How to Become an Event and Conference Planner (Juggling Jobs with Joy)
If you’ve ever dreamed of organizing memorable events or wondered what it takes to become a successful event and conference planner, you’ve come to the right place.
In this guide, we’ll delve into the SPECIFIC steps you need to undertake to kickstart your career as an event and conference planner. We’ll discuss:
- The essential skills you need to acquire.
- The relevant education that can enhance your competence.
- How to secure a job as an event and conference planner.
So, whether you’re a planning novice or an experienced professional seeking to upskill, keep reading.
We’re about to unravel the roadmap to becoming an event and conference planner.
Let’s get started!
Steps to Become an Event and Conference Planner
Step 1: Understand the Industry
Before embarking on a career as an Event and Conference Planner, it’s crucial to understand the industry and what the role entails.
This field is diverse and dynamic, with various types of events to plan, such as corporate events, weddings, concerts, conferences, and exhibitions.
Each event type requires a different set of skills and knowledge, so you need to identify which type of event planning appeals to you the most.
The Event and Conference Planning industry is fast-paced and demanding, often requiring you to work under tight deadlines and manage multiple tasks simultaneously.
You may also have to work irregular hours and travel frequently, depending on the nature of the events you manage.
Additionally, get familiar with the current trends in the industry, such as the use of technology in event planning, sustainable practices, and the increasing demand for virtual and hybrid events.
This will help you stay up-to-date and competitive in the field.
You can gain insights into the industry by attending events and conferences, networking with professionals in the field, reading industry publications, and joining industry associations.
This will provide you with a realistic perspective of the job and help you decide if this is the right career path for you.
Step 2: Obtain Basic Education
Event planning requires a combination of creativity, organization, and knowledge of logistics.
Although there isn’t a specific degree required to become an event or conference planner, a bachelor’s degree in a related field such as hospitality, tourism, public relations, marketing or communications can be particularly useful.
These programs typically cover essential topics like event promotion, contract negotiations, budgeting, and vendor relations.
You may also consider courses or a degree in project management, as a lot of the skills used in this field are applicable to event planning.
It’s also beneficial to take classes or workshops in event planning, even if they’re not part of your degree program.
These will often teach real-world skills such as coordinating with caterers, planning event timelines, and managing onsite staff.
While studying, it’s essential to engage in activities and societies related to event planning.
This could mean joining the university’s event planning committee or getting involved with non-profit organizations.
Such experiences will provide a firsthand understanding of the intricacies of event planning and boost your resume.
Remember, while formal education is critical, the practical application of the skills learned in these programs is just as important in the event and conference planning industry.
So, strive to gain as much experience as you can in organizing events, both big and small.
Step 3: Gain Experience by Volunteering or Interning
After obtaining your degree, getting hands-on experience in event and conference planning is essential.
You can gain this by volunteering or interning at places that regularly host events such as hotels, convention centers, nonprofit organizations, or event planning companies.
Volunteering or interning provides a platform for you to familiarize yourself with the demands and dynamics of the industry.
It gives you the opportunity to understand the intricacies of planning events, from conceptualizing an event to managing logistics and coordinating with various vendors.
It also provides a chance to network with professionals in the field, which can open doors for future job opportunities.
During your internship or volunteer work, you can shadow experienced event and conference planners, assist in organizing events, and gradually take on more responsibilities.
This hands-on experience will not only enhance your resume but also provide practical insights that can be beneficial when you start planning events independently.
It’s also a great way to discover your particular interest within event planning, such as corporate events, weddings, or large-scale conferences.
Remember, your goal is not only to gain experience but also to learn and demonstrate your capacity for hard work, creativity, attention to detail, and problem-solving skills which are critical in this field.
Step 4: Enroll in an Event Planning Course or Certification Program
In order to solidify your knowledge and skills in the field of event and conference planning, enrolling in an event planning course or certification program can be extremely beneficial.
These programs often cover topics such as contract negotiation, budget management, event marketing, and other key aspects of event planning that you may not have learned through experience alone.
