Event planners are the backbone of any successful event. But how do you go from being an event planner novice to being a successful event planner? Event planning can seem incredibly daunting, especially if you’ve never planned anything before. It’s okay. We’ve all been there. I’ve been there, and I’ve helped many event planners get to where they want to be. Here are the steps that will take you from novice to successful event planner.
Step 1. Understand What Event Planning Is
What’s the most common mistake that event planners make? They don’t know what event planning is. Now, that’s not to say that event planners are unintelligent. But let’s be honest here – when people are first starting out, most of them have no idea what event planning is. I get it – I wasn’t exactly prepared either. But this confusion is easy to fix. What you need to do is have a look at the different types of events that people plan. These events include weddings, business events, school events, personal events, and all of the cool community events that take place all around you. That’s right, every single event that you plan is not at all different from the others. We often focus on the major events held at business and school, but really all events are not the same.
Step 2. What To Consider When Planning An Event
I cannot stress enough how important it is to know the different aspects of planning an event. When you know your event, it comes together in a much easier way. From the booking process to the logistics of the day, you need to be ready to set goals and decide what your event will entail before you even start planning. For example, I recommend starting out with an office party. It’s a great way to make connections with your coworkers. Having the perfect activities will encourage people to feel comfortable, which increases their interest in attending the event. The total budget is also a good topic to start with. Depending on your event type, there are a few ways to calculate how much you need to spend on your event.
Step 3. Create A Timeline
Before you even think about starting your planning process, create a timeline for yourself. What is your vision? What is your deadline? Write down what activities will take place and how long each of those will take place. The time involved in any event is crucial. In some cases, you may even be charged a fee for the time that you spend planning. Use a minimum of one week to schedule your events. Don’t create events and then save them until the last minute. These events take time, and you want to schedule them properly. Step 4Create A Tasks List Don’t let procrastination get the best of you. Get to work on your tasks list and start executing. You won’t believe the results.
Step 4. Create A Budget
Determining your budget for your event is the first step in building a successful event. If you have too much money in your budget then you can’t do much. If you have too little, then you can’t do much. You should have a budget that’s big enough to cover your event and specific needs. For example, if you’re hosting an open house for your new condo, you might want to set aside 10% of your budget just to host the event. Otherwise, you’ll never have enough time to finish everything you need to do. A budget of 20% should cover the most basic of needs. It should include the cost of your venue, food, beverages, entertainment, decorations, and miscellaneous costs. You should also set aside a budget of 25-35% for every event you plan. It should allow you enough time to plan for every event.
Step 5. Determine Your Team
You’ve obviously done your research, so now you need to find the right team of professionals to help you with your event. We all know how hard it is to get things done on your own, so there’s really no point in hiring an agency or paying someone who has no experience. It’s better to work with a group of people who have worked together before. If you’re unsure of who you should hire, there’s no reason to waste your money on inexperienced help. Some tips on hiring the right professionals for your event can be found below. Step 5E Become Comfortable With The Basics Now that you’ve hired the right team, it’s time to learn how to plan an event. But remember, you don’t have to be an event planner. When you’re starting out, it’s recommended that you attend events.
Step 6. Create A Seating Chart
Now that you have your general layout of the room and traffic flow, it’s time to make your seating chart. This is important because not only will it tell your guests where to go, but it will also help you figure out the placement of your catering tables. The seating chart will allow you to figure out if your seating is going to be covered, if it will have an island, or if you’re going to need a table and chairs under it. Most of the time, you’ll need to have tables under your seating, and most times, you’ll want to be able to seat at least 30 people around the island. Just be sure to don’t seat guests too close to each other. That will create the need for a chair, table, and cup holder all to themselves.
Step 7. Create A Schedule
The first step is to figure out what time you need to work on your event. If you’re planning a wedding, try setting your start and end times to your wedding date. If you’re planning a wedding, try setting your start and end times to your wedding date. You should set your goal to be as close to your wedding day as possible, or your guests will be disappointed if they show up to your event before your wedding. Start the day of your wedding by going to get your makeup done. Then go over to the wedding venue and set up the setup and check-in with the caterers, band, videographer, florist, DJs, and so on. Once everything is checked in, spend a few hours getting your venue ready, making sure that the place looks and feels great. Once everything is checked in, spend a few hours getting it.
Step 8. Create An Event Program
It’s not enough to design a theme and hire a creative designer. You also have to create an event program. A theme alone won’t suffice. You’ll have to showcase your creativity and build a dynamic theme that promotes your event. You will also have to brainstorm different program ideas to help with your event’s presentation and improve the flow.
Step 9. Have A Cool Website
It’s easier said than done, but creating an incredible website is key to your event success. It’s how your prospective clients find you and will be crucial in growing your following and clients. A basic website should consist of a photo gallery, a map of your venue, a portfolio section, a contact form, and some social media links. And lastly, it should be optimized for SEO.
Conclusion
From my experience, there is no best or wrong way to becoming a successful event planner. There are just different ways that will take you in the right direction. If you want to become a successful event planner, then this is how you do it: Awareness is Key. You must understand the market and industry to take your career in the right direction. This is an elementary step, but it is a key factor in taking your career to the next level. Know your competition and the most successful event planners in your area. Investigate your competitors. What are they doing to be more successful? Create a plan for success by creating your own business and networking with other successful event planners. Organize your event early on in the planning process.