Do you have a passion for planning events at school or at work? Or have you ever watched the Olympic games, a tech conference by Apple, or even a music festival come together seamlessly and thought, “I want to do that”?
Here’s the good news: Event planning combines creativity, organization, and people skills, so you could do it if you’re naturally organized, creatively inclined, and thrive on bringing people together.
But where do you begin? How do you turn your passion into a successful event planning career?
This step-by-step guide will answer this question. It will discuss everything you need to know about how to get into event management.
Step 1: Understand the Key Roles and Responsibilities of an Event Planner
A successful event planner plays multiple roles, including being a communicator, negotiator, problem solver, and creative thinker. Specifically, an event planner’s core responsibilities include:
- Client consultation: Discuss with the client to understand their needs, goals, and budget for the event.
- Budget management: Create and maintain a budget that accounts for all aspects of the event(such as venue, decor, catering, and entertainment).
- Venue selection and booking: Research event venues and select one that aligns with the event’s purpose, size, and budget, then negotiate and sign contracts for its use.
- Vendor coordination: Book and manage third-party services (such as caterers, decorators, entertainers, and photographers).
- Logistic planning: Coordinate all the physical and operational aspects required to successfully execute the event (e.g., secure necessary permits, manage the delivery and setup of necessary items such as signage and furniture).
- Event design and styling: Craft the event’s aesthetic (themes, color palettes, layout, and visual details).
- Marketing and promotion: Promote the event through social media, email marketing, or advertising campaigns. This is especially important if the event is public or ticketed.
- On-site management: Oversee the event as it happens to ensure everything runs smoothly. This includes managing timelines, ensuring on-site attendees are properly guided and cared for, and handling any last-minute issues or unexpected challenges that may arise.
- Post-event evaluation: Collect feedback from event attendees and other stakeholders, assess what went well, and identify areas for improvement for future events.
Step 2: Consider Typical Earnings and Career Outlook
Research and understand how much event planners usually earn and what the job market looks like for this career, both now and in the future.
For earnings, consider researching the average salaries for event professionals in your area. Importantly, understand how income varies based on experience, location, event type, etc. Doing this will help you determine whether a career in event management can meet your financial needs.
According to the U.S. Bureau of Labor Statistics, the median annual wage for event planners is around $59,440, with a salary range of about $35,000 to $101,000.
Outside the US, you can search on salary database websites such as Glassdoor, Payscale and Linkedin.
For a career outlook, research the job demand. Find out whether event planners are in high demand. Also, consider future trends (whether there will be more or fewer job opportunities in the coming years). Doing this will help you understand whether the event planning career offers long-term job security. Interestingly, the stats make for good reading. The US Department of Labor’s OOH states that employment for event planners is projected to grow 7% from 2023 to 2033, which is faster than the average growth rate for all occupations.
Step 3: Understand the Industry Inside Out
The event planning field is diverse and highly competitive. For this reason, a thorough understanding of the industry can give you a strategic edge and prepare you for success.
For example, this step will help you understand that there are different types of events you can work on, enabling you to make informed choices about your career path.
It also helps you meet clients’ needs better. You’ll understand which trends are gaining momentum and which ones are outdated, helping you offer fresh, creative ideas that impress clients. Additionally, you’ll be aware of common pitfalls and legal or logistical challenges that can impact event success, enabling you to avoid costly mistakes and plan for contingencies.
Specific steps to help you understand the industry well include:
- Follow top event planners on social media: This can help you see event management in action, stay up-to-date on industry trends, discover helpful tools and resources, and get inspiration for your own projects, among other things.
- Watch behind-the-scenes documentaries of weddings or live events: These can help you understand what it actually takes to plan and execute an event, including the unexpected problems that planners face and how they remain composed under pressure.
- Read industry publications: This can help you stay up-to-date with what’s trending, provide insights into industry standards, and offer ideas to bring to your own projects.
- Volunteer at community events or assist at weddings: This gives you real-world, behind-the-scenes experience. You’ll see how events are set up, coordinated, and executed.
- Attend networking mixers or expos in your area: You’ll get to meet key players in the industry, learn how they work together, learn about the latest event tech, and more.
