An event organizer is a professional or expert in planning and organizing events and special occasions. Event planning is the application of event management to develop and create significant and small-scale personal or organizational events, including weddings, celebrations, ceremonies, conferences, conventions, banquets, and concerts. Although some people may call event planning and event management two separate endeavours, these are not so.
Jobs of an event organizer
Venue Management: First job managing venues. There are many types of platforms for events. You should know what type of your desired venue is and how to set up the room accordingly.
Guest List Management: Another job managing guest lists. If you have ten guests attending, make sure a lot of people can fit! Please create a list on excel to keep track of all names and emails before the event date, so it’s easier to contact everyone beforehand!
Event Branding: This might be obvious, but something that will stand out about this job is making marketing materials like flyers, posters, invitations, etc. Do some online research or create them yourself if you’re creative enough with photo editing software like Photoshop.
Volunteer Coordination: Many volunteers look forward to helping at events like these because it’s a great way to network and build up connections.
Food & Drink Management: It is essential for food to be served, so you will need an arrangement with the venue or caterer beforehand if many people are attending! And don’t forget drinks too – they’re just as important.
Logistics Management: Manage all transportation logistics such as making sure cars can fit in the parking lot of the facility, find out about bus routes/ availability, know where taxis usually go nearby, etc., seats available on each train car? Make sure before the event date! This means checking ahead of time how many trains run during rush hour times (or particular day) so no one gets stuck in traffic or misses the event because people can’t fit on a train.
Event Marketing: Promoting events is just as important to do since this will help more people attend and make great connections! You could go old school by posting flyers around town or utilize social media by promoting it through Facebook, Twitter, Instagram, etc.
Budget Management & Accounting: If you’re not sure how many guests are attending, it would be too much for your budget – allocating money towards food/venue/drinks, then yes, it probably might be depending on how expensive things are going to get. This means looking into catering options that have lower rates per person, considering only 10 of them are coming, which also requires careful planning. People attending a free event is different from 10 guests that need to pay for everything.
Event Logistics: This means planning times ahead of time and knowing what you should be doing before the day of the event (such as getting your hair done, nails too), during ( such as checking on catering/venue), and after ( like making sure everyone gets home okay). You’ll also want forms of contact in case anything goes wrong with transportation or if someone needs help immediately!
Post Party Clean Up: Things get messy after any party, especially when there are guests! If it was at a venue, then chances are they will clean up, but you still must make sure all plates/cups go in the correct bins; people taking plates at once is a total disaster!
Tips in Hiring Event Organizer
1) Get referrals from friends and family when you are hiring an event organizer.
2) Ask for references when you are interviewing candidates. Have candidates provide at least three professional references before you make a decision.
3) Check the online reviews to see if there have been any mentions or complaints about the individual you are interviewing.
4) Find out how many years of experience they have in the industry and your specific type of event.
5) Find out what types of events they have organized and if they have planned it themselves in the past.
6) Make sure they have the correct licenses and certifications to run their business legally in your area or state, whichever applies to you. For example, you would want them to have a business license, a sales tax certificate and a resale permit.
7) Ask for their contract in writing to ensure that you understand what is expected from both parties, i.e. payment schedule, timeline, etc.
8) Find out if they have any photos or videos of past events that they can show you before hiring them for your event so you know the quality of work that will be produced by the organizer hired.
9) Always meet in person with the candidate when going over your event details and plans to make sure there is good chemistry between the two if it’s a good fit in terms of personality and how together you can get in putting on your event.
10) Make sure they can collect payment via check or credit card for their services either before the event starts, during the planning stages or after your event runs without any issues.