You’re looking for a step by step guide to being a professional event coordinator? We’ve got it. Here we will tell you all the details, from its functions, requirements and how to become a professional.
Keep reading to learn how to be the best event coordinator you can be.
Contents
What is an Event Coordinator?
An event coordinator is someone who plans and coordinates events. They may also coordinate the promotion of the events, or they may be responsible for hiring, training, and managing volunteers who will work at the event.
In some cases, the event coordinator may also handle logistics such as transportation and food service.
What Does an Event Coordinator Do?
Event coordinators are responsible for making sure that everything goes smoothly at an event. They must have excellent organizational skills as well as creativity when it comes to planning events that meet their client’s needs while satisfying their own artistic sensibilities.
Event coordinators tend to get paid on commission, so they must be able to handle stress well and manage their time wisely in order to earn a high income.
Requirements
- Make sure you’re legally covered.
- Have a business license.
- Taxes. Pay them!
- Liability insurance. This is a must-have for any kind of event planning and coordination, whether you work on your own or not. It’s important to have this coverage in case anything goes wrong, so that the person who was hurt by your negligence can get compensated for their injuries or property damage. Most states require it; if not check with your state government about getting one before you start doing events professionally!
- Always have an emergency plan and backup plan (in case something happens). For example, if I know I’m going to be away from my office for more than two days at a time, then I’ll make sure someone else has access to our website so they can take over management duties until I return.”
Step 1: Get educated
The first step on the road to becoming a professional event planner is to get educated.
While there are many different routes you can take, it is important that you develop a strong foundation in the fields of hospitality management and event planning.
Your education should include courses in budget planning, business management, marketing, and sales. If possible, these classes should be taken at an accredited college or university.
A degree in hotel hospitality management is also highly advantageous because this will give you an understanding of how all aspects of running a hotel work together.
In addition to this major field of study (or if you do not wish to obtain one), earning your certificate or diploma in event planning will provide similar benefits while enhancing your marketability as an employee or contractor with your clients once they become familiar with who you are as a professional organizer for their events.
You don’t need any special certification from anyone other than yourself; however it does help if there’s an actual title behind “Event Planner”.
This isbecause then clients will know what kind of services they’re getting into when hiring someone like that instead just some random dude off Craigslist who says he knows how organize parties/events but doesn’t really have any experience doing so professionally yet himself!”
Step 2: Choose a niche to specialize in
One of the most important decisions in your career will be choosing a niche. It’s up to you to decide whether you want to work for an agency or go freelance, but it’s important that you narrow down the scope of what kind of events you want to work on and how much you’re going to charge. Make sure that before signing up for any event coordinating classes or certifications, that they actually cover topics relevant to your chosen niche—otherwise, it will be difficult if not impossible for potential clients trust your ability as an event planner.
Once you’ve got those basics nailed down, start thinking about the specifics: what cities do I want my business based out of? What kind of services am I providing? How many clients do I need before hiring some part-time help?
Step 3: Subscribe to trade publications and magazines
Subscribe to trade publications and magazines in your industry. If you’re working in event management, there are several great publications that you can subscribe to. These include:
- Event Marketer Magazine
- Special Events Management Magazine
- Convene Magazine
- Meetings Today Magazine
Step 4: Take classes
The best way to learn about event planning is by getting your hands dirty. The next best way is by taking classes, either online or in person at an event planning institute or community college.
Online classes are a good option if you live in an area where there are no professional institutes nearby, and they’re also great for anyone who has trouble leaving the house. You can purchase a student version of Microsoft PowerPoint or Adobe Photoshop and use those programs as part of your coursework if you don’t already have them on your computer.
In-person classes are probably preferable for most people because they give you direct access to instructors with many years of experience in the field, but both options have their benefits—you’ll just need to choose which one works best for your learning style and budget!
Step 5: Start networking
Networking is a crucial part of being an event planner, and you should make it a priority to seek out as many networking opportunities as possible.
Networking doesn’t have to be scary—you can start by connecting with colleagues at work or through social events like parties and happy hours.
If you’re interested in expanding your professional network, consider attending industry events like conferences, seminars, or workshops. You can even make connections with vendors who provide services for your clients’ events!
To build rapport with other professionals in the industry:
- Be friendly and personable when making introductions
- Ask questions about their backgrounds and experiences so that you can learn more about them (and also see if there are any mutual contacts)
- Follow up after meeting someone new—this shows that you are genuinely interested in building long-term relationships
Step 6: Create a portfolio of your work.
Make sure you have a portfolio. If you are new to the industry, it’s likely that you don’t have any experience or skills to speak of yet.
However, this doesn’t mean that your work should go unseen! In fact, the opposite is true: you need to make sure people see exactly what kind of work and experience you bring to the table.
Your portfolio is your chance to showcase your skills and experience so potential employers know what they’re getting themselves into before they hire you.
You can create a physical portfolio by putting together print copies of any photos or videos related to your experience in event planning (or anything else related).
You can also create an online version by creating an online portfolio website where visitors can view all of these materials in one place (and even interact with them directly).
Some examples include Behance and Dribbble—these sites allow users like yourself who are looking for freelance jobs within their industry/field as well as employers who want more information about potential hires like yourself before hiring them on full-time basis
Dribbble also allows users like yourself who are looking for freelance jobs within their industry/field as well as employers who want more information about potential hires like yourself before hiring them on full-time basis
Step 7: Apply for your first job.
To get your first job, you’ll want to do two things: apply and network.
The best way to get experience is by having a mentor who can guide you through the process.
This person could be an event planner in your area, or even someone with more experience than you. You can also ask around among industry friends if they know of any openings at their company or in the area as a whole.
Once you’ve found out what kind of events they’re planning (weddings? concerts?), then it’s time to show them what kind of work ethic and skillset you have by shadowing one of their planners for a few weeks (or longer).
This will give them an idea of whether or not they’d like to hire someone like yourself on board full time.
Conclusion
You should be a people person. You will work directly with event planners, venues and vendors, so you need to be able to communicate effectively with all parties.
Be good at problem solving. Event planning involves many tasks which can take time and effort to complete. The best event planners learn how to prioritize their work while maintaining quality results under tight deadlines.
Be flexible, work long hours and weekends – if necessary! It’s not an easy job but it is rewarding when you see your client’s dream come true because of the hard work that went into making it happen!
