The day in the life of an event planner is hectic and ever changing. No one day is like the other. That is the exciting part of the job. You can expect your day to go something like this…
8:00 am: It’s go time! First things first, coffee. Once you get your morning jolt it is off to business. Communication is key. Email and phone calls are an everyday occurrence. Make sure to check your messages in the morning so you can prioritize how the rest of your day will go. A to do list is essential, not only to plan out your day, but your week and month as well.
9:30 am: Meeting with a new potential client (congrats!). Make sure you know their priorities before the meeting. Listen carefully to your client, and remember: this is their day. It doesn’t matter if this is for a party for 5 or 500. Every event counts. Building a client list is so important for an event planner, because if you do a good job they will likely come back and recommend you to others. Once you score your client (of course!) it is time to plan, plan, plan!
10:45 am: While you are starting to plan for your new client, you have to remember the other clients! An event planner usually will have more than one event going on at a time. It is all about multi-tasking and keeping careful track of dates and times. In one day you may have to call a caterer, a florist, a hotel, an event space and so many more! Once things get closer to the big day, you will need to go to the location to double check that everything looks right and is being set up correctly. It is all in the details. Organization is an event planner’s most important tool.
12:30 pm: Lunchtime may be a break some days, but others you may have to meet your clients to get updates, as this may be their only time to meet. It is important to continually be in contact throughout the event planning process. Make sure they are up to date. Share the good news about their favorite caterer and be honest if there are hiccups along the way.
2:00 pm: Throughout the rest of the day expect more calls and emails (remember communication!). Occasionally you will have to meet with the hotels and florists etc. to personally see everything is going according to plan.
6:00 pm:On most nights this will mean the end of your day, BUT we cannot forget about the events themselves. Of course this means you get to attend the event you planned (for weeks and months!), and although you should enjoy you a job well done, it is still your responsibility to make sure everything goes off without a hitch. This means checking microphones, table settings, food and more! Don’t forget the cleanup as well, either hiring a cleaning service or having your own staff do it personally, you cannot leave without the space looking the way it was when you arrived.
Event planning is not your typical nine to five job, often times it involves nights and weekends, but you get to be involved in a world where your imagination can run free. One of the greatest rewards is knowing that you are turning someone’s special day from something that they could have only dreamed of into a reality. Remember, planning can be stressful, but in the end it is well worth it all to see your event come to life.