Event Planning
Event planning is the application of project management to create and develop the overall event from beginning to end, structuring the event and coordinating all the moving parts. The event planner sees the whole picture and is concerned with the entire customer and guest experience. The event planner, often referred to as the producer, is the client’s main point of contact throughout the event process and on-site. The producer will manage and guide all aspects of the event, anticipating the needs of the client, to ensure that the event meets the client’s vision and budget.
The producer can encompass all the roles detailed out below, however, depending on the complexity and scale of the event, additional personnel may be utilized for more specific and detailed support during the event process. Most commonly, the producer will enlist the services of a production manager and creative director. This team of three is often most effective to ensure the seamless execution of the event.
Examples of Tasks
- Work with client to identify and define overall event needs and goals.
- Daily / Weekly communication with client.
- Overall budget creation and management.
- Define project scope of work (SOW) and objectives for each stage of production.
- Establish pre-production timeline and deadlines.
- Scout, select, and contract event venues.
- Manage guest list and RSVP tracking.
- Work with creative department on event look and feel.
- Obtain and negotiate bids with vendors and manage budgets.
- Oversee all vendors to ensure on time and on budget execution of event deliverables:
- Catering
- Entertainment, Talent, Speakers
- Florist
- Furniture and Decor
- Photography / Videography
- Transportation
- Guest Accommodations
- Security
- Propose attendee activities.
- Coordinate event timing.
- Identify staffing needs.
- Create event Run of Show.
- Work with stage manager on cueing the show.
- Schedule presenter / event rehearsals.
- Develop rain and contingency plans.