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An event planner is someone who arranges special events on behalf of clients, either corporate or private.

The client will tell the event planner what kind of event is proposed and the budget for it. The event planner then arranges the whole thing including finding the right venue, issuing invitations, catering, transport to and from the event, and accommodation. In addition, the event planner will be responsible for meeting any special needs of attendees and, in the case of corporate functions, probably also the availability of presentation facilities such as audiovisual equipment and the like.

The first step is to ascertain the client's objectives for the event and whether it is a corporate or social event. Often, corporate meetings will also include a significant social aspect so the event planner for a management retreat, for example, may also need to arrange for sightseeing or entertainment in addition to the corporate side of the event.

Once the objectives are clear, the event planner will then work with the client to set a budget for the event and decide with the client where to hold the event. The event planner needs to know who the attendees will be and where they are travelling from so that accommodation and transport can be arranged as necessary. In addition, the event planner will arrange for catering, communications, labor, meeting facilities, printing and supplies, entertainment, speakers, gratuities, awards, insurance and anything else that may be required for the specific event in question.

The event planner, of course, relies on third parties to actually provide these services and will have an established network of contacts with suppliers and vendors among caterers, hotels, travel agencies, printers, furniture/ equipment hirers and so on.

Event planners vary in their approach to billing. Some take as their fee a fixed percentage of the total cost of the event (say 10 - 15 percent). Other charge clients on an hourly basis. In either case, event planners will require a deposit (usually a percentage of the budget) to be used to make advance payments.

The beginning event planner should expect long hours and low pay when first starting out. The money will improve with experience and reputation, but the hours will always be long because although the planning occurs during the day, the event is usually at night or on the weekend. Personal qualities required in an event planner are leadership, organization skills and attention to detail. A calm disposition is essential as the event planner will have to cope with many last minute "disasters" and personalities.

Useful Sites:

Entrepreneur Magazine Startup Toolkit

Event Planner

Event Source

Meetings Industry Mall

Recommended book:

Affairs of the Heart: How to Start and Operate a Successful Special Event Planning Service
by Nancy D. Gluck

This book is designed to help you start or improve your career as a Special Event Planner. It is chock-full of inside information. It includes actual business cards, contracts, bookkeeping ideas, sales scripts and follow up techniques. It is down-to-earth, filled with facts and not 'fluff.' It is easy to read and follow. A 'must-have' if you are considering this field.