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!