Having worked in the Waikapu event planning industry for almost 7 years there are not many surprises left – but occasionally I still get the, “They did what?” pass my lips! Why am I not surprised anymore – because over the years the number one rule for event planning is putting time into the pre planning of the event, and then planning contingencies for the exceptions that may happen?
So where do you start? As far out from the event date as possible as getting space is the first step. In Waikapu, where we do a lot of work, it is not unusual to be booking one year out at some of the venues, as they are booked solidly every week.
The first few decisions are the easiest. What is the budget? What is the event about? A party, corporate seminar, convention, festival, wedding, or an anniversary – the list is endless, but one thing remains constant once the event has a name and the type of event is decided, the next step will be to decide where to hold the event. This is where the real event planners stand out from the crowd. So you have an event – okay lets book a hotel is normally the next answer but why would you miss out on an opportunity to create a unique experience?
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Event Planning or management is most probably similar in analogy to planning a typical birthday party, where the preparations need to be set up in the most effective ways. However, there are more intimate details in event management that needs to be paid close attention to.
Nowadays, the term Event manager seems to refer to an easy yet sophisticated and chic profession. Yet in actuality, there are consequences and accountabilities that are attached to this classy title of being a service provider. The name suggests the job profile of an event manager involves organizing a special affair. Concepts have to be visualized, planned, budgeted, and executed in events that are often highly regarded such as fashion or beauty shows, concerts, corporate seminars, exhibitions, wedding celebrations, theme parties, product launching, etc.
What is good about this career and its gaining popularity is the minimal requirement for financial investments, yet it allows the planner to be independent and flexible. Personal traits, character and attitude are of more importance in event planning. The planner of events must possess a real passion in holding or conducting affairs, they need to be organized and able to work in flexible and often extended hours. Although this exciting career among the younger generation may have been seen as a sensational one, it also demands a substantial amount of hard work and effort. Perfection is a major quality that must be achieved in any event management and therefore requires a great quantity of patience, good communication skills and comprehension to be practiced by an event manager. Duties must be discharged with efficiency, challenges must be confidently faced and situations must be given due attention and reaction. Team spirit, leadership and organizational skills are as well required in event planning. Every detail no matter how minute must be paid close attention to.
There are also courses available to be taken by anyone who decide on taking a career in event planning. Eligibility courses usually requires to have a bachelor's degree in any discipline but most preferred are management-related fields, social sciences, liberal arts and humanities. Individuals who are of interest simply have to finish these courses that are offered in many academic institutional and universities. Short term certificates as well as post graduate MBA courses may also be taken. Major areas of principles and techniques must also be mastered to effectively perform and execute the duties of an event planner. These principles include public relations, organizational development, communication and implementation.
Training and experience also contribute in becoming an adept and qualified event manager. While at school, the aspirant may work as an event staff personnel for sporting festivals and leagues. If there are local music shows to be held, assist in the preparation. Internships also play a major role in molding a successful planner.
Upon completion of qualifying courses, the event planner can join established companies in event planning or they may choose to set up and start their own business. Employment are available from corporate and public sectors, government agencies, tourist agencies, hotels, banks and other financial institutions, private consultancy firms etc.
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Time management is an essential part of event planning. Event planning is not a casual affair; you need professional training for proper planning and management of the event. Time is very important. We keep wasting a lot of time and at the end of the day we realize that time has passed away and nothing has been accomplished yet. If we would have used this time in a proper manner we would achieve more in less time. Time is a tool which can either help you in making your career and it can even break your career.
Stress is a part of job; people feel stressed out due to working for long hours. Working for long hours is actually not the real issue; in most of the cases managing time is the real problem. You have to manage your time properly in order to remained relaxed and stress free.
Time management is a simple process. With proper time management you will recognize that you achieve more in less time. This will help you in doing extra work and providing time to other important jobs. When you try to get a job in an event planning company; you can easily get a job if you have taken event planning courses. This is because the employers feel that you are well aware of the important of time management. Here are tips for managing time in an effective manner:
1. In time management; you have first identify the most important jobs and the least important jobs. You should focus on the important ones and you should give the least important ones to your subordinates. This way the most important jobs will have all your attention.
2. You should be more focused on results and less focused on tasks. People develop a do list. They feel that if they have this list; they will never miss out on any work and they will be able to manage time. Do list is of no great help; instead it wastes your time because too many jobs are listed on one paper and you waste a lot of time on identifying which one is the most important job.
3. Balance is very important; entertainment is as important as work and sleep is as important as work. If you do not rest and keep on working; you will figure out that the quality of your work is deteriorating.
Time management is the core of event planning. If you have mastered this art then you can become a successful event planner and will be able to manage all affairs in the least possible time.