Event Planner Job Description, Skills, and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of an event planner. Feel free to use our event planner job description template to produce your own. We also provide you with information about the salary you can earn as an event planner.
Who is an Event Planner?
An event planner is an experienced professional employed to supervise the entire process of organizing and coordination. Event planners have various duties depending on the type of event whether it’s a company function, anniversary party, or wedding.
The planning of a corporate event typically takes a considerable amount of effort and time which companies might not have the resources to do within a facility, therefore, many businesses hire event planners. In the beginning stages of organizing a corporate event, the event planner gathers the most basic details regarding this event, from the organization as well as the reason for the event and the estimated number of invites, the date of the year, and the preferred venue for the event. Before making any arrangements for booking for the event, the planner will gather as much data as they can about what the company intends to conduct within the location, be it an auction, business presentation, dinner, and so on.
The hiring of an event planner to plan a birthday, anniversary, or other celebration of personal significance was traditionally thought of as something reserved only for the rich. In recent times, planners working in this capacity are becoming more affordable due to the diverse budgets of private celebrations.
An event planner could be self-employed, operate a business of his own or work in an organization with other special event planners, or might work for a corporation like a hotel-casino where large-scale parties are typical. College degrees are not necessary to be an event planner for special events.
Whenever an event planner meets with a client for the first time, they plan ideas to host the event as well as any requirements necessary. They will also discuss budgets as well as fees and suggestions for the corporate or party event. An event planner could charge on an hourly basis or provide a fixed fee based on the scope and size of the event Certain event planners for special events hire extra staff to assist in organizing and running the event.
The event planner for the special occasion will ask questions about the theme and scope of your event. This includes its location and the kind of food and drinks desired, décor alternatives, and the length that the guest list. If a location has been chosen, the planner can visit the site together with the guests to assess the area and collect more details.
Clients may reach the event planner at any time with inquiries or to request modifications. On the day before the event, the event planner will be on hand to supervise the event and ensure that all the plans are being executed. They will likely stay after the event has ended to oversee the cleaning up and ensure that everything has been returned promptly.
Event planners must be able to develop advertisements and continuously seek out new clients. Furthermore, special event planners should be aware of local laws for obtaining permits for special events.
Event Planner Job Description
Below are the event planner job description examples you can use to develop your resume or write an event planner job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
The duties and responsibilities of an event planner include the following:
- Creating the necessary details for the event, including venue, date, and cost.
- Selecting and booking vendors such as photographers, catering services, and entertainment.
- Visiting vendors regularly to discuss the specifics of the event.
- Negotiating contracts to meet the budget of the client.
- Planning a schedule so that the event runs smoothly.
- Coordinating travel arrangements transport and other services.
- Imagining and creating decorations.
- Defining the responsibilities of staff and ensuring that everyone gets their job completed.
- Inquiring with customers to make sure they are happy with the experience.
- Checking any invoices or bills and then approving the payment.
- Discussing the needs of the event with customers or employees from within the company.
- Promoting the event to potential attendees
- Organizing and arranging decorations for the event
- Setting up and booking the necessary equipment, like microphones, projectors, or projectors.
Other essential duties include:
- Client meetings
Event planners visit their clients to establish the needs of their event, such as the desired goal, the timing, and date, the catering, and the budget. They might have meetings several times before an event to talk about the planning and progress.
- Contracting venues and vendors
Event planners search for appropriate venues and vendors for events and work with them to ensure that their products or services are protected at the appropriate date and the right price. They are also able to view and sample products to judge their quality.
- Event budgeting
Event planners prepare detailed budgets for events for their clients or employers. Budgets have to be approved before your planning phase.
- Conducting pre-event checks
Pre-event checks are conducted on the day event planners go to the venue before the arrival of guests to ensure that all information is accurate. If there are any issues, they will address them before the start of an event.
- Planning events and coordination
Event planners organize their events to make sure they are running smoothly. They supervise contractors and employees to ensure that they fulfill their duties, assist in coordinating the event and ensure that their customers are satisfied.
Qualifications
Education
Although you don’t necessarily require formal education to be a professional event planner, however, having a degree will make you stand out from other applicants. Additionally, enrolling in the right field of study can give you the foundational knowledge required to be a competent event planner. Many event planners have an associate’s degree in communications, business and hospitality, public relations marketing, tourism management, and event management or another related field.
Training
You can improve your event planning skills by completing on-the-job training. Many event planners start their careers as associates or interns in entry-level jobs. When you are working in an entry-level job, take in all the information you can. Learn what the top event planner does and try to imitate it in your work way.
