Event Planner
Overview
Event planners organize everything from corporate meetings to large conventions and special celebrations. They work with clients to understand their vision, then coordinate all the details like finding the perfect venue, arranging catering and transportation, and managing budgets using digital planning software and project management tools. This career combines creativity with strong organizational skills, and many planners work flexibly with teams of vendors and suppliers. You can prepare for this field through hospitality management, marketing, or communications studies.
Did you know?
Event coordinators often work evenings, weekends, and holidays when most events occur, which can impact work-life balance.
At a Glance
Median Wage
$56,822.94 Avg/yr
Growth
Fast Growing
Top Skill
Operations Monitoring
Key Responsibilities
- Consult with customers to determine objectives and requirements for events, such as meetings, conferences, and conventions.
- Direct administrative details, such as financial operations, dissemination of promotional materials, and responses to inquiries.
- Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
- Maintain records of event aspects, including financial details.
- Plan and develop programs, agendas, budgets, and services according to customer requirements.
- Read trade publications, attend seminars, and consult with other meeting professionals to keep abreast of meeting management standards and trends.
- Conduct post-event evaluations to determine how future events could be improved.
- Inspect event facilities to ensure that they conform to customer requirements.
- Review event bills for accuracy and approve payment.
- Organize registration of event participants.
- Design and implement efforts to publicize events and promote sponsorships.
- Confer with staff at a chosen event site to coordinate details.
- Evaluate and select providers of services according to customer requirements.
- Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
- Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.
- Promote conference, convention and trades show services by performing tasks such as meeting with professional and trade associations, and producing brochures and other publications.
- Obtain permits from fire and health departments to erect displays and exhibits and serve food at events.
- Meet with sponsors and organizing committees to plan scope and format of events, to establish and monitor budgets, or to review administrative procedures and event progress.
- Hire, train, and supervise volunteers and support staff required for events.
- Develop event topics and choose featured speakers.
- Negotiate contracts with such service providers and suppliers as hotels, convention centers, and speakers.
Career Considerations
Irregular Work Schedule
Event coordinators often work evenings, weekends, and holidays when most events occur, which can impact work-life balance.
Networking and Relationship Building
Success in this field heavily depends on building strong relationships with vendors, venues, and clients within the American business culture.
High-Stress Environment Management
The role requires excellent stress management skills to handle tight deadlines, last-minute changes, and high client expectations.