What comes into your mind when you think of an event planner? An event planner is someone who coordinates all aspects regarding events and meetings. There are different types of event planners. Here are some things an event coordinator is typically responsible of:
Vendor Management and Canvassing
Vendor management is handled by the event planner. They work hand-in-hand with people offering services you need for your event such as florists, photographers, and catering. They solicit bids depending on the budget range you have specified. They see to it that you get the best deal. On the day of the event, the event planners also make sure that these service providers are properly oriented about the logistics. Event planners oversee the staff to ensure that everything goes according to plan. They also handle negotiations and payments with these providers.
Venue and Accommodation
After the event planner has successfully discussed with the clients the goals and scope of the event, it is also his responsibility to look for a suitable venue. They collate a list of possible venues, their prices, and the number of guests they could accommodate. They also negotiate with these hotels and venues to go with the client’s preferences and budget. After the venue has been chosen, they are also in charge of monitoring and seeing to it that the design meets the specifications of the client.
Bottomline is, an event planner coordinates every detail of an event. It is his job to make sure the event is successful and the guests who will be attending will go home satisfied. Along with the negotiation skills and organization, a planner also has to be knowledgeable with other things such as computers and applications for communication, budgeting, and overall planning for accuracy and efficiency. Like any other professional, it is an event planner’s job to offer his knowledge and expertise in handling events to those who need them.
Being an event planner is no easy task. You have to know what works best with your client while considering the budget they are willing to allot for the event. He also should be able to remain calm under pressure because there are many things that could go wrong before and during the event. Find a coordinator who talks to client, listen to your needs, and present ideas and solutions to their problems. So unless you are confident you’ll be able to plan your own event, it is advisable to look for a person who offers services that will help you pull off your event successfully.