The Ultimate Guide to Becoming an Event Planner

Have you ever gone to a wedding or conference or concert and thought to yourself, “Wow, I want to make things like this happen!” If you have, then you’re in the right place. The events industry is always changing, always evolving, and there are many things you need to know if you want to get into this industry.

So You Want to Become An Event Planner

Our lives are filled with events. From large family gatherings to weddings to conferences, conventions, and more, we often find ourselves attending events at least once a month.

As an event planner, you shift from being an attendee to being the person who manages the ins and outs of the event. You make sure everything happens just the way it is supposed to and you troubleshoot any challenges that happen before or even while the event is happening.

What Are Events?

Events can be described as the gathering of a group of people for a specific purpose. It can be a celebration, a means of education or learning, an opportunity to market or network, and more. Some of the more popular events are as follows:

1. Social Events
   These are events that celebrate milestones in a person’s life. They can include birthday parties, bridal showers and stag parties, anniversaries, engagements, weddings, and more.
2. Educational Events
   These are events that schools usually have, such as education fairs, career fairs, workshops, seminars, debates, contests, and quiz bees.
3. Corporate Events
   This usually includes MICE* events. MICE is an acronym that stands for Meetings, Incentives, Conferences, and Exhibitions. Product launches, roadshows, and expos are MICE events.
4. Sports Events
   Sports events include the Olympics, World Cup, marathons, and any other type of event where sports are involved.
5. Entertainment Events
   Events like concerts, fashion shows, award nights, beauty pageants, festivals, and fairs usually fall under this category.
6. Political Events
   Political processions, demonstrations, rallies, campaigns, and the like are usually considered as political events.
7. Religious Events
   Some cultures have their own special celebrations that highlight their religion. Some examples would be Diwali, Easter, Christmas, and other events.
8. Advocacy Events
   Fundraising dinners and auction and other events that support an advocacy or a cause are usually placed in this category.

An Additional Note On MICE Events

MICE is the acronym for Meetings, Incentives, Conferences, and Exhibitions. Each type of event is further defined as follows:

Meetings: In general, this means any occasion when a number of people gather together to exchange opinions, make an important decision, or carry out a particular activity. This is different from corporate meetings, as it is usually organised by a meeting planner and carried out in a special venue, such as a hotel or convention centre or any other venue that supports such gatherings.

Incentives: Some companies put together a special event that rewards their employees based on their performance from the previous year. This can include trips and tours, special activities, and more.

Conferences: Conferences are usually designed around a certain topic or objective. Some conferences take only a day while others run for three or more. Conferences often feature meetings and discussions, workshops, keynote messages, and more. In some cases, conferences with a bigger number of attendees are called a congress and, when special programs and activities are involved, is called a convention.

Exhibitions: Exhibitions are events where products and services are displayed in booths. Expos, trade shows, and the like are popular ways of holding a convention. There are some keynote messages, panel discussion, and other on-stage activities, but the biggest highlight of the event is the booths that showcase products and services. Some examples would be Expo! Expo!, Comic Cons, and more.

What Is An Event Planner?

An event planner is tasked with structuring and coordinating all aspects of an event, no matter what type of event it is. Their main role is to ensure the smoothness of an event—from planning it in the early stages to preparing it to overseeing the program on the day of the event itself.

Event Planner Tasks & Responsibilities:

Event planners are required to form various tasks as they oversee an event from start to finish. They include, but are not limited to, the following:

• Meeting with clients to understand event objectives and goals
• Scouting and inspecting event venues
• Coming up with an event proposal outline, detailing the time, date, location, and other event details
• Creating a proposed event budget
• Sourcing and researching possible vendors
• Negotiating and managing vendor contracts
• Coordinating various logistics and services, including the following
  • Food and drinks
  • Transportation and lodging
  • Technology and equipment
• Managing and tracking event expenses
• Create a program flow
• Writing the production script and technical script
• Handling RSVP of guests during weddings
• Liaising with speakers and other VIPs

In some cases, event planners are asked to help or give their input where marketing and promotions are concerned. Their main duty, however, is to oversee the event itself.

Read More about Event Planners and Their Roles:

• What Does an Event Coordinator Do?
• 10 Great Apps for Event Planners

Event Planner Skills

Event planning is no easy feat. It takes a lot of patience and passion for the job. Here are some important skills that are important for event planners to have:

• Attention to detail: Event planners need to pay attention to the tiniest details where an event is concerned. They may seem insignificant, but the difference between dates in a wedding invitation matters a great deal.
• Communication skills: Event planners must be good listeners and speakers. Writing skills are a plus, too, as the success of an event is hinged upon an event planner’s ability to communicate the clients’ needs to the vendors, staff, and even event attendees.
• Coordination: Event planners must be great at working with other people and being able to adjust the schedules and actions according to what is needed at the moment. Some of the tasks in managing an event as it comes to fruition require accomplishing another task before that (e.g. you need to have personalised bags made before you pack them with goodies from sponsors). As the event planner, you need to come up with a full list of what you need and where you will get them, as well as deadlines when you need them so you don’t miss anything out.
• Flexibility: Event planners need to be flexible to whatever happens during an event. There will be times when a last-minute change is required, just before the lights go on the stage or the bride walks down the aisle. Your job, as an event planner, is to make things flow the way the client wants them, even if it might require a little adjustment on your part.
• Interpersonal Skills: Event planners need to be good at maintaining relationships with all the stakeholders of the event, from vendors to clients to attendees to speakers and sponsors and more. Your future success depends on how you are able to establish yourself as an event planner and on your ability to build and maintain relationships with the people you work with.
• Problem-solving: Event planners need the creativity and patience to deal with unexpected hiccups that happen during or even before an event happens. No matter how much well-planned your events are, there will be times when something unexpected will happen. As an event planner, you have to be ready for those so you can adjust to make the event flow as smoothly as possible.