Step 4: Identify and Acquire the Essential Skills Required to Succeed as an Event Planner
Your skills are the foundation of your ability to plan and execute successful events because, without the right event planning skills, even the best ideas or enthusiasm won’t translate into effective event management. Here are the essential skills required to succeed as an event planner:
- Organization: Event planning involves managing multiple tasks, deadlines, and details simultaneously. Being organized helps you keep track of everything and ensure nothing falls through the cracks.
- Time management: Events often have strict deadlines, so managing your time well ensures you complete all tasks on schedule and avoid last-minute chaos.
- Communication skills: To execute events successfully, you’ll need to clearly communicate with clients, vendors, and team members and ensure each stakeholder is on the same page with you. Effective communication will also help you negotiate more favorable deals and resolve conflicts more effectively.
- Budget management: Since financial resources are usually scarce, events often operate on tight budgets. This is why an event planner must know how to plan and track expenses to maximize resources and avoid overspending.
- Creativity: You’ll be expected to design experiences that wow. For this reason, creativity helps you design unique events that stand out and delight clients and guests.
- Problem-solving skills: Unexpected issues always come up. Thus, event planners must be able to quickly solve problems and adapt plans to keep the event running smoothly.
- Negotiation: Event planners negotiate contracts and prices with vendors. Having good negotiation skills can help you secure better terms when negotiating deals and save money.
- Attention to detail: Small details, even seemingly insignificant ones (such as ensuring the right decorations and confirming guest lists), can make or break an event. Attention to detail can help you catch errors before they occur and create a seamless experience.
- Tech savviness: Virtual events and digital planning tools are now commonplace. An example is Eventtia, which facilitates event planning and enables virtual and hybrid events, allowing attendees to participate without being physically present. Being tech-savvy helps you use these event apps and software tools to simplify event planning and management.
Step 5: Explore Relevant Degrees/Certifications or Training Programs
You don’t need a degree to become an event planner. However, formal education can be a significant advantage, especially if you want to enhance your credibility and stand out in the competitive event management industry.
Earning a certification shows that you’re serious and committed to your profession. And clients, especially those in corporate and high-end event markets, take you more seriously when they see that you’ve invested time in professional training.
Degrees and diplomas that can make you more competitive as an event planner include:
- Hospitality management
- Public Relations or Communications
- Business Administration
Event planning certifications that can enhance your credibility and give you a competitive edge include:
- Certified Meeting Professional (CMP): This is awarded by the Events Industry Council (EIC) and has become the gold standard for corporate events, especially meetings and conferences.
- Certified Special Events Professional (CSEP): This certification is designed for experienced event professionals, particularly those in the special events industry. It is considered one of the highest credentials in event planning and is awarded by the International Live Events Association (ILEA).
- Certified Wedding and Event Planner (CWEP): This is a comprehensive certification offered by Lovegevity’s Wedding Planning Institute (LWPI) and is for aspiring wedding and event planners.
- Certified in Exhibition Management (CEM): This is offered by the International Association of Exhibitions and Events (IAEE) and signifies a high level of expertise in exhibition and event management.
- Digital Event Strategist (DES): This is a certification for professionals focused on virtual and hybrid event planning.
Step 6: Get Hands-On Experience
Event management is a practical job. While learning everything you can about event management is important, it is applying what you’ve learned in real-world situations that helps you to truly develop the skills, confidence, and instincts that great planners have.
Thus, one of the most important steps in becoming an event planner is getting hands-on experience. Thankfully, when it comes to hands-on event management experience, everything counts. You don’t have to wait until you have that big event. Instead, start small. It doesn’t matter whether it’s a birthday party, a school fundraiser, or a friend’s baby shower; experience is experience, no matter the scale.
Specific ways to gain hands-on experience include:
- Volunteering at charity events or festivals
- Offering to plan events for religious institutions, local clubs, or local businesses you’re part of
- Interning with a wedding planner or event agency
Step 7: Create a Portfolio
A portfolio is a collection of materials that showcase your work. It includes photos and videos of past events you’ve planned, a description of each event and your role in them, design concepts, and planning documents (such as timelines, budgets, and vendor lists).
