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What does an Event Planner do?

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Top Answer
Talent.com talent.com
Answered January 14 2022
Career Expert at Talent.com
Event Planners need to have access to all points of the event planning process. They provide everything from coordinating and overseeing all aspects of the event to monitoring budgets and deadlines, ensuring that the details are foolproof ahead of the scheduled event.  
Professionals in this field should be adept with budget and deadline monitoring. Budgets can be a sensitive topic, so Event Planners will benefit from knowing how to discuss the possibility of going over budgets and setting expectations. Planners also liaise with vendors, service suppliers, and staff throughout all the phases of the events in their calendar.  
One of the most time-consuming tasks for event specialists is keeping lines of communication with clients and businesses open. Busy parties that fail to communicate on both sides could create a bottleneck in closing contracts. Event Planners are the primary point of contact between the client and venue, but if neither party is willing to budge on an issue, it will be up to the Event Planner to find a solution. 

Roles and responsibilities of an Event Planner
Here’s a non-exhaustive list of everyday tasks Event Planners are required to complete: 
  • Coordinate and handle all aspects of the event at hand (e.g., guest list, entertainment, food, security, and promotional material if needed).  
  • Arrange accommodation and lodging of attendees.  
  • Handle food and beverage options for the event (e.g., catering, buffet, bar).  
  • Plan themes and decorations for the event.  
  • Recruit and instruct the necessary staff needed for the event (e.g., Security Guards, Servers, caterers, audiovisual experts, entertainers, Translators).  
  • Install or arrange for the necessary audiovisual equipment according to the activities planned for the event.  
  • Supervise the progress of the event, ensuring all activities align with the established budget and deadlines.  
  • Facilitate meetings with professional associations, sponsors, and other groups to promote and discuss the details of the conference, convention, or event (e.g., budget, guests, and deadlines).  
  • Complete final inspections of the facility before the event starts to comply with the client’s requirements.  
  • Frequent communication with the customer. 
  • Verify the point of contact between customers and the establishment during the entire event process.  
  • Efficiently communicate event details to the coordinating establishment’s departments to ensure the proper delivery of event expectations.  
  • Ensure all information provided to the client is current and accurate.   
  • Assist customers with all inquiries related to the event and resolve any conflicts that may arise.  
  • Respond to all requests in an accurate and timely manner, accommodating special requests, if any.  
  • Interact with clients to obtain feedback on quality and service levels.  
  • Follow up with customers post-event.  
  • Manage administrative paperwork and procedures.  
  • Review and approve tenders, invoices, and any related paperwork.  
  • Track all the necessary purchases made for the event, reporting all expenses to their client.  
  • Develop a business network with the local venues, vendors, and service suppliers.