Term Research Paper:

Event Planning

Michaela M. Madsen

BUS 1010

Professor Adams
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Job Description

The life of an event planner is very face-paced and often stressful as deadlines

must be met, even if that comes at the cost of long and non-traditional hours. There are

many different subcategories to the title of event planner, and each specialty requires

different skills and duties to create the perfect event for the customer. Event planners in

general, however, are in charge of making sure that the event they have planned runs

smoothly and that if any problems do arise, they have a plan and are able to move past

it with little damage done to the schedule and overall appearance of the event. Its a lot

of data and detail, said Elizabeth Conway in an interview (Editor 2013), regarding the

networking, setting up of events, and checking up to make sure everything is going

accordingly that is required of the job. While managing all these responsibilities on-site,

there are many more that demand attention prior to the actual event. Planners are

responsible for marketing their event planning services, and bringing in their own

clients to get new projects started. In order to be successful, it is important for the

individual to determine what kind of a target audience they are trying to reach. Do they

want to focus more on luxury/high-class events, or reach out to other clients on a

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smaller/more economical budgets. This will save a lot of time and money, and create a

more specific name and association to your company. After being hired by a client,

planners are to prepare a business budget that both they and the client can agree with.

This allows the planner to know where to search out partnering vendors for the event,

and prioritize materials needed. Here, it is important that the planner previously makes

professional business friendships with various vendors and services in order to offer

options to the client. After the budget is set, planners must then actively reach out to

sponsors, vendors, and services needed to make the event happen. The client should be

at ease in this process as the planner knows more than they do and should merely be

able to come forward with different plans for the client to give input on and approve.

At the end of this process, it can often be difficult to match the budget price exactly and

can either go over or under as different vendors have different asking prices for their

services. This then requires the planner to have good deduction and balancing skills in

order to meet the budget as closely as possible to come back to the client with the

estimated total cost and act accordingly to the result. Planning entertainment also falls

in the lap of the planner. This does not only include a band or DJ, but often expands out

to the finding of a speaker or representative for the event (often specified by the client).

This is very important and, again, a place where good connections and a good

reputation become very important. The event planner cannot put on an entire event by

themselves. Hiring help and training a staff for the particular event is crucial to the
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success of the event. This is something that the planner also makes time for as they are

the one that knows what needs to be done and what help is needed in those particular

projects. As the event creation is then set in motion and committees are set to work, the

planner must check in and make sure all is being done correctly. They are the ones with

the vision from the client and must convey that vision in such a way that everyone

involved can also see this vision coming to life through their different projects. While

these projects are in motion, the planner must make sure all activities and materials at

the event are in line with local laws and regulations. If something is, it is then their job

to find an alternative source of that specific material or activity and then check with the

client to keep them included in the entire process. Throughout the entire process, the

maintaining of financial records is very important to stay on top of. The planner must

either manage this themselves, or hire someone with financial experience to make sure

the budget is met and maintained, as well as making sure services used are recorded.

As the date of the event comes closer, planners must send out the invite list provided by

the client, manage the RSVP list, and eventually follow up with the client to get a final

count. Once a final count is set, it is then their job to go to the venue and plan the layout

and setup of the event itself. This includes the location of the entertainment, catering

setup, decoration, tables, lighting, and anything else included in the planning with the

client to create a smoothly-running event. Once all projects have been completed on

time and are ready for assembly, the planner must provide means of transportation and
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make sure enough hands are on deck (including their own) for the actual setup of the

event. This is a big project and is timed accordingly to make sure the final deadline is

met. Once everything is organized and meets the satisfaction of the client, the event

planner then stays and oversees the process of the event and makes sure everything is

set and runs according to plan. After the event has ended, planners have one last

responsibility to close off the day with, and that is the tear-down and transporting of

the all equipment, materials, and other services used at the event. After this has been

finished, the event is checked off and counted as a success. (S. 2010-2017) (

As it is clearly seen, event planners carry so much responsibility as each event

requires various duties of the planner. This is no easy job and cannot be done alone.

Marketing and networking is crucial to an event planners success and each individual

seeking to pursue a career in the event planning field should take the respected time to

become very familiar with the description of all the tasks and requirements demanded

of an event planner.