A well-documented portfolio allows potential clients to see what you’re capable of. Try to always document events that you planned or participated in. Aim for a portfolio of 3 to 4 well-documented events. Write a summary of what you did. Take high-quality pictures or videos. If you transformed a space, ensure you have before and after visuals. List vendors used and document budgets.
If you’re just starting out in the event management field, consider including mock projects, volunteer work, or even school assignments as a way to gain experience. Note that anything that shows your planning, organization, and design skills can build your first portfolio.
Step 8: Start Building Your Network
The events planning industry relies heavily on referrals. Thus, building relationships can open doors to event planning jobs and partnerships.
To network, consider attending wedding shows, bridal expos, or industry conferences. You may also join Facebook and LinkedIn groups for event planners. Additionally, consider joining professional associations for event planners, such as the International Live Events Association (ILEA), Meeting Professionals International (MPI), and the National Association for Catering and Events (NACE).
Also, consider introducing yourself to vendors (venue managers, florists, caterers, DJs and bands, and photographers) as they may refer clients to you or partner on future events.
Step 9: Choose a Niche
Specializing can make your services more desirable. First, you build expertise if you focus on planning a specific type (or related types) of events. And you’ll be able to market yourself better if you niche down.
While event management is broad, do not try to be everything to everyone. Instead, hone in on just one aspect, which could be that part of event management you not only love doing but also do best.
To help you niche down, you may ask yourself questions like: What kind of events energize me? Do I prefer formal, fun, or creative projects?
Popular event niches you may like include:
- Wedding planning
- Children parties
- Corporate event management
- Nonprofit and fundraising events
- Cultural or religious celebrations
- Luxury or high-profile events
- Destination events
- Festivals and entertainment production
Corporative Event powered by Eventtia
Step 10: Define Your Brand
After choosing your niche, the next step is to develop a strong personal brand around your niche. A personal brand is important because it helps you stand out from other planners with similar skills or services.
Start by defining your brand identity or what you want to be known for. Popular options include elegant & luxury-focused, whimsical and creative, corporate and efficient, and eco-conscious and sustainable.
Next, choose a visual style by picking brand colors, fonts, and a logo. Then, develop a personal tagline or bio that sums up who you are.
Step 11: Launch Your Own Event Planning Business
The following is important in this regard:
- Register your business name and business structure (sole proprietorship, partnership, etc.).
- Open a business bank account.
- Get business insurance (especially liability insurance).
- Create a business plan (specify your target market, define services, and create a pricing structure).
- Set up client management and invoicing systems.
- Build a business website.
Note that launching your own event planning business is an optional step. If you don’t have the experience or confidence to be on your own, you may start by seeking employment or partnering with other industry professionals.
You may consider working for event planning firms, hotels and resorts, convention centers, and nonprofits. Choosing employment with event organizers when starting a career as an event planner not only guarantees a steady paycheck but also provides mentorship opportunities and is less risky.
Step 12: Market Yourself
Once your brand and business are established, the next step is to actively promote yourself to potential clients and increase your visibility.
Top places for promoting your event management business include:
- Social media: Set up profiles on Instagram, TikTok, Pinterest, and Facebook and post regularly about what you do.
- Directories: Get your business or website listed in relevant directories.
- Website SEO: Blog about event planning trends, tips, and related topics, and also engage with other event planning blogs.
- Email marketing. Collect emails via your website and send updates or tips.
Event Marketing powered by Eventtia
Note that marketing is not a one-time activity. Since people often choose the planner they see the most, marketing should be an ongoing process to constantly put you at the top of mind for potential clients.
Step 13: Stay Updated and Continue Growing
The event planning industry is constantly evolving. Thus, to remain competitive and capable of offering full-service solutions, it’s important to expand your industry knowledge and skill set continuously.
Consider:
- Following event trends on Pinterest, TikTok, and Instagram
- Taking courses on virtual/hybrid event management
- Learning about new event technology, like 3D floor plans or RFID badges
- Joining webinars hosted by industry leaders
Takeaway: Become an Event Planner and Simplify Planning with Eventtia
If you have a knack for organizing, you can have a successful career in event planning. And yes, you can become an event planner, even without prior experience. Follow the 13 steps discussed above, and you’ll be able to launch a career in event planning, and before long, you’ll find yourself planning and executing even large-scale events.
