Events Planning and Management: The basic things you need to know

May 08, 2018
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More and more companies and individuals are seeking help from events planners, event management team, and event coordinators for their personal and business occasions. Since the demand for this service has rapidly grown in years, it has already established its own industry that enormously grow in the past decade. There is no need for statistical data on how event planning and management has conquered the market, just observe each party or corporate event you go to and you can imagine the intensive preparation is needed for each show. From the façade décor down to the small details on table settings, everything is carefully planned and designed.

As many people go to different events from time to time, they can’t help but be jealous of how other parties are perfectly planned. This calls the need for them to look for professional event management team for their next gathering. Thus, the industry starts to grow. Because of this, a lot of casual party planners are considering to turn their hobby into a profiting business. But if it’s really your passion, let us give you some basic knowledge about events planning and management before putting up your own office.


Events planning basics

Before we dig a little bit deeper, let’s discuss what kinds of events we are referring to. Generally, special events are as follows:

  • Celebrations – wedding, birthdays, reunions, anniversaries, parades, graduation
  • Educational – conferences, meetings, seminars, symposia
  • Promotional and marketing – product launches, roadshows, fashion shows, activations program

The list above is just the common events that most people, both individual and company, conduct on a regular basis. These are the ones that we often see every day. There are also some social, intimate events like family gathering and house parties that requires the help of an event organizer.

So, as an event coordinator or planner, what are the tasks that you are expected to do? Basically, event management starts by conducting research about the event. You have to make sure that you know everything about the event that you will put up. It will help to interview everyone that’s connected on the event. Say for example, you are going to hold a product launch. Make sure that you will gather all the information about the product and get the client’s feedback about the props that you would want to include in the production. Once you have sufficient information and knowledge about the event, it’s time to unleash your creativity in making designs and creating ideas for the event. It’s important to come up with a theme and align your decors and ornaments to it

After carefully planning on paper, it’s now time to do the blood work – actually planning the event. Securing the location that’s thematic to the event, planning and arranging the food based on the preference of your clients, creating invitations and sending them out, planning the transportation to and from the event, arranging accommodations when necessary, coordinating with your staff and providing specific instructions to them, supervising the actual event (acting like a director in a film), and, lastly, evaluating the turnout of the event. Sounds a bit tedious, but it’s a ton of excitement.

Most importantly, you have to make sure that you will only accept clients based on your timetable and your manpower. Some of these tasks require more time and dedication. Thus, you have to make sure that you can properly balance and manage it – unless you have already developed the skill of multi-tasking… you know being at two parties at the same time.


Why most people prefer to have event planners?

Like any other job, holding an event is a big responsibility. Going around and looking for the best caterers may not be an interesting errand for some. Let alone looking for the perfect location to stage your event. More than just the required time and effort needed in conducting an event, people tend to seek assistance from events planner because, simply, they lack expertise. Event planners have the right connection and the right solution for all their party needs. Most importantly, it adds the element of surprise for the clients. It’s a bit rewarding to see their faces as they see the location setup for the first time.


Are you fit to plan?

So, you feel happy and enthusiastic in executing planned parties and celebration and you want to make it as a career? Or maybe you have a catering business and you want to extend your profit by planning the entire event? Regardless of the situation, it’s important to know if your abilities (and contacts) are enough to organize a celebration.

One of the major requirements in putting up your own event management business is connections – to clients, suppliers, manpower, other businesses, etc. It’s not enough that you are equipped with an intense coordination and organizational skills. As an events planner, you have to have direct contacts (if you cannot do it yourself) to caterers, sound system providers, event hosts, printers, photographers, and more. Planning an event is like being an orchestra conductor. You have to have good talents holding each instrument. You cannot play in a concert on your own.


Key Elements in Events Planning

There are 6 factors that play a big role in events planning: Research, Design, Affiliation, Organization, Coordination, and Evaluation. Each of these is essential in order to create a harmonious and fluid occasion. But if in case you need some training or exposure, it’s recommended to join a team of professional events planners or an events company before you put up your own. There are companies who also hire people to be part of their vital team. Same as other jobs, experience is also necessary in events planning. That’s where you will learn and make mistakes.

Organizing an event is no easy-peasy. It’s a combination of skill, talent, and persistence to make a memorable and remarkable event of a lifetime.