It is possible to check whether your school offers courses in event planning. It is also possible to find out whether there is an organized student group for event planners in your institution. Through opportunities such as informational interviews such as job shadowing, and internships, you can prove to employers that you are fit to help them with their event planning job.
Certifications
The achievement of certifications shows employers that you’re skilled in a particular area that involves event planning. Event planners are often specialized in corporate events, weddings, or celebrations.
These certifications include:
- The Certified Meeting Professional (CMP)
Event planners who want to be specialized in the organization of conventions and meetings should think about this accreditation through the Events Industry Council (EIC). To be eligible for this badge of honor, you must take an exam in writing covering meeting management.
- Certified Special Events Professional (CSEP)
This certificate recognizes event planners who have the skills and knowledge needed to plan an event. It is issued as a service by the International Live Events Association (ILEA). It is required to have three years of event-planning expertise and be able to pass an examination to be eligible for this certification.
- Certified Government Meeting Professional (CGMP)
If you want to arrange meetings for federal agencies, you should consider applying for this certification through the Graduate School at USDA and the Society of Government Meeting Professionals (SGMP). It is offered to those looking to host government-sponsored meetings.
- Certified Professional in Catering and Events (CPCE)
The National Association for Catering and Events (NACE) developed this nationally recognized certification program to assist event planners to become experts in catering as well as the event industry. The certification requires you to go through the training course and pass an examination.
Essential Skills
- Organizing skills
Event planners should be organized and be able to maintain track of all involved elements in an occasion. From working with venues and vendors to managing the budget for an event, event planners must stick to deadlines, manage the process of planning and make sure that all aspects of the project are adhered to. Integrating a well-organized system into your daily routine can make you an efficient and organized event planner.
- Interpersonal abilities
Event planners interact with a range of people regularly in the course of their work. They need to be able to communicate effectively with excellent listening skills and be sociable in their interactions with others. Being able to understand people and collect relevant information to use to plan events is an essential part of the duties of an event planner.
- Communication skills
In the event planning process, miscommunication can cause major problems and can result in not meeting the requirements of the client regarding the event. Event planners require a variety of communication skills that include written communication, verbal communication listening, and non-verbal communication.
- Creativity skills
Event planners are usually naturally creative and this is a crucial aspect of the profession. They should be able to think creatively and assist in transforming ideas into reality to achieve the objectives of their clients. They also need to develop concepts for events, come up with strategies to fund various elements of an event, and resolve issues using innovative and often quick solutions.
How to Become an Event Planner
- Obtain a bachelor’s degree
A bachelor’s degree in event and meeting management or another related field such as the management of hospitality, public relations, or marketing, can help you to become an event planner for a range of different businesses. While some companies do not have a required education for event planners, some require that event planners should be able to demonstrate certificates.
- Get practical knowledge
Practical experience gained while studying could provide you with an advantage over others who are seeking employment when you graduate. Certain degrees offer internship programs that give future event planners a chance of working in an event-planning environment. Through your work experience, you’ll learn more about the planning process and build valuable connections.
Volunteering is another method to gain hands-on planning experience before pursuing the profession full-time. Think about volunteering for an organization that organizes charitable events. Festivals, sporting events, and comedy galas typically require volunteers.
- Create your resume and portfolio.
When you’ve finished your education and gained practical experience, whether, through an internship or volunteering, or both, you can create your resume. It should include your academic accomplishments, your event-planning expertise, and the experience you possess that allow you to excel in the event planning job. Include the keywords you see on job ads for event planning to ensure that your skills are aligned with the requirements of the prospective employer.
Your portfolio should contain photographs and testimonials, as well as marketing materials and coverage by media of any occasions you played the privilege of coordinating.
- Apply for positions in event planning
Utilize an existing resume as well as a portfolio in case you have one, and submit your resume to open job opportunities in the event planning industry. Examine the list of essentials and preferred options to ensure that you’re an ideal candidate for each job. Include a personal cover letter for each job you apply to emphasize why you are the ideal candidate for the job.
After being an event planner for a while, you might decide to create your own business of event planning. After you’ve gained experience full-time working in this field, you may get a certification from the Events Industry Council to show clients your commitment to the planning of events.
Where to Work as an Event Planner
Although big corporations might employ event planners in-house, most businesses have event management firms. Event planners spend most of their working hours in a work environment. Your computer is used to search for the various venues, vendors, and other services for events. The majority of your workday is spent talking with vendors and clients by telephone or meeting them in person.
There may be times when you need to go out of the office to procure items needed for your occasion. On the day before the event, you’ll be working at the location to make sure everything is exactly as planned.
Event Planner Salary Scale
The median annual salary for event planners in the United States is $40,729 per year.