Event planning is a challenging career path that offers satisfaction after every successful gathering. The guests don’t know everything that takes place behind the scenes. The event planner’s job is to put on an affair that provides a seamless experience.
The following are the top seven things every event planner should keep in mind.
1. Handle Liability with Grace
Event planners put together small gatherings, large bashes, and everything in between. Even though the guest list is small, there are still several people involved in the event. Therefore, an event planner should keep in mind the process of handling liability with grace.
If a server slips and falls in the kitchen area, the planner must ensure that the server signs a liability waiver shortly after the fall. Ideally, take care of liability documents before the event begins.
In addition, obtain liability insurance, such as general and commercial auto. You might also consider business owners and worker’s compensation insurance.
2. Obtain the Proper Permits
A professional who plans events knows the job has its glamorous side. It also has its administrative side. The administrative duties of planning an event include obtaining the proper permits.
Alcohol, event, and noise permits are three. Some events require a seller’s, building, and fireworks permit too.
It’s also necessary to obtain a music permit for live and DJ music.
3. Remain Flexible
The professional event planner remains organized. You usually use event management software to track your activities. You put together the master schedule and share it with the speakers, caterers, and entertainment.
Deliveries are also scheduled to prevent bottlenecks. The wait staff requires time to set up the tables, chairs, and flower arrangements.
Many times the event unfolds according to its schedule. However, all planners experience a hiccup or two during their careers.
During an event, remain flexible. Sometimes a late flower delivery allows extra time for placing the other decorations. A speaker whose flight experiences a delay is an issue; it’s also an opportunity to move into problem-solving mode.
Successful event planners keep in mind that their job requires flexibility.
4. Hire Qualified Security
Guests attend events and expect to remain safe. Some events attract more potential for trouble than others. If a gathering is large and serves alcohol, it’s a recipe that requires extra security.
Special guests, limited entrance, and invitation-only gatherings attract the potential for trouble too. The guests who paid their admission were on the list or received an invitation expect to enjoy it without harm to their person.
To maintain order and safety, an event planner should keep in mind that it’s important to hire qualified commercial security guards. Special Security Services provides a primer guide on hiring security for your gathering.
5. The Budget
Every professional planner of events must keep in mind their budget. If you develop a favorable reputation, it’s possible to gain clients that provide you with a blank check. For the most part, clients need the professional to remain within their outlined financial parameters.
Organized decisions help planners stay within the allotted budget. When time is on your side, order the linens, flower arrangements, and book the entertainment in advance. Making arrangements ahead of time often yields savings.
Last-minute orders usually incur a premium on service and shipping; it’s best to avoid it. Emergency actions also accrue a good share of stress.
For last-minute emergencies, ensure that you have compiled a list of go-to professionals, such as florists, DJ’s and caterers.
6. The Venue’s Requirements
When you work with a new venue, understand its requirements. Some have a strict capacity. Others require the planning company to provide extra insurance, a cleaning crew, and limit the amount of alcohol served.
Some venues reside near hotels or residences. Therefore, they place a strict limit on noise.
By understanding the venue’s requirements, the event runs smoothly. In addition, planners can use it for future client events.
7. The 5 C’s of Event Management
A professional event planner should keep in mind the five C’s of event management, concept, coordination, control, culmination, and closeout.
The five C’s serve as a guide for the planning profession. Start with the concept. It tells you the purpose of the gathering. Coordination involves bringing to life the concept with a team of professionals.
Control doubles as a dress rehearsal. The planning professional see the table layout, dance area, and placement for the decorations. The culmination is the event. All the planning should lead to a successful day.
Closeout is the final step. After the guests go home, ensure that all vendors receive payment. Plus, clean up the venue, thank your client, and receive feedback.
Event planning offers a career that isn’t repetitive or boring. Each job is an opportunity to integrate creativity, a wow factor, and a new trend. Plus, you challenge yourself to keep it on schedule and budget. Thus, the career path is a good fit for problem-solving, flexible, and organized individuals.
Tech Conference Planning Checklist: 8 Things to Keep in Mind