Event Planning

Seats at a business event

Event planning is defined as the coordination of an event involving the gathering of many people in one area at once. The convergence of partygoers, concertgoers, employees and athletes is a surprisingly complex process demanding strict attention to all of the patrons’ needs. From catering to sanitation to security to cleanup, an event planner will need to attend to all the needs and demands of the visitors.

Steps

There are certain steps that an event planner must follow to seamlessly provide for the organizers and the attendants. Whether it be a Bar Mitzvah or a sports competition, the event planner must be aware of cultural circumstances behind the event.

The organizer must provide content and location for the event. Content can range from live entertainment to location-specific leisure, such as golfing at a country club. That being said, the location should provide relevant content; hotels often contain conference centers because their area is likely touristic in nature, and they provide immediate location staffing.

After organizing the entertainment and location, the event planner needs to hire caterers, marketers and decorators. Who you choose, of course, depends on the nature of the event, and as previously mentioned, those providing goods to the event must be aware of who they are providing for. During this time, it is important to budget the process. This will allow the planner not to spend in excess, and it will provide assurance for the client. Since there are so many little things to administer, time management is vital to an event planner’s success.

Career

Event planning is a relatively new type of career, but it is rapidly growing. The sheer complexity of the process has demanded people skilled in communications and organization. There are also other titles given to event planners, depending on the area being catered to:

  • Conference coordinator
  • Convention planner
  • Special event coordinator
  • Meeting manager

Some of the most famous event planners, like Robert Jani and Tommy Walker, have ended up producing Super Bowl halftime shows and Olympic ceremonies.

It is, however, a stressful and fast-paced job. To coordinate any event demands long hours and even physical labour, so it is recommended that one be in good shape. It may even require waking up as early as 5:00am and going to bed at 11:00pm; and since most large events take place on weekends when everyone is available, event planners must realize that this is not a 9 to 5, Monday to Friday job.

Event Greening

One of the more recent concerns surrounding event management is the environmental impact of bringing together a large number of people under one roof. Event greening is the practice of implementing environmentally-conscious solutions that will leave a smaller carbon footprint, while also reducing the amount of unsustainable products. This is something that begins from the ground up; everyone contributing to the event—from the visitors to the suppliers—need to be involved in this process.

If done correctly, event greening will actually bring in a bigger return, as less water and less sanitation support will be required. Furthermore, it provides a reputational boost, as visitors will perceive the conscious resource-saving efforts as both innovative and empathetic. For that reason, it has become a benchmark among businesses to conduct events with sustainability in mind.