As you take your first steps into the industry, consider using an event management software, as these tools streamline workflows and simplify event planning. This is where Eventtia comes in.
Eventtia is an all-in-one event management platform that helps businesses and organizations plan, promote, and execute in-person, virtual, and hybrid events. It offers tools for event registration, ticketing, marketing, on-site check-in, data analytics, and attendee engagement features like networking and virtual event capabilities. Plus, it is highly customizable and integrates with various systems via an API.
Ready to plan and execute events that give guests memorable experiences? Book a free demo and see how Eventtia can help you!
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FAQs
See answers to the most frequently asked questions about how to launch an event planning career:
How Long Does it Take to Become an Event Planner?
How long it takes to become an event planner depends on your goals. Some people start within a few months by assisting at events or gaining valuable experience through internships or volunteering, while others may take a year or longer if they pursue formal education or certifications.
Can You Start an Event Planning Business Without Prior Experience?
Yes, you can start an event planning business without prior experience. However, it’s recommended that you gain some experience first through volunteering, internships, or managing small events, as these help build your skills and portfolio.
How Do Event Planners Get Their First Clients?
Many start by planning events for their friends, family, or local community groups, offering discounted or pro bono services. Many others gain their first clients through word-of-mouth in their personal and professional networks.
Is Event Planning a Good Career Choice?
Yes, event planning is a good career choice if you enjoy organizing, multitasking, and managing teams. While it can be fast-paced, it can also be highly rewarding.
Do You Need a Degree to Become an Event Planner?
You do not need a degree to become an event planner. What matters most is relevant experience, organizational skills, leadership skills, and a strong network. However, having a related degree (such as one in hospitality, marketing, or business) can be beneficial, as it can help you stand out in the event industry or the broader hospitality industry.
What Degrees or Certifications are Useful for Event Planners?
Useful degrees that can help event planners stand out and attract more clients include hospitality management, marketing, communications, or public relations. Some of the most prestigious professional certifications for event planners include the Certified Meeting Professional (CMP) and the Certified Special Events Professional (CSEP).
Are Event Planners Currently in High Demand?
In-person, hybrid, and virtual events have continued to grow. As a result, businesses and organizations are increasingly relying on skilled planners to create meaningful and engaging experiences.
Which Types of Event Planners Earn the Most?
Some of the highest-earning event planners are corporate event planners and those specializing in high-end weddings, luxury brand activations, and large-scale conferences.
What Are the Five Cs of Event Planning?
The five Cs of event planning are Concept, Coordination, Control, Culmination, and Closeout. These Cs represent the key phases from event idea to execution and post-event review.
What are the Five Ps of Event Planning?
The five Ps of event planning are Product, Price, Place, Promotion, and People. These Ps are marketing principles that help guide event strategy and execution, ensuring that all aspects of the event are meticulously addressed.
What are the Main Stages Involved in the Event Planning Process?
When planning an event, the main stages are:
- Goal setting and concept development
- Planning and budgeting
- Logistics and coordination
- Execution
- Post-event evaluation
What is Corporate Event Planning?
Corporate event planning involves organizing events for businesses to support company goals such as branding, sales, and employee engagement. These events include conferences, product launches, team-building activities, and client appreciation events.
How Do You Get into Corporate Event Planning?
To enter corporate event planning, start by gaining practical skills and experience through volunteering at similar events or working at an agency. Next, build a portfolio that showcases your abilities, and then network with relevant contacts in the corporate world.
What is the Difference Between an Event Planner and an Event Coordinator?
An event planner plans and manages every aspect of an event. However, an event coordinator focuses on logistics and day-to-day execution, typically working under the direction of the planner.
How Do Event Planners Typically Get Paid?
Event planners have different payment structures, including flat rates, hourly rates, and a percentage of the total event budget. Some also earn commissions from vendors.
How Do I Obtain a Business License for Event Planning?
Requirements for obtaining a business license for event planning vary by location. However, the typical steps are:
- Choose a business name
- Register your business with your local government
- Apply for a business license or permit through your city or state’s licensing department
- Apply for insurance (if needed)
