There are several loosely-defined terms in the event industry. That is, words that can be interpreted in different ways. The word "event" by itself could mean anything from a birthday party to benefit concert. The point is, we all speak within our own context, but sometimes you need to take a step back to make sure everyone understands exactly what is being said.
Event planning is the process of planning a festival, ceremony, competition, party, concert, or convention. Event planning includes budgeting, establishing dates and alternate dates, selecting and reserving the event site, acquiring permits (alcohol permits, insurance licenses, etc), and coordinating transportation and parking. Event planning also includes some or all of the following, depending on the event: developing a theme or motif for the event, arranging for speakers and alternate speakers, coordinating location support (such as electricity and other utilities), arranging decor, tables, chairs, tents, event support and security, catering, police, fire, portable toilets, parking, signage, emergency plans, health care professionals and aid stations, and cleanup.
When it comes to event planning careers, I think some outside of our industry get confused at the difference between an event planner and an event coordinator. Generally speaking, the planner makes the critical decisions regarding the what, when, who and how. An event coordinator on the other hand, is responsible for making sure all the details are executed, and that each vendor shows up on time and performs appropriately.
Larger organizations may have two coordinators for every planner, while smaller operations might only have one coordinator that serves the needs of all executive decision makers. Either way there is typically a direct line of supervision over the coordinator position. Now that isn't to say event coordinators have it easy. Most of them have the difficult task of organizing everything on-site with only a few hours before the event begins. This of course is when most problems occur, which is why a good coordinator is focused, organized and resourceful.
This is a great position for those looking to start a career in event planning. There are several different types of coordinating positions, and I reviewed the most prominent ones in this article. You'll want to check it out before you submit your resume to every opening you see posted because every coordinator job is different.
We just added several new videos to the About Event Planning video archives! While each one is relatively short, there are more than a few golden nuggets of information to discover by watching them. Our video host, Brian Green, did a great job of sharing his experience on each subject and planners of all experience levels will enjoy them. If you are looking for new ideas on everything from fee structures to wedding day itineraries, then be sure to check out this overview I did on our new video additions.
Steps to planning an event
The first step to planning an event is determining its purpose, whether it is for a wedding, company, festival, graduation or any other event requiring extensive planning.
From this, the event planner needs to choose entertainment, location, guest list, speakers, and content. The location for events is endless, but with event planning they would likely be held at hotels, convention centers, reception halls, or outdoors depending on the event. Once the location is set the coordinator/planner needs to prepare the event with staff, set up the entertainment, and keep contact with the client.
After all this is set the event planner has all the smaller details to address like set up of the event such as food, drinks, music, guest list, budget, advertising and marketing, decorations, all this preparation is what is needed for an event to run smoothly.
An event planner needs to be able to manage their time wisely for the event, and the length of preparation needed for each event so it is a success.
Event planning as a career
Event planning is a relatively new career field. There is now training that helps one trying to break into the career field. This training helps an event planner learn how to handle all the pressure and work efficiently. This career deals with a lot of communication and organization aspects. There are many different names for an event planner such as a conference coordinator, a convention planner, a special event coordinator, and a meeting manager. To read more about people involved in event planning and production, see Robert (Bob) Jani, Tommy Walker and Andrea Elizabeth Michaels. There are also colleges that help you major in Event Management and receive a Bachelor's Degree. One of the colleges you can receive this degree is Johnson and Wales University.
Event planners' work is considered either stressful or energizing. This line of work is also considered fast paced and demanding. Planners face deadlines and communicating with multiple people at one time. Planners spend most of their time in offices, but when meeting with clients the work is usually on-site at the location where the event is taking place.[1] Some physical activity is required such as carrying boxes of materials and decorations or supplies needed for the event. Also, long working hours can be a part of the job. The day the event is taking place could start as early as 5:00 a.m. and then work until midnight. Working on weekends is sometimes required, which is when many events take place.
Sustainable event management
Sustainable event management (also known as event greening) is the process used to produce an event with particular concern for environmental, economic and social issues. Sustainability in event management incorporates socially and environmentally responsible decision making into the planning, organization and implementation of, and participation in, an event. It involves including sustainable development principles and practices in all levels of event organization, and aims to ensure that an event is hosted responsibly. It represents the total package of interventions at an event, and needs to be done in an integrated manner. Event greening should start at the inception of the project, and should involve all the key role players, such as clients, organizers, venues, sub-contractors and suppliers.
Publications and resources
Many business-to-business trade publications exist, like Stand Out magazine to help event planning and production professionals become educated about the issues and trends in their industry. Many are controlled circulation publications available at no cost to qualified event professionals. Qualification is based on multiple variables like job title, company type, industry segment or geographic region, and is at the publisher's discretion.
Event planning is the process of planning a festival, ceremony, competition, party, concert, or convention. Event planning includes budgeting, establishing dates and alternate dates, selecting and reserving the event site, acquiring permits (alcohol permits, insurance licenses, etc), and coordinating transportation and parking. Event planning also includes some or all of the following, depending on the event: developing a theme or motif for the event, arranging for speakers and alternate speakers, coordinating location support (such as electricity and other utilities), arranging decor, tables, chairs, tents, event support and security, catering, police, fire, portable toilets, parking, signage, emergency plans, health care professionals and aid stations, and cleanup.
When it comes to event planning careers, I think some outside of our industry get confused at the difference between an event planner and an event coordinator. Generally speaking, the planner makes the critical decisions regarding the what, when, who and how. An event coordinator on the other hand, is responsible for making sure all the details are executed, and that each vendor shows up on time and performs appropriately.
Larger organizations may have two coordinators for every planner, while smaller operations might only have one coordinator that serves the needs of all executive decision makers. Either way there is typically a direct line of supervision over the coordinator position. Now that isn't to say event coordinators have it easy. Most of them have the difficult task of organizing everything on-site with only a few hours before the event begins. This of course is when most problems occur, which is why a good coordinator is focused, organized and resourceful.
This is a great position for those looking to start a career in event planning. There are several different types of coordinating positions, and I reviewed the most prominent ones in this article. You'll want to check it out before you submit your resume to every opening you see posted because every coordinator job is different.
We just added several new videos to the About Event Planning video archives! While each one is relatively short, there are more than a few golden nuggets of information to discover by watching them. Our video host, Brian Green, did a great job of sharing his experience on each subject and planners of all experience levels will enjoy them. If you are looking for new ideas on everything from fee structures to wedding day itineraries, then be sure to check out this overview I did on our new video additions.
Steps to planning an event
The first step to planning an event is determining its purpose, whether it is for a wedding, company, festival, graduation or any other event requiring extensive planning.
From this, the event planner needs to choose entertainment, location, guest list, speakers, and content. The location for events is endless, but with event planning they would likely be held at hotels, convention centers, reception halls, or outdoors depending on the event. Once the location is set the coordinator/planner needs to prepare the event with staff, set up the entertainment, and keep contact with the client.
After all this is set the event planner has all the smaller details to address like set up of the event such as food, drinks, music, guest list, budget, advertising and marketing, decorations, all this preparation is what is needed for an event to run smoothly.
An event planner needs to be able to manage their time wisely for the event, and the length of preparation needed for each event so it is a success.
Event planning as a career
Event planning is a relatively new career field. There is now training that helps one trying to break into the career field. This training helps an event planner learn how to handle all the pressure and work efficiently. This career deals with a lot of communication and organization aspects. There are many different names for an event planner such as a conference coordinator, a convention planner, a special event coordinator, and a meeting manager. To read more about people involved in event planning and production, see Robert (Bob) Jani, Tommy Walker and Andrea Elizabeth Michaels. There are also colleges that help you major in Event Management and receive a Bachelor's Degree. One of the colleges you can receive this degree is Johnson and Wales University.
Event planners' work is considered either stressful or energizing. This line of work is also considered fast paced and demanding. Planners face deadlines and communicating with multiple people at one time. Planners spend most of their time in offices, but when meeting with clients the work is usually on-site at the location where the event is taking place.[1] Some physical activity is required such as carrying boxes of materials and decorations or supplies needed for the event. Also, long working hours can be a part of the job. The day the event is taking place could start as early as 5:00 a.m. and then work until midnight. Working on weekends is sometimes required, which is when many events take place.
Sustainable event management
Sustainable event management (also known as event greening) is the process used to produce an event with particular concern for environmental, economic and social issues. Sustainability in event management incorporates socially and environmentally responsible decision making into the planning, organization and implementation of, and participation in, an event. It involves including sustainable development principles and practices in all levels of event organization, and aims to ensure that an event is hosted responsibly. It represents the total package of interventions at an event, and needs to be done in an integrated manner. Event greening should start at the inception of the project, and should involve all the key role players, such as clients, organizers, venues, sub-contractors and suppliers.
Publications and resources
Many business-to-business trade publications exist, like Stand Out magazine to help event planning and production professionals become educated about the issues and trends in their industry. Many are controlled circulation publications available at no cost to qualified event professionals. Qualification is based on multiple variables like job title, company type, industry segment or geographic region, and is at the publisher's discretion.
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