Certification programs specifically offer a formal recognition of professional competence in the industry.
They typically require candidates to have a certain level of experience in event planning, and to successfully pass an exam.
Once certified, you’ll stand out to potential employers and clients as a professional who has achieved a standard of excellence in the field.
Event planning courses, on the other hand, may be less intense and more focused on particular areas of event planning.
This could be an ideal option if you’re looking to brush up on certain skills, or if you’re still exploring different areas of event planning to find your niche.
Whether you choose a course or a certification program, ensure it is well-recognized within the industry.
Additionally, always check if the course content aligns with your career goals and the type of events or conferences you intend to plan.
This step will help you enhance your credentials and expand your knowledge, preparing you for more complex and high-profile event planning tasks in the future.
Step 5: Develop Strong Organizational and Communication Skills
In the field of event and conference planning, having excellent organizational and communication skills is a critical asset.
These skills enable you to meticulously plan, coordinate, and execute events, whether small gatherings or large conferences.
On the organizational side, you need to be proficient in planning and managing time, resources, and budgets.
You should also be adept at multitasking and dealing with unexpected changes or challenges that may arise during the planning process.
From scouting and booking locations to coordinating with vendors and managing guest lists, every detail matters and needs to be carefully considered and planned out.
In terms of communication, you need to be able to clearly convey your vision and instructions to your team, vendors, and clients.
This involves active listening, understanding and addressing the needs and concerns of all parties involved, and effectively communicating your plans and expectations.
You also need to be able to negotiate contracts and prices with vendors and service providers.
Developing these skills can be achieved through hands-on experience in event planning, attending industry workshops and training programs, and learning from industry professionals.
It may also involve taking courses in project management, public relations, or business communication.
Remember, effective communication and organization are keys to the successful execution of any event or conference.
Step 6: Build a Network with Suppliers and Venue Managers
As an event and conference planner, building a network with suppliers and venue managers is crucial.
This includes maintaining relationships with caterers, decorators, A/V technicians, transportation services, and more.
These suppliers are your lifeline when it comes to delivering seamless events.
Regular communication and relationship-building with these key players can lead to better deals, reliable service, and overall smooth execution of events.
Equally important are relationships with venue managers.
You should aim to visit as many venues as possible and establish connections with the personnel there.
Familiarizing yourself with the venue’s facilities, the services they can provide, and establishing a personal rapport with the management can be immensely beneficial when planning an event.
Networking and maintaining these relationships can be achieved by attending industry trade shows and exhibitions, social events, and maintaining regular communication.
Always remember to show appreciation to your suppliers and venue managers, as they play a significant part in the success of your events.
Building a strong network in this industry can not only help you in your current role but can also provide future opportunities and collaborations.
Step 7: Gain Experience by Assisting a Professional Event Planner
Getting hands-on experience is an essential step in becoming a professional event and conference planner.
Assisting a seasoned event planner in their tasks can provide you with invaluable exposure to the ins and outs of the trade.
This includes understanding the nuts and bolts of organizing an event, handling vendors, working out logistics, client communication, and much more.
During this period, you can also learn about dealing with last-minute changes or emergencies, which are often an inherent part of event management.
Such exposure can help you hone your problem-solving skills, an essential quality for an event planner.
Additionally, assisting a professional event planner often involves networking with a variety of industry professionals, such as caterers, decorators, venue managers, and audio-visual teams.
This will not only help you in developing a professional network but also in understanding the different roles that work together to make an event successful.
Remember, every event is a new learning opportunity.
Make the most of your time by observing, questioning, and learning from each task.
The more you immerse yourself in these experiences, the more prepared you will be to handle your own events in the future.
Step 8: Familiarize Yourself with Event Management Software
As an event and conference planner, mastery of event management software is essential for successful execution of your responsibilities.
These software systems have been designed to streamline planning processes, facilitate communication, track budgets, manage guest lists, and even design floor plans.
Depending on your specific role, you may need to use these systems to create event websites, register attendees, schedule sessions, manage vendors, or facilitate virtual events.
To become proficient, start by researching the most popular and recommended software in the industry, such as Cvent, Eventbrite, or Bizzabo.
Many of these platforms offer free trials or demos, which you can use to familiarize yourself with their features.
Attend webinars, tutorials, or training courses if they’re available.
By understanding how to use these digital tools, you’ll be better equipped to handle the complex logistical challenges that come with planning events and conferences.
This software proficiency can also enhance your resume and demonstrate your ability to stay current with industry trends.
Remember, the goal is not just to learn one specific software but to become comfortable with the technology used in event planning.
This way, you can easily adapt to new tools as they emerge or as your job requirements change.
Step 9: Stay Updated with Latest Trends in Event Planning
As an Event and Conference Planner, it is crucial to stay informed about the latest trends in the industry.
This can include staying up to date with new technology such as event management software, trending themes for events and conferences, and new approaches to engaging audiences.
This industry is dynamic, and as such, you must be prepared to adapt and evolve with it.
You can stay informed about industry trends by subscribing to event planning magazines and blogs, attending seminars and webinars, and joining professional event planning associations.
Networking with other professionals in the industry can also help you learn about new trends and ideas.
Additionally, attending other events and conferences will not only give you inspiration for your own planning but will also help you understand the shifting dynamics of the industry.
If possible, consider attending international events to get a global perspective on event planning.
Keep your finger on the pulse of the industry by frequently researching and learning.
This can be done through online resources, seminars, or even by taking additional courses.
This constant learning will help you stay competitive and innovative in your role as an Event and Conference Planner.
Step 10: Start Building Your Portfolio with Small Events
As an aspiring event and conference planner, you would want to showcase your skills and abilities through tangible proof.
This is where a portfolio comes into play.
Start by organizing smaller-scale events, such as parties, fundraisers, or intimate corporate gatherings.
These might not be as high-profile as larger conferences or trade shows, but they provide a platform for you to hone your skills, develop your style, and build a portfolio of successful events.
Take pictures of the events you plan, gather testimonials from satisfied clients, and document all aspects of the planning process.
This includes the initial concept and design stages, budget management, vendor selection, on-site coordination, and post-event analysis.
Collect these into a professional portfolio, either in print or digital format.
Every event you successfully plan contributes to your portfolio and demonstrates your ability to handle logistics, solve problems, and create memorable experiences for attendees.
This portfolio will be a crucial tool when you begin applying for larger event planning jobs or when pitching your services to potential clients.
Remember, in this industry, practical experience and proven success often speak louder than qualifications on paper.
Therefore, seizing opportunities to plan and execute small events is a vital step in your journey to becoming an established event and conference planner.
Step 11: Apply for Jobs or Start Your Own Event Planning Business
Upon completing your certification, degree, and necessary internships, it is time to step into the professional field.
You can begin by applying for event and conference planning jobs in different industries like corporate, hospitality, or non-profit organizations.
Ensure that your resume is polished and highlights your expertise and experience in event planning.
You can also create a portfolio that showcases your planning and execution skills through pictures, testimonials, and case studies of events you’ve helped organize.
While applying for jobs, be ready for the interview process.
Brush up your knowledge about the latest trends in the industry and prepare to answer questions about your problem-solving skills, organization, time management, budgeting, and how you handle stress and deadlines.
Alternatively, if you are someone with an entrepreneurial spirit, starting your own event planning business could be a viable option.
This requires a different skill set, including business acumen, marketing abilities, and a network of contacts in the industry.
Before starting your own business, it would be beneficial to write a comprehensive business plan outlining your target market, marketing strategies, and financial projections.
You might also need to obtain necessary licenses and permits, depending on your local and state laws.
Remember, starting a business comes with its own set of challenges, but it also provides the flexibility and control that a regular job might not offer.
Step 12: Continuously Improve Your Skills and Services.
The event and conference planning industry is dynamic and constantly evolving, meaning that as a planner, you need to be committed to continuously improving your skills and services.
This can be achieved through a variety of ways, such as attending industry conferences and workshops, taking online courses, or pursuing additional certifications related to event planning.
First, attending industry conferences and workshops is an excellent way to stay up-to-date with the latest trends and technologies, as well as network with other professionals in the field.
These gatherings provide opportunities to learn from experts and peers, gain new ideas, and refine your planning and organizing skills.
Second, consider taking online courses.
There are numerous e-learning platforms that offer courses in event and conference planning.
This can help you master new techniques, learn about the latest tools and software in the industry, and boost your overall competency in planning and managing events.
Third, pursuing additional certifications related to event planning can further enhance your credibility and expertise.
Various organizations offer these certifications, such as the Events Industry Council’s Certified Meeting Professional (CMP) credential, which is recognized worldwide.
Lastly, always be open to feedback and willing to learn from each event that you plan.
Each event is a learning experience that can provide valuable insights for future projects.
By continuously improving your skills and services, you not only increase your marketability but also ensure that you provide the best possible service to your clients.
Event and Conference Planner Roles and Responsibilities
Event and Conference Planners play a crucial role in organizing and managing events, meetings, and conferences.
They ensure that these gatherings run smoothly and meet the objectives of the clients or organizations.
They have the following roles and responsibilities:
Event Planning
- Identify the purpose and objectives of the event.
- Create a detailed plan including timelines, venues, suppliers, legal obligations, staffing and budgets.
- Coordinate and manage all event logistics.
Vendor Management
- Select and manage vendors, negotiate contracts, and ensure services are delivered as agreed.
- Oversee catering, décor, audio-visual equipment, transportation, and other services related to the event.
Budget Management
- Develop and manage event budgets.
- Negotiate contracts to minimize costs and maximize value.
Communication and Coordination
- Maintain regular communication with clients, vendors, and team members.
- Coordinate efforts between various stakeholders to ensure smooth execution of the event.
Marketing and Promotion
- Develop event branding and marketing materials.
- Oversee the promotion of the event through various channels.
Registration and Attendee Management
- Manage event registration process and handle attendee inquiries.
- Ensure a positive experience for all attendees.
Event Execution
- Oversee event setup, execution, and tear-down.
- Handle any event-related issues that arise.
Post-Event Evaluation
- Collect feedback from attendees, clients, and vendors.
- Compile event reports and evaluate the success of the event against objectives.
Risk Management
- Identify potential risks and develop contingency plans.
- Ensure compliance with health, safety and other legal regulations.
Continuous Learning
- Stay updated with the latest trends and technologies in event planning.
- Attend industry conferences, workshops, and training programs.
What Does an Event and Conference Planner Do?
Event and Conference Planners are professionals who are responsible for planning, organizing, and executing various types of events, such as business conferences, corporate meetings, trade shows, charity events, weddings, and private parties.
They work closely with clients to understand their vision, requirements, and goals for the event, then utilize their skills in project management, budgeting, and communication to bring these plans to fruition.
Event and Conference Planners are involved in every phase of event planning, from selecting and reserving event venues to coordinating with vendors such as caterers, florists, and AV technicians.
They also handle logistics such as transportation, accommodation, and scheduling, ensuring the event runs smoothly and on time.
They may also be responsible for marketing the event, managing registrations or ticket sales, and handling any unforeseen issues or emergencies that arise during the event.
Some Event and Conference Planners specialize in certain types of events, such as corporate events or weddings, while others may work across a variety of event types.
These professionals play a crucial role in creating memorable events that meet clients’ objectives and leave a lasting positive impression on attendees.
Essential Event and Conference Planner Skills
- Communication: Event planners must be able to communicate effectively with clients, vendors, and team members to ensure everyone understands the event’s goals and logistics.
- Organizational Skills: Managing multiple tasks simultaneously is a common occurrence in event planning. Being able to prioritize and stay organized is crucial.
- Time Management: Deadlines are a constant in this field, and being able to manage time efficiently is essential. This includes understanding how long tasks take and planning accordingly.
- Budgeting: Event planners must have a keen understanding of financial management and be able to create and stick to a budget.
- Problem-solving: Unexpected issues are likely to occur during events. