5 Event Planning Skills You Need For Success8 October 2020
“Planning is bringing the future into the present so that you can do something about it now.” – Alan Lakein, author.
The world’s political, religious and economic landscape has been shaped by series of events that were carefully planned and executed by people referred to be extraordinary.
From the rampaging Macedonian conqueror, Alexander the Great, to the Napoleonic conquests, history wouldn’t be complete without mentioning them.
Strategists were not only exclusive to military campaigns. A significant number of breakthroughs in science, arts and politics that shaped today’s world were well thought out.
Today, more than ever, we have become planners. From learning to manage our time, to managing our finances, we can refer to ourselves as micro planners.
Planning cuts across all facet of our lives. It is safe to say that, instead of flowing with the tide, planning brings out greater results.
It is for this reason, that we will be looking at event planning.
Why Is Event Planning So Important?
• The organizers are able to set out clear goals and objectives they hope to achieve.
• It provides all parties involved with an event master plan.
• Nothing is overlooked.
• It serves as an important tool for decision making.
• The brand or organization’s reputation will be boosted.
• It gives the event an organized feel.
• It gives an idea of the budget (cost) needed to execute the event.
Types Of Event Planning
Events come in different forms. But no matter the form it appears, each has its unique goals and objectives that it hopes to achieve.
Knowing how to set the event up in order to achieve the desired results is very important and at the same time challenging.
Event planning can be classified into three, namely;
1. Corporate events
2. Private events
3. Charity/fundraising events
Corporate Events: these are events that are organized by brands and organizations to engage all stakeholders involved in their businesses’ operations. Corporate events serve as an avenues to
• unveil a new product or service
• celebrate an achievement
• reward employees, etc.
Corporate events can come in the form of
• Product launches
• Trade shows
• Board meetings
• Award ceremonies
• Press conferences, etc.
Private Events: these events are restricted to invited guests, and they are recreational. Hosts of this kind of event want to maintain their privacy. Most times it isn’t open to the general public. Food is made available for free to guests. Examples of private events are;
• Wedding/wedding receptions
• Wedding anniversaries
• Birthday celebrations, etc.
Charity/fundraising Events: thesee events are hosted by individuals and also organizations for the purpose of creating awareness and at the same time raising money for a voluntary or humanitarian cause. They can come in the form of;
• Nonprofit gala
• Sporting events
14 Questions An Event Planner Will Ask?
“Every minute you spend in planning saves 10 minutes in execution; this gives you a 1,000 percent return on energy!”– Brian Tracy, author and motivational speaker.
Hiring the services of an event planner will save you from a lot of trouble. Before an event planner commences working for you, he/she will probe you with questions. These questions are targeted at getting a clearer picture of the kind of event you desire. The questions can go on and on.
An event planner’s probing questions may reveal some event ideas you must have forgotten, or you didn’t know about.
If you are new to the business of event planning, asking your clients questions before giving a quotation will show that you know your job, and that you care. Do not force your ideas or opinions on your clients. Instead, make suggestions. If they do not agree, work with what they have asked you to do.
These are some of the questions an event planner will ask, or should ask before giving a quotation.
1. What type of event are you hosting?
2. What does the event hope to achieve?
3. What is your intended budget?
4. Do you have a target number of guests?
5. Is it an indoor or outdoor event?
6. What day, and time will the event hold?
7. Who are your target audience?
8. Will you be sourcing for sponsors?
9. How do you want to feel at the event?
10. What type of food do you want to be served?
11. What type of drinks do you want to be served?
12. What type of caterer do you prefer to work with?
13. Do you intend hiring staff for the event?
14. How do you intend to measure event success?
5 Must Have Event Planning Skills?
It is no small feat to see a project through its ideation stage and bringing it into reality. Handling last minute changes, and attending to unbelievable requests from clients requires certain skills for an event planner to succeed. These skills are;
• Organizational skills
• Leadership skills
• Communication skills
• Attention to details
Organizational skills: as an event planner, do not take pride in completing tasks under disorganization. What works for you, may not go down well with members of your team. Stick to deadlines. Work within your budget. Ensure that your team members are timely informed of any changes. Make sure that all important information and documents are kept handy and organized.
Creativity: creativity is needed to bring to life the sometimes ridiculous requests of your clients. It is quite possible that your clients give you no room to bring in innovation and creativity. Whichever the case, try to always do things differently. Don’t depend on yourself alone. Seek out ideas from external sources.
Leadership skills: as an event planner, you need to trust and delegate tasks to your team members. In doing so, you get the job done. Carrying everyone along should be your priority. This will bring out the best in everyone involved in the project.
Communication skills: an event planner without strong communication skills will find it difficult to interact and build relationships. It is an important interpersonal skill that ensures that the roles of everyone involved in an event are clearly defined to them. Pass information accurately, with respect and clarity. In addition, don’t forget to have a listening ear.
Attention to details: this was one reason you were hired. Tiny details escape the eyes of others. But it shouldn’t be so with you. Those details may be just what you need to create a memorable event.
For an event to be successful, it needs to be thoroughly planned. Planning events requires top-level skills. Event planning should not be underestimated.