Event planning can be one of the most thrilling and invigorating careers. You no doubt know how to have a good time. You’ve also planned your share of parties and gatherings.
But if you plan to hang a shingle as an “event planner,” there’s an essential checklist by which you should abide.
Using these tips, you can prepare for your new career and start planning events on behalf of family, friends, businesses, out-of-town clients, nonprofits, and more.
1. Are You Certified or Licensed as an Event Planner?
In case you were not aware, event planners can be licensed or certified in a variety of fields, including:
● Certified Meeting Professional (CMP)
● Certified Government Meeting Professional (CGMP)
● Certified Meeting Management (CMM)
● Certified Special Events Professional (CSEP)
● Digital Event Strategist (DES)
● Certified Professional in Catering and Events
● Certified Trade Show Marketer (CTSM)
● Certified Quality Event Planner (CQEP)
● Certified Event Planning Specialist (CEPS)
While there would never be an insinuation that you should obtain all these certifi cations, you should strongly consider acquiring one or two that best suit the work you wish to do.
The initials after your name speak volumes when clients and prospects receive your emails or read your business card. These initials are signifi cant when dealing with high-quality, high-net-worth, and dignitary clientele. These clients will likely never give you the time of day unless you look just as important as they are.
Furthermore, specialized certifications teach you a bit about managing events that you cannot learn anywhere else.
2. Are You a Licensed Business?
Yes, you can plan events and charge your clients for your services, but are you a licensed business? Most companies, individuals, charities, etc, simply will not do business with an individual who does not have an established business licensed in their area.
You gain a great measure of trust from prospects and clients when they can go to your website and research your business. They will soon realize that you’re more than someone who will steal their money and run off without planning the event (because it happens, and you cannot blame your new clients for being cautious).
A licensed business can also obtain insurance and bonding covering all its events.
3. Engage With Vendors
Your event planning to-do list should include a massive roster of local vendors who help you make each event memorable. Event planners get to know vendors over time, and you should establish relationships with these businesses, including:
● Caterers
● DJs
● Local musicians
● Popular venues
● Bakeries
● Florists
● Trusted workers for each event: servers, bartenders, etc.
The more robust your roster, the more options your clients have when you plan events. Yes, you can take suggestions, but you want to be the person with the answers when the planning begins—it makes life easier for everyone.
4. Establish Your Budget
Planning your budget well promotes fi nancial effi ciency while preventing overspending. Be prepared for venue rental fees, beverages and catering, and guest speakers and entertainment early.
Also, plan your expenditures for promotions and marketing, branding, decorations, equipment and technology, and miscellaneous expenses.
5. Event Play-by-play Sheet
Your to-do list should include a play-by-play of the event. The best thing you can do for yourself is create a proprietary “call sheet” that explains how you, as a business, plan to make each event go off without a hitch. You can share this with your clients so they see how you will function on the day of the event.
Plus, this is a list you should share with anyone you hire for the event so that they know how you like to do things. When everyone is informed, the event is much easier to manage.
6. Invitation and RSVP Management
Your invitations might be physical or digital based on the kind of event. In either case, include all relevant details, such as time, date, location, RSVP instructions, and dress code. Send follow-ups for confirmation. Consider accessibility needs, dietary requirements, and other guest accommodations.
7. Event Promotion
Marketing is how you drive attendance. Use multiple promotional strategies, including event-listing websites, email marketing, and social media campaigns. Media outreach can start with press releases but should expand to partnerships with businesses and influencers.
8. Preparing On-Site Logistics
Day-of logistics can make your event successful or burden it. Plan for directional assistance, signage, and necessary check-in or registration procedures. Coordinating your staff and volunteers should include emergency preparation, contingency plans, and security personnel if needed.
Start Your Career as an Event Planner Today
When you begin a new career as an event planner, do not be afraid to get certified, license your business, make friends with vendors in the area, and create a culture by which your business operates. These simple steps make it easier to set your clients at ease, grow your company, and remove the complications from event planning.
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