General Education Experience

Similar to the general career pathway for an event planner, the general education

requirements are very open-ended. There are classes that can be taken that are more

directly focused on the event planning side of business, but anyone can become an

event planner. Whether they are a stay-at-home mom, or a person with a PhD, event

planning is a very creative field and can be accomplished with a love for creative
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planning and organizing, and creating the perfect memory for another person. Online

classes are offered online for anyone interested in learning more and becoming certified

in the event planning field. It is a great way to learn more and decide if it is the right

plan for you.

While no formal requirements are demanded by the event planning industry,

some education suggestions are made that may help an individual find a better job at an

established company, or simply to appear more desirable to clients. A bachelors degree

in hospitality, management, marketing, public relations, communications, or business;

as specified in the article, How to Become a Certified Event Planner. All these

different areas could be very beneficial to an up-and-coming event planner as it shows

official knowledge in the field, and reaffirms the persons place in the event planning

industry.

General Career Path

The general career path for an event planner is very open-ended. Becoming an event

planner is a very entrepreneurial career pathway. Building a resume is the best way to

start out. Whether experience is gained through volunteer work, internships, events for

family and friends, or working for an already established business, it is all very useful

because overall experience is what clients will look at when deciding what event

planning agency to use. Another approach to experience that can be taken is by starting

out in a related job field such as catering, floral design, or interior design. These are all
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areas of experience that will be beneficial to a future event planner. Any kind of

experience is the key to being a successful event planner. Without it, there is no proof of

your success, and clients will quickly move on to a more established organization with

more credentials to display.

Average Salary

The average salary for an event planner in 2015 was $46,840 (How to Become a

Certified Event Planner), therefor averaging close to $4,000 a month. This is a life-

sustaining salary, but is not set in stone. Higher levels of experience are more desirable

to clients and could potentially sway the decision of pay. However, marketing and

credibility play a big role in the income an event planner receives for their events.

Different companies target varying demographics of clients. One planner could be

successfully planning million-dollar events, while another individual focuses on

planning events for small businesses that average couple thousand dollars. This

difference in cost and focus on target clients for each event shows a difference in the

income for both individuals. Events that cost more pay more.

Career Outlook

The career outlook for an event planner could either be very successful and lead

to a big-name corporation, or could remain very small and local. A lot of the success

gained from this job comes from the individuals focus on the satisfaction of their

clients, and the joy of creating something special for that person, no matter what the
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event is. If a person can do this job and do it well, they will be successful. There are

always events to be planned and people are always searching for help. Its a lot of work,

and finding someone specialized in the field can be incredibly useful to companies or

individuals that do not know how to effectively accomplish such time-consuming work.

This may not be the most secure long-term career, but even as a second job or

merely just a hobby, the work is always available and satisfying. It is also a very lenient

job as far as time commitment because the planner gets to choose to take on jobs and

makes the schedule depending on each event. Because of this, and everything else

mentioned, it is a great job for anyone interested in creating their own platform for a

business that can be made small-scale, or large.

Bio of Someone in the Event Planning Business

I currently work at an event planning agency and decided to interview my boss,

Amanda Hansen, about her current position in the business, and some history on what

it took to get her to where she is today. She has been working in the event planning

business since 2001 at Decoration Inc.. I began by asking her what a typical day of work

was like for her and what it entailed. First thing, make a phone call to check in with

staff for any question on urgent projects. This is a very important thing to do at the

beginning of the day because it creates a solid foundation for the day and clarifies

expectations to decrease the chances of mistakes occurring. Second, go to the office and

meet with project managers about upcoming projects and work on proposals for
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potential jobs/clients. Check in with the floral studio to see what accounts they are

working on and how the flowers look[and] make samples of each item we are

providing. This allows her to physically be present at the shop for any on-the-spot

questions and shows her investment in the projects and presence throughout the

process. As stated in the job description, it is the job of the planner to make sure all

projects come out according to the initial vision.

Next, I asked her why she chose this career, knowing all that would be

demanded of her from designs to late hours. Her response, I kind of fell into it. I was

doing prop styling for photographers...then it lead to working for Decoration Inc.I

learned as much as I could and wanted to take on more and more responsibilities. It felt

right because I could be creative, but also allowed for business-minded thinking. I

eventually got to the point where I was running the business and bought my boss out.

This just shows how different the opportunities are that exist in this career field.

Starting out as an employee or partner is a great way to make a name for yourself and

build from there.

