Having worked in the Waipahu 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 Waipahu, 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?
Wedding Planner - Why Hire a Wedding Coordinator?
A Wedding Planner was once thought of as a luxury, only used by the wealthy. Now an event coordinator is essential to a well planned affair. It is important to remember that your Wedding Planner is not there to make a decision for you but to guide and assist you in making informed decisions.
Every bride dreams about their perfect wedding but find it's not easy making that dream wedding a reality. Brides can average around 250 hours organizing their wedding. The engagement period should be a time of fun and excitement but most brides and grooms find themselves running around sourcing suppliers and reception venues, choosing invitations and arguing over guest lists instead of enjoying this exciting time in their lives. Combine this with working and is it any wonder, come the wedding day, they are totally stressed.
What will a Wedding Planner do
A Wedding Planner will do as much or as little as you want. If you want a completely stress free wedding your Planner will source and negotiate prices with all suppliers, assist you with decisions regarding themes and colors etc. for your wedding, basically they will do all of the legwork and you will only have to make the decisions regarding which suppliers to contract. Your Planner will also assist with any pre-wedding parties, if required. They will also be there on your wedding day to make sure everything runs smoothly and on time.
You may prefer to organize some part of your wedding yourself and use a Planner to source suppliers for you or you might want to organize your entire wedding and just have a coordinator on hand for your wedding day so you can enjoy your big day without worrying about anything. Most Wedding Planners will offer a range of packages and hourly services.
This will just be an added cost
A Wedding Planner will save you valuable time and money as they can take advantage of discounts not available to private parties. They will do all the legwork and present you with a list of options within your budget. Their expertise in negotiating with service providers means they can secure the best deal for you. Wedding Planners build up a network of top quality vendors in the wedding industry and they only recommend the best as this impacts their own business. They negotiate very good discounts with these vendors and, in most cases, you will find that your Wedding Planner will not be an added cost on your budget as the discounts they obtain will cover their costs.
Where to start
When you first meet with a Wedding Planner they will provide you with a starter kit which will detail their services and costs, along with checklists and ideas and suggestions that will assist you to make a decision regarding themes, colors, flowers, number of guests etc. This is also an opportunity to see if you are comfortable with the Planner and if you will be able to work together. This initial consultation and starter kit is usually offered free of charge. When you make the decision to go ahead a contract will be presented to you detailing exactly what is expected of both parties and the cost of the services provided.
Your Main Purpose As a Wedding Planner
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.