What is an Event Organizer?
An event planner (also known as a meeting or convention planner) is someone who coordinates all aspects of professional meetings and events. They often choose meeting locations, arrange transportation, and coordinate other details.
What does an event planner do?
An event planner typically does the following:
- Meet with clients to understand the purpose of the meeting or event.
- Plan the scope of the event, including time, location, schedule, and cost.
- Request offers from places and service providers (for example, florists or photographers).
- Work with the client to choose where to hold the event and who to hire for services.
- Inspect the sites to make sure they meet the customer’s requirements.
- Coordinate event services such as rooms, transportation, and food service.
- Check in with on-site staff to coordinate details.
- Monitor event activities to ensure attendees and customer are satisfied.
- Review event invoices and approve payments.
Whether it’s a wedding, an educational conference, or a business convention, meetings and events bring people together for a common purpose. Meeting, convention and event planners work to ensure that this purpose is achieved smoothly. They coordinate every detail of the events, from start to finish. Before a meeting, for example, an organizer will meet with clients to estimate attendance and determine the purpose of the meeting. During the meeting, you take care of the logistics of the meeting, such as registering guests and setting up audio or visual equipment for the speakers. After the meeting, poll the attendees to find out which topics interest them the most.
Event planners also look for potential meeting venues, such as hotels and convention centers. They consider the accommodations and services that the facility can provide, how easy it will be for people to get there, and the attractions that the surrounding area has to offer. More recently, planners are also considering whether an online meeting can achieve the same goals as a face-to-face meeting.
Once a location is selected, planners organize meeting space and support services. For example, they negotiate contracts with vendors to provide meals for attendees and coordinate plans with on-site staff. They organize speakers, entertainment and activities. They also oversee the finances of meetings and conventions. On the day of the event, planners can register attendees, arrange transportation, and ensure meeting rooms are set up properly.
What is the workplace of an event organizer like?
Event organizers spend most of their time in offices. During meetings and events, they typically work on-site in either hotels or convention centers. They travel regularly to attend events they organize and to visit meeting venues, sometimes in exotic locations around the world. Organizers regularly collaborate with clients, workers, and meeting attendees.
The work of meeting, convention, and event organizers can be fast-paced and demanding. Organizers oversee many aspects of the event at the same time, face numerous deadlines, and orchestrate the activities of several different groups of people.
Most event organizers work full time. Additionally, many are required to work long and irregular hours in the lead up to a major event. During meetings or conventions, organizers can work very long days, starting early in the morning and working until late at night. Sometimes they must work on weekends.