You probably never thought of it, but the ancient Olympics and Disney’s Electric Light Parade didn’t just happen. These events required skilled event planners to come off without a hitch.
Despite the fact that the event profession as we know it today is a relatively new field of study, for as long as we can remember — and even before that — people have been coming together to gather and feast. Think back to the ancient Olympics in Greece: someone had to organize the festival and the following athletic competitions among city-states, right?
I’ve been educating future event planners for nearly 20 years. Here are the basics of the business and what you need to know if you want to become an event planner.
What Is an Event?
The term “event” is derived from the Latin word evenire which means to come out, happen, or go forth. Events, therefore, are outcomes of the purposeful efforts and hard work of events teams and events leaders.
Interesting side note: It has been reported that the term “special event” was coined by an Imagineer at Disneyland named Robert Janis. As the story goes, Walt Disney asked Janis to come up with an event that brought guests back to the park after dark in order to increase profits. He came up with the Electric Light Parade, and the rest is history.
Most events fall into one of these four categories:
- Celebration
- Education
- Marketing
- Reunion
It is important to understand which one your event will be. Furthermore, in the last three decades, the profession of event planning has grown to include numerous sub-fields such as civic events, trade shows, expos, meetings and conferences, fairs and festivals, sporting events, and social-life cycle events such as weddings and quinceañeras.
What Is an Event Planner?
Event planners are professionals responsible for organizing, coordinating, and managing various types of events. These events can include weddings, parties, festivals, corporate meeting management, conferences, conventions, and other gatherings. The goal of an event planner is to ensure that every aspect of the event — from transportation and location logistics to food, finances, and vendor management — runs smoothly, meets the expectations of the client, and creates a positive experience for attendees.
What Skills Do Event Planners Need?
There are many transferable skills in the area of event management, but the foundation of success lies within the following areas. Mastering these skills early on could ensure that you are on the right track in your event planning career.
Time Management
In the events industry, time is money. Event scripts and critical operating calendars are tools of the trade that can keep managers on task.
Financial Planning
Event planners need to set realistic budgets with philosophies that match the desired outcome of their clients (or potential clients). Is it a fundraiser or a for-profit event? How can you plan your event in line with the financial constraints?
Human Resource Management
Managers also need to consider who will be at the event. Determining the right people to work an event is a human resource skill that each event manager must consider, especially when using volunteers. Proper recruitment, training, and reward of volunteers is the key when running large scale events.
Technology
This piece of the puzzle is ever-changing. Increasingly, event managers rely on access management software (ticketing), Radio Frequency Identification (RFID), and social media to manage their events and the buzz surrounding them.
Organization
Organizational skills are essential for an event planner to efficiently manage multiple tasks, coordinate vendors, and ensure every detail is executed seamlessly for a successful event. Multitasking and attention to detail are crucial components of staying organized and meeting deadlines as an event planner.
Communication and Interpersonal Skills
Both written and verbal communication skills are key to working well with clients, suppliers, and other staff helping with an event. Thus, the best event planners maintain positive relationships with these individuals in order to exchange information effectively and manage expectations.
Creativity and Problem-Solving
Creative skills enable event planners to curate memorable experiences and a unique event design that reflect the client’s vision. In addition, event planners often need to anticipate problems before they arise and proactively innovate solutions — as well as handle last-minute changes with grace.
How Do I Become an Event Planner?
Earn Your Education in Event Planning
To become an event planner, first consider pursuing formal education in event planning or a related field such as hospitality, public relations, or business management. Many colleges and institutions offer courses or event planning certificates that provide you with fundamental knowledge about the industry — including budgeting, contracts, and event logistics — and help prepare you to become a certified event planner down the road.
Choose an Event Planning Specialization
The event planning industry offers a wide range of opportunities, so it’s beneficial to select a specialization that aligns with your interests and skills. Whether it’s being a wedding planner or coordinating corporate events, conferences, or festivals, focusing on a niche will help you develop expertise, set yourself apart, and attract clients seeking specific services.
Gain Practical Experience and Build Your Portfolio
Hands-on experience is invaluable for aspiring event planners; consider internships, volunteering, or working as an assistant at events to learn the ropes. As you gain valuable experience and pursue entry-level positions, be sure to document your work by building a portfolio showcasing photos, testimonials, and examples of successful events you’ve contributed to.
Network
Networking with industry professionals is key to building a career in event planning, as many opportunities come through referrals and connections. Attend industry conferences, join event planning associations, and connect with vendors to create relationships that will help you find potential clients, learn best practices, and gain access to new opportunities. For instance, it can be useful to join professional organizations such as the International Live Events Association (ILEA) or Meeting Professionals International (MPI) and become a Certified Meeting Professional (CMP).
Pursue Employment or Start Your Own Event Planning Business
After gaining some experience and developing practical skills, you can either seek employment at an established event planning company or start your own business. Employment provides structured growth opportunities, while starting your own business allows you the freedom to create your brand and choose your clients.
Stay Up to Date on Industry Trends
The event planning industry is constantly evolving, so staying informed about the latest trends, tools, and technologies is essential. Subscribe to industry publications, attend workshops, and follow top event planners on social media platforms (like LinkedIn) to keep your skills relevant and continue offering fresh, innovative ideas to clients.
Pursue a Career as an Event Planner
As with any career, certain knowledge and expertise is best attained by focusing your studies in that specific area. A degree in event management can equip you with the foundation and targeted skills to build a career as a successful event planner.
At Johnson & Wales University, we offer an online Bachelor of Science in Sports, Entertainment, Event Management program that allows for applied learning opportunities for aspiring event professionals, along with further specialization in areas such as:
- Hospitality, nonprofit, and corporate event planning
- Sports and entertainment marketing
- Professional sports and tournament management
- Concert and event production
For more information about completing your degree online, complete the Request Info form, call 855-JWU-1881, or email [email protected].