How Can I Become an Event Planner?

You might be wondering, “can anyone become an event planner?”

The answer is—absolutely! Here are three ways you can go about it:

1. Formal education

A lot of event planners earn a bachelor’s degree in hospitality management or events management (though only a few colleges and universities have this). Other event planners have degrees in marketing, communication, and business.

READ: Top 12 Event Planning Courses to Become an Event Planner

2. Certifications

If you have a college degree and/or are working in the events industry already but would like to get an event planner certification to boost your credibility, there are several certifications available, such as the Certified Meeting Professional (CMP), a credential program through the Events Industry Council.

3. Internships and experiences

Without a doubt, experience plays a huge factor if you want to get into the events industry. You can start through an internship or begin by working in positions related to the events or hospitality industry. You can also try coordinating events for your school, church, club, or even volunteer to help professional planners with their events.

How to Become a Certified Meeting Professional (CMP)

The Certified Meeting Professional (CMP programme) was launched by the Events Industry Council to enhance the knowledge and performance of event professionals, as well as to promote their status and credibility and to come up with uniform standards of practice. The CMP credential is recognised globally as a badge of excellence in the events industry.

According to the Events Industry Council, the CMP programme “aims to increase the professionalism of meeting management professionals in all sectors of the industry” through the following:

• Identifying a comprehensive body of knowledge in the meeting management profession
• Promoting industry standards, practices, and ethics
• Stimulating the advancement of the art and science of meeting management
• Increasing the value of CMPs to their employers
• Maximising the value received from the products and services provided by CMPs

You will need professional experience and education in the field of events— qualifications to get your CMP certification. You will also have to take a rigorous exam performed by the Events Industry Council themself.

Read more about becoming a CMP:

• About the CMP programme
• How to become a CMP

Aspects/Elements of an Event

The elements of the event you are planning will always depend on the kind of event. A lot of them have similar aspects, however, and you can be sure to expect them, no matter what kind of event you organise:

• Admin & Budgets – paperwork, permits, budget and cash flow for the event
• Logistics – venues, catering, chairs, tables, event kits
• Marketing – social media marketing, PRs, radio and TV guestings, printed flyers, signages
• Program – event day flow, scripts, hosts
• Registration – sign-ups/RSVPs, payments, tracking, wedding gift registry
• Speakers and VIPs
• Sponsors and Partners
• Tech – stage, lights, sounds, techs script
• Volunteers

COVID-19 and the Rise of Virtual and Hybrid Events

Recently, a lot of MICE Events have been becoming more popular online, especially because of lockdowns and other travel restrictions, due to COVID-19. Expos and trade shows have had to find creative ways to bring in both participants and businesses. Some of the ways they have done this are by providing virtual event platforms that serve as “venues” for companies and organisations to have their events.

What is a Virtual Event?

Virtual events (or digital events) are events that happen online, whether webinars or workout classes or even meetings and conferences. Instead of meeting face-to-face, the attendees experience the event online through an event platform.

While many people assume that virtual events are easier to plan, the amount of energy and effort event planners put into mounting them remains the same. According to Cvent, “hosting a virtual event requires the same care and attention as an in-person event”. You still need to promote the event, manage guest speakers, partners, and sponsors, engage with and create a memorable experience for your attendees. The only difference is that instead of the engagement happening on-site, everything happens online.

Some samples of virtual events could be:

• Conferences
• Webinars
• On-demand classes

What is a Hybrid Event?

Hybrid events, like virtual events, have recently become popular because of COVID-19. Hybrid events, however, have both a virtual and in-person component in the event. This means that they have two types of attendees: virtual and in-person, who participate in the same experience and hear the same content at the same time, regardless of where they are at the moment.

Hybrid events are not giving the benefit of live experiences for in-person attendees and then replays for virtual attendees. Neither are hybrid events run by having two separate programs. The point of hybrid events is for both types of attendees to go through the same type of experience from different locations and to have a component on the platform and program where the two types of attendees can meet.

This online component allows event planners (or companies and organisations) to interact with a larger audience, as some hybrid events can reach an international scale. That’s why hybrid events have to be well-thought of and executed with care. Your attendees (whether virtual or in-person) must not feel like they are left out in the program.

To have a successful hybrid event, you’ll need to make it:

• Interactive between both types of audience
• Short and entertaining
• Easily accessible through an excellent hybrid event platform

What Are Virtual Event Platforms?

Virtual event platforms are tools that allow you to organise and conduct events online in a way that recreates the vibe of an in-person event. This goes beyond virtual meeting software, such as Zoom or even live streaming platforms, such as StreamYard.

If you want to have an unforgettable, impressive virtual event, you have to find one that is capable of delivering the components you need, some of which might be the following:

• Multiple speakers and multiple, simultaneous workshop and meeting rooms
• Pre-recorded and live-streamed sessions
• Event attendee interaction
• Great user interface and user experience
• Live poll, chats, Q and As
• Sponsor/partner rooms
• Program breakdown

Various virtual platforms have risen in popularity in the past couple of years, and some are fully customisable to handle different kinds of events. There are also virtual event platforms that can handle your hybrid event and provide a way for your in-person and virtual attendees to interact with each other.