An event is one of the moments that serve as important gatherings that is often organized to support various needs in the fields of business, culture, society, or religion. The demand for event production is increasing along with the increasing number of parties who need the event. An event planner has an important role in the success of an event.

What is an Event Planner?

An event planner is a general producer of events, an event planner will take care of planning anything whether it is a gathering, product launching, party, exhibition, cultural festival, or sports event. Event planners have to plan according to event objectives or vision of the client. They will be a consultant and suggest the best direction so that the event can run smoothly according to the objectives. When event planners manage events, they will be assisted by a team of event organizers. Event planners must have the ability to explore amazing ideas to realize each client's vision. An event planner also means a professional in the field of planning, organizing, and executing various kinds of events. Other event planner skills include coordination, communication, and time management.

Event Planner Responsibilities

The success of an event production will depend on the performance of the event planner, they have quite a lot of responsibility in organizing the event. Event planners will conceptualize the event, and help with the execution. They have to make sure there are not many obstacles to an event while helping to make the event more memorable. Here's a list of event planner responsibilities:

Helping customers organize their desired events
Helping clients customize their budget to the needs of event
Propose interesting event concepts
Provide trusted vendor advice to support client's event needs.
Coordinate with each event vendor.
Organize schedule for rehearsal and technical meeting
Create an overall rundown, determine the tasks of each team
Evaluation of the event to ensure maximum service in the next project
Handle licensing, transportation, and accommodation plans.
Managing the budget
Compile financial reports.
Oversee preparation of decorations, security, and equipment
Provide support during the event as well, handling any issues or obstacles that could come up at any time.
Designing various operational needs of event starting from the location, cost, and duration of the event.
Oversee the performance of vendors.
Ensure facilities at the venue
Provide activity filler needs.
Conduct team introspection as an assessment step after the event.

The event planner will first meet with the client and then understand the concept or background of the event they want to organize. Meanwhile, the event production plan prepared by the event planner must be comprehensive, both for budget, schedule, and venue selection.

Event Planner Skills

For the event to be organized to achieve the client's goals and be successful, the event planner will use some of his skills. Quite a lot of event planner responsibilities, so that each event planner task can be successfully carried out, they have several skills as below:

- Accept and understand the client's wishes

A successful event depends on what the client wants. Every customer has different demands and event planners must be aware of that. Event planners must differentiate each client from the details of their needs. They have to adjust what they have to do with client's vision for the event. As long as the client's request is still logical and workable, accept it and try to make it happen. Event planners should also be sensitive to the client's condition, and try to provide unique ideas if the client needs it. Not all clients are good at explaining their desires or creating event ideas. Event planners need to come up with some interesting ideas to provide clients with alternative options.

- Flexibility

Event planners will predict how each part of the event will go. They must be flexible in making sure everything is under control and under the event production plan that has been made before. Many obstacles in an event are very likely to occur, such as interference with the sound system. At such times, event planners must be flexible to find solutions to possible obstacles to the event. Event planners also need to be calm in dealing with various changes that are not following the plan. Changes to the event are common because not all plans can be realized 100 percent. Event planners must take a solution-oriented approach to handle unexpected changes. Because event planners have many responsibilities, they need to be flexible in how they focus on different aspects of an event.

- Organized

One of the important keys to ensuring a successful event production is to be organized. From the start of planning, the event planner must set a logical, ideal, and realistic schedule. The event schedule must have deadlines or restrictions to match the target plan.

- Problem solving

Many problems can arise during an event. When things become difficult, the event planner must be creative in finding solutions. Many "surprises" can arise even though it is a formal event, and event planners must be agile in finding solutions to these obstacles so that the event can run well again. Sometimes a step back is necessary to overcome a particular situation, and the plan must be reorganized with a mindset closer to the potential problem. Problem-solving should also be done boldly and without hesitation. Event planners can ask for help from those who are experts in their field or have primary responsibility. This skill will increase with experience. A problem that occurs at an event does not necessarily have only one solution. Several steps can be an option for event planners and they must choose one of them as an efficient step. Problems in organizing an event can be internal and external. Everything must be anticipated by the event planner and related teams.

- Focus on details

Small mistakes can have serious repercussions especially if not addressed immediately. This is why event planners need to focus on details even if they are small details. Event planners need to pay attention to some important details during planning. All important information should be shared with the relevant coordinating team from event objectives, audiovisual needs, audience, booth arrangements, facilities, event concept, and so on. If there are certain changes in the event arrangement, it is necessary to inform the relevant teams so that they can adjust their work accordingly. Small changes should not be underestimated as they may disrupt the performance of other teams or even the smooth running of event.

- Expert in communication

Communication is key for many parts of event production including event planning. Event planners must use their communication skills when meeting with clients. Event planners will also communicate with other parties involved such as talent, hosts, vendors, sponsors, and so on. Use every communication opportunity whether it's a meeting, social media, text message, or call. Don't let the people involved know about changes at the last minute. Make sure every event coordinator knows their objectives and tasks. Communication skills are needed to ensure each team knows their role in organizing the event. The event planner will provide space for discussion and be a great listener. Event planners can understand each client's wishes through discussion. Expert communication skills from the event planner can prevent miscommunication between each team.

- Experienced and qualified education

Experience is an important aspect of delivering great planning performance. They can do their planning tasks well because they are used to handling this field. Event planners that you find in EO companies are experienced in handling many event projects. They know what to do and what not to do. Event planners also have an educational background that can support their job performance. Event planners usually come from management, communication science, marketing, hospitality, and business administration graduates.

Difference between an Event Planner and an Event Coordinator

Now you need to know the difference between an event planner and an event coordinator. Both work for the same purpose, they need to make sure the event goes well according to the client's wishes. Although their goals are same, the differences between the two are quite clear, especially in their responsibilities or duties. The main responsibility of the event planner is to plan the concept of an event and then prepare the main needs of event. While the event coordinator's duties are not in the field of planning, they will ensure that every event operation runs according to what the event planner has made. Event planners will see the big picture of an event while event coordinators execute the planning points of event production. Now you know the definition, responsibilities, and skills of an event planner. Choosing professional event production in Bali supports clients from planning through execution. Alpha Seven Asia can handle many event details such as marketing, hospitality, social media, and other event employment. Alpha Seven Asia also specializes in photo and video coverage of events, live streaming, and Multicam. Alpha Seven Asia will use innovative methods and deliver every value that clients need in event production.

Event Planners: Key to Successful Event Production