Do you want to be the mastermind behind the next successful wedding or corporate event? You'll need the right training and skillsets to become a sought-after event planner. But with consistency and commitment, you can advance your career in this exciting industry quickly.
Keep reading to learn about the important skills to become an event specialist!
Showcase Your Creativity
One of the most important attributes an event specialist can have is a creative mind. You'll need to wow clients with inventive design schemes and creative approaches to anything from centerpieces to fun activities.
You'll also need to be proactive about letting prospective clients know what you can do. You can share your creativity through:
- Dazzling pictures and video clips
- Preliminary drawings
- In-person or virtual consultations
Maybe you have a creative food presentation idea. Or perhaps you have a dramatic lighting scenario that will set the ideal tone for an upcoming wedding. Capture these ideas as reels or photos that you can share on social media to generate interest.
Communicate Clearly
If you're hoping to run event planning services, you'll need to be an excellent communicator. After all, a significant portion of your time will involve working with team members or vendors to bring an event to fruition. Strong communication skills involve:
- Speaking with a clear and considerate tone
- Writing well
- Learning the art of negotiation
You should be able to articulate expectations to team members and vendors in a clear and understandable manner. Failing to do runs the risk of causing problems or delays.
Similarly, writing well is essential. You may have a client who prefers email or texting as communication. Providing clear and succinct information will ensure their expectations are being met.
And don't forget about the power of persuasion when you're trying to arrange vendors. Make your communication style considerate and friendly. You might just earn an ongoing vendor relationship or a better deal for their services.
Focus on Time Management
Effective event management relies heavily on effective time management. You'll be juggling lots of responsibilities at once. As such, you'll have to divide your time among tasks like:
- Going over tasks with team members
- Meeting with new or current clients
- Communicating with vendors
- Working on branding
Consider using a team calendar or software to help keep projects on schedule. That way, you can check progress on tasks and follow-up with team members if there are delays or miscommunications.
Carve out time to meet with clients to provide progress updates. Schedule consultations with prospective clients, too, to sell them on why you're the right event planner for the job.
Know that one happy client can lead to others through word-of-mouth advertising. It's worth the time and effort to do everything you can to make the client happy. Strong time management skills can help you stay on track - and arrive at stronger outcomes.
Learn How to Lead
Knowing how to lead well will make you a more effective and efficient event planner. That means knowing how to:
- Earn employees' respect
- Delegate responsibilities
- Diffuse conflicts
- Keep your eye on the big picture
You want to project a sense of confidence and trust. If you have employees working for you, treat them as team members and give them a platform to share concerns or ideas.
Even when you're diligent about practicing strong leadership skills, you'll hit snags from time to time. You may be short-staffed or experience a weather event that derails outdoor plans, for instance.
Since mishaps happen, you'll want to have a contingency plan in place. Good leaders will respond to conflicts and setbacks with a sense of calm and composure.
Gain Technical Prowess
Event planning is about more than decorations and table settings. You'll need to have a grasp of the latest technology, too, as you're building your career. Learn how to use technological tools like:
- Management software
- Registration software
- Audio-visual equipment
- Mobile event apps
Management software can help you track invoices from vendors while tracking ticketing. A good comprehensive platform also will allow you to review analytics and reporting. You can compare data points, including revenue from one event to the next.
You may notice a drop in sales for a summer gala, for instance. Reviewing analytics within your software will let you arrive at data-driven decisions. Then you can fix processes or overhaul issues to generate more revenue from your next event.
Event attendees will expect streamlined ways to register for events and show their tickets, too. Make sure you're integrating with mobile apps to make attending your event as easy as possible.
And lastly, don't be blind to the impact of audio-visual (AV) equipment. While you may outsource this job to a professional team, you should know the nuts and bolts of it so you can speak their language. You'll also be better equipped to meet a client's needs in terms of sound and lighting when you know the latest AV tools.
Tackle Logistics
Even if accounting isn't your favorite task, it's one you'll need to have on your to-do list as an event specialist. You can't neglect the bigger financial picture when you're putting together a large event. Otherwise, you could run over budget - and face angry clients as a result.
Staying on top of finances doesn't have to be overwhelming if you're disciplined about it. But whether you're working with your money or a client's, you should be fiscally responsible. Aim to:
- Create and monitor project budgets
- Look for sponsors to offset costs or extend reach
- Choose venues with amenities that will save money
- Look for options with the best return on investment
Ultimately, your goal is to produce a successful event that satisfies your client or generates revenue. Avoid overextending yourself with lofty venues that are oversized and overpriced. Monitor your budget closely and allow enough cushion to account for necessary pivots.
Consider working with sponsors to extend your reach for an event audience, too. You'll provide some free advertising in exchange for help promoting an event. And in some instances, a sponsor may offer financial support that can help your bottom line.
Master Marketing
The reality is that no one will hire you if they don't know who you are. That means you'll need to devote time to developing a marketing plan to broadcast your talents. Plan on using digital and traditional approaches, like business cards, to spread the word.
Marketing needs to be a centerpiece of your branding efforts as a professional event organizer. Create a website that shows:
- A visual portfolio of successful events
- Testimonials from satisfied clients
- Event planning packages
- Details about your experience and services
Use email marketing to send personalized messages about upcoming events. You can tailor emails to different demographics and help increase interest in your next concert or show.
Turn to social media posts linked to a business account where you can share fresh content several times each week. Paid online ads and listings on professional sites can boost your visibility, as well.
Know How to Build Relationships
You'll be a better event specialist when you you're connected in the field. Treat every interaction as a networking opportunity where you can share your brand. To do this, plan on:
- Nurturing vendor relationships
- Building industry connections
- Accepting meeting invitations
While you might feel too busy to take on one more meeting, every meeting could be the start of a fruitful professional relationship. It's in your brand's best interest to accept invitations for one-on-one meetings.
Make yourself accessible as an event planner. In doing so, you'll draw more people toward your business. You'll also nurture stronger connections that can enhance quality and build your reputation as a specialist people want to work with.
Continue Learning
As a professional event organizer, you can't stagnate. The trends or technologies that were popular two years ago may be less reliable today. And what worked well for one event won't necessarily translate to another one.
With roughly 50% of small businesses failing after five years, you'll need to give yourself a competitive edge. And that means prioritizing continuous learning to remain a solid choice in the industry. Focus on:
- Attending event planning expos
- Taking seminars
- Working with mentors
Especially if you're new to event planning, it pays to seek out the guidance of more seasoned specialists. Use expos or networking events to connect with others in the field and express interest in working with a mentor. You might just find a willing individual who can meet with you regularly to offer insights and support.
Become a Successful Event Specialist
Driving your event specialist career forward means focusing on skills like time management and strong communication. You'll need to be an adaptable leader who takes setbacks in stride. And you'll need to make ongoing learning and marketing part of the mix as you build your brand in the business.
The Event Planner Expo brings together thousands of the most talented event planners for an engaging networking experience. Anyone from event planners to PR executives can attend our three-day event to learn the latest industry trends and gain exposure. Get your tickets today and attend all 3 days of the Expo from October 15th-17th!
