for the event. They will discuss details including the purpose of the event, preferred dates, number of expected guests, location, theme of the event and other specifics.
Event planners manage the budget to ensure event expenses stay within proscribed guidelines. The most challenging part of event planning is staying within the budget with the many unexpected costs that keep popping up. An events planner also handles payments to vendors, entertainers, caterers, and staff.
Venues and Vendors
An events planner selects vendors and venues that match the client’s needs and budget. Given their experience in event planning, an events planner can recommend the best caterers, entertainers, photographers and videographers. With their solid experience in the industry, they’ve built a long list of professional contacts. Besides, they will negotiate with vendors to get the best prices to help you save money.
Venue Design and Set-up
An events planner will coordinate decoration and setting up of the venue. They will oversee everything from setting the tables and chairs in the event space, getting all signage out early, to installing the necessary audiovisual equipment.
Many things can go wrong during an event. The stage can come crumbling down on the day of event a keynote speaker could be late, and equipment may fail. Event planners anticipate these problems and will have the tools and contacts to quickly address any of these problems before they turn into a catastrophe.
An events planner is the point of contact between a client and third-parties during the entire event planning process. They will communicate event details to staff, vendors, caterers, and all other parties to ensure proper delivery of event expectations.
An events planner supervise all phases of event planning to ensure everything is alignment with the established budget and deadlines. On the day of event, they will perform final inspections to ensure everything adheres to the client’s requirements and expectations.
Hire the Best Event Planners
There are many event planners out there with each one of them claiming to offer impeccable service. Before hiring an events planner, be sure to conduct a thorough background check of their qualifications, experience and portfolio. The success of your event is not something to take chances on, so ensure you hire the best events planner for peace of mind.