The event planner must be creative and detail-oriented to plan parties.
There are many aspects to coordinating an event. An event planner is involved in each and every step of the process. An event planner should possess superior communication skills and be a creative and detail-oriented person. A good event planner is able to transform a simple vision into a spectacular event to remember.
Secure Vendors
Locating vendors is a necessary part of any event. It is a good idea to find vendors that you have either worked with before or ones who have good reputations. Food and music are the basis for any event. The event planner meets with the caterer and discusses a theme for the affair. The caterer prepares samples of all courses for the planner to taste and select. The event planner meets with bands, disc jockeys and singers to listen to a performance and make a selection on who will be the best fit for the occasion. It is important that the planner get the vendors to sign contracts and maintain a copy of each contract. The planner should communicate with the vendor throughout the planning process, especially if there are any changes with the event.
Maintain a Budget
The event planner should meet with the client before arranging the event. The scale of the event will depend on the client's budget. This will determine how much detail the planner can put into the event. If the event is a fundraiser, the major goal is to make money. It is important that the event make a profit to support the goals of the fundraiser.
Delegate Tasks
Many event planners work with a team and delegate specific tasks to them. There are many details that need to be attended to during the planning and it can be difficult for one person to manage everything. The team could be responsible for cleaning and decorating the event location or breaking it down after the party. The team also is available to supervise and assist vendors during arrival.
Publicize the Event
Event planners plan both public and private affairs. It is important that people show up to support the occasion. A public party can be publicized through newspapers, radio advertisements, television newscasts and passing out fliers to the public. Guests should receive invitations to private parties. The client may assign this duty to the planner as well. The planner will then meet with a printer to print the invitations.
Evaluate the Event
Once the event is over, the planner can meet with the client to get an overall impression of the event. The client's happiness and satisfaction with the day is an ultimate success. Evaluating the event will let the planner know which vendors to continue to do business with and what details to improve upon.
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