Four Skills to Master in Your Event Planning Career

If you are contemplating a career as an event planner, whether that be with an event planning company, in an event planning position within a corporate organization, or starting your own event planning business, it is smart to make sure that the event planner job is a good fit. In addition to learning the ins and outs of event planning and what the work requires, it is equally as important to be sure you have the event planning skills you need for success.

Highly Organized – Keeping track of numerous tasks, multiple vendors, and constantly changing to-do lists all at once – while keeping your client happy — can be challenging for some and daunting for others. Being highly organized is a must for successful event planning. For those who make and manage to-lists to keep their personal lives running smoothly, being organized may come naturally. For others who struggle to remember deadlines or to pick up the dry cleaning, being organized may require more effort. Event planners may manage one event at a time or be in the planning stages of multiple events simultaneously. Organizational tools for event planners abound, from software that tracks registration to templates for forms and spreadsheets. An event planning checklist that is customized for each event is one of the most valuable event planning tools regardless of your natural organizational ability.

Source: UNSPLASH

Personable – What do all events have in common? People! Who do you interact with and work with in the process of planning events? People! Successful event planners are personable, engaging, good conversationalists and excellent listeners. Event planning is a very social profession in that the end result – the event itself – is or a group of people, large or small. Understanding people and enjoying talking to them are part of the job. This does not mean that, as an event planner, you will spend most of your day out at client lunches and having cocktails at social events. Not at all. Event planning is hard work and much of it is spent at a desk with a phone or computer. After all, in day-to-day life, most of us remember the pleasant, helpful people we interact with and that interaction can make an experience that much more enjoyable for both parties. Knowing how to relate to different personalities, how to connect with someone whom you want to do business with and being someone that makes a positive impression are keys to success so consider this one of those essential event planning skills. No one wants to work with or assist someone who is difficult to talk to, hard to understand or rude and unprofessional in any way.

Excellent Communicator – Excellent communication skills are essential in many professions. In event planning, miscommunication can result in numerous problems for both the event planner and the client, and a simple misunderstanding can have catastrophic results. Being able to effectively communicate thoughts and ideas is a very practical skill that is used on a day-to-day basis by event planners of all experience levels.

  • Written communication – writing event proposals for a prospective client; creating materials to market your firm; writing contracts with clients and vendors;drafting thank you notes to guest speakers and VIPs
  • Verbal communication – ability to explain the scope and purpose of an event;effectively communicating your ideas to a supervisor, client or vendor; understanding and processing information that is provided, such as the concerns of a client or questions from a caterer;skillfully negotiating hotel rates, contract details, or extras from a vendor

Creative – Successful event planners have ideas. Lots of them. And with that creativity the ability to transform the idea into something tangible. They can take a vision and bring it to life. From developing a unique theme for a party to coming up with an affordable decorating solution that meets a small budget, creativity is essential when planning an event. Creativity also comes into play when facing the inevitable problems that arise during even the most diligently, professionally planned event. In this scenario, creativity takes shape in the form of problem-solving. Being able to think creatively to develop solutions to problems can positively impact the success of your event.

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Must-Have Components for Email Invitations

The best way to promote your event and invite guests is through email. Event emails are not difficult to create. Here’s a short guideline for creating one.

Subject line. If you’re able to get the email recipients to open your email and read it, there’s a bigger chance for you to persuade them to attend your event. Create an engaging and interesting subject line that will pull your readers in. It should tell the reader what to expect. It should also have a sense of urgency that propels the reader to act.

Logo or company name. A logo and company name reminds the recipient about the sender of the email invitation. A variation of this is a masthead which also works well.

Purpose of the event. Tell people what your event is all about and what is in store for them if they come.  Give a glimpse of your event or of your venue especially if it’s a stellar one.

Event details. Provide the date, time, place and other necessary information in your email. Include the full address of the venue, parking information and conditions, etc.

Call to Action. Tell your email recipients what to do. In connection to this provide a button or a link which will direct them to a sign up form, your site, a landing page, or a Facebook events page with more details.

Picture. Your invitation should include an image that represents the event. If your event is tied to a specific person, include his or her picture (including yourself!). This will help attendees recognize him, her, or you immediately. If you’re hosting a grand opening, include a picture of your new building.

sample-email-meeting-invitation