Turn your hobby into a business: Event Organiser

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EVENT ORGANISER Cashzilla’s ‘Turn Your Hobby into a Business’ Series

Image by Pink Sherbet


SO YOU WANT TO PLAN EVENTS? You’re the one all of your friends turn to when something has to be organised. Be it a birthday party, a holiday or even just a Friday night down the pub, you’re there behind the scenes, making sure that everything goes down without a hitch. If this sounds like you, then why don’t you put your organisational skills to good use and turn your hand to event planning? This guide will talk you through all you need to know to get started in the exciting world of event management…


WHAT DOES THE ROLE INVOLVE? If

you

think

event

It can be an exciting

planning is all glamorous

career, however stay away

parties and champagne

from event organising if

receptions, think again.

you like your 9 to 5,

The work of an event

because planners work

planner is widely diverse

very long and sometimes

– you could be organising

unsociable hours.

a corporate party one day, and getting your hands dirty

setting

up

an

exhibition the next. Image by Garry Knight


MAIN RESPONSIBILITIES: Some of the day-to-day tasks that an event planner is responsible for include:  Conducting research  Creating an event design  Finding an event location

 Arranging for food, decor and entertainment  Planning transportation to and from the event  Sending invitations to attendees  Arranging any necessary accommodation for attendees  Coordinating the activities of event personnel  Supervising at the event  Conducting evaluations of the event


TYPES OF EVENT MANAGEMENT Most people automatically

There is always a steady stream of

think of wedding planners

domestic events for event planners

when they think of what an event organiser does. However,

to work on. These could include surprise parties, important birthday parties (like an 18th, 21st, 60th etc.),

parties and events have become

children’s parties, weddings,

a big part of modern life, and

retirement parties, or engagement

what’s more, people’s

parties.

expectations of events are

But there is also a lot of money to

increasing. This puts pressure

be made from commercial events.

on individuals to bring in a professional event planner to ‘wow’ their guests.

Companies need product launches and shops need opening nights, plus don’t forget about political events, charity events, and

town/city celebrations. There are loads of opportunities out there.


SO HOW DO I GET STARTED? The best asset you can have

But there are also lots of

in the events industry is

educational courses you can take to

experience, so if you have previously worked for an

learn the trade and prepare yourself for becoming a freelance event planner. Most colleges (and some

events company or in a

universities) run event planning

related industry, like PR or

courses which will give you an

marketing, then you will be

event planning qualification to add

at an advantage.

to your CV and impress potential clients. One of the organisations you will find by searching online is

The UK Academy of Wedding and Event Planning, which offers certificates in wedding planning, event planning, and event design.


C L I E N T C O N T R AC T S If you choose to specialise in commercial event management it is important to create a legal

It is essential that you discuss the way you charge for your work before any work is carried out.

contract with your clients. This

One method you could use to

is to protect your business and

charge for your work is a fixed-

help deal with problems, should

price. This means that you charge

there be any. The contract with

a fixed price for a set event project

your client should set out all the

which is agreed with the client

terms and conditions of the job

ahead of time, and is irrespective

and the event details, plus it

of how long it takes to complete

should state how and when you

the work. However, this could be

will be paid.

difficult to determine when you first set up your business and have little experience of working out the overall cost of certain events.


C L I E N T C O N T R AC T S You could also charge your clients per hour. This method means it is much harder to be under or overpaid for a project. Charging by the hour also requires you to fill out timesheets, so there needs to be a

fast and reliable way to transfer

If you will be specialising in domestic event management, then your clients will probably prefer to pay you a fixed

timesheets back and forth between

amount - perhaps a percentage

yourself and the client. One way of

of the overall event cost. You

doing this is by using small business

could also create a much

accounting software which allows

shorter and less informal

you to track the time you spend on

contract-type document when

each project and generate flexible

working for domestic event

timesheet reports to pass on to the

clients.

client.


IN SUMMARY… Don’t be scared to take the plunge into the world of event organisation. It’s a fast moving and exciting career

that is ideal for anyone with strong organisational and negotiation skills. With careful planning and a strong execution, there is no reason why you can’t become a successful event planner, even in this difficult economic climate. Good luck!


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