She studied Physical Therapy in college. Nothing very creative or aimed at her

current career, but she said, past work experience helped me the most to understand

how to give good customer service and work smart...apprenticing under someone was

my education for this job. As previously discussed, this is the most beneficial way of
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studying and proves that former education in a specific field does not determine ones

qualification for the job.

This entire interview was very enlightening to me as I am interested in this

career path. Hearing about her own life and how she got to her current position really

taught me a lot about the field and what was needed to be successful. It was also very

helpful to get a better look into what she does versus what I do as an employee. I

learned a lot more about the job and am even more excited to see where I end up after a

few more years of experience.

Pros and Cons

Throughout my research, I have been able to identify many pros and cons related

to a career as an event planner as it is a vary versatile career. I will discuss three of

them. First, you get to be creative with every project and have almost complete freedom

with it. In contrast, all resources may not always be available and slow seasons can

bring your business down and create problems without previous networking to create

backups when needed. Second, hours are flexible and dont always require the planner

to be at the shop. On the other hand, you are working for a client who has their own

schedules to manage that may require extra of the event planner. Also, deadlines are

created and must be met, even if you are left working on last minute projects until 5am.

Third, it is a relatively easy field to get involved in. Because of this, however, there is

always competition and someone that can offer something you dont, or have more
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experience that you dont have. It can be hard to build up a solid foundation for your

company, but with the proper marketing, networking, financial planning, and

determination, success will mirror your work and dedication. Pros and cons come with

being an event planner as the steps leading up to an event are constantly full of

uncertainties and variables. Taking the risk, however, is worth it as long as you are

prepared and flexible so progress can continue. Being creative is very useful in helping

to turn cons into pros when possible, and is therefore a necessary characteristic to have

in order to be a successful event planner.

My Personal Fit With This Career

While researching this career, I found that I was very well-suited for this job. I

am a very organized person with good management skills and a background in

business. I am currently working part-time under a well-accredited event planner and

have learned a lot from the different experiences at each event. I was very fortunate to

have found this job and already become a successful employee that is treated well and

recognized for the different tasks I carry out. I love what I do because I get to work with

different people with different backgrounds, learn more about floral design, become

familiar with various collaborating services and venues, and learn the ins and outs that

would not be available to me if I wasnt currently experiencing the work first-hand. I

am a very creative person and have always been interested in a job where I can connect

personally and socially with other people, and still have the freedom to design the
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perfect event for someone else. Interior design has always been an interest to me, but a

degree in business has always been my educational goal as it allows me to expand my

horizons and have many different career opportunities available. Not only would I be

able to bring a creative aspect to my company, but I am also very experienced in other

fields required to keep a business running, such as, financial planning, business

management, accounting, and marketing. These would all be very useful and help me

start and run a business efficiently. Event planning is a great potential career path for

me as it offers lot of what I want in a future career, as well as highlights most of my

personal qualities and characteristics that would be most beneficial to me in this line of

business.
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Sources

Amanda Hansen. Phone: 801-521-8533 Email: amanda@decorationinc.com Address: 826

South 500 West Salt Lake City, UT 84101

Editor, T. M. (2013, February 05). How to Break Into Event Planning. Retrieved October 18,

2017, from https://www.themuse.com/advice/how-to-break-into-event-planning

Hard, R. (2017, March 05). Why Event Planning Isn't About Throwing Parties. Retrieved

October 18, 2017, from https://www.thebalance.com/what-is-an-event-planner-1223579

How to Become a Certified Event Planner. (n.d.). Retrieved October 18, 2017, from

http://study.com/articles/How_to_Become_a_Certified_Event_Planner.html

(n.d.). Retrieved November 22, 2017, from http://www.americasjobexchange.com/event-

coordinator-job-description

S. (2010-2017). How to Become an Event Planner. Retrieved October 18, 2017, from

https://www.academicinvest.com/business-careers/business-administration-careers/how-

to-become-an-event-planner
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Reitmeyer, J. (n.d.). Here Are Some Helpful Tips On How to Start a Wedding Planning

Business. Retrieved November 16, 2017, from https://www.thebalance.com/how-to-start-

a-wedding-planning-business-1223903

Woodward, M. (n.d.). 5 Event Planning Skills You Need for Success. Retrieved November

22, 2017, from https://www.thebalance.com/successful-event-planning-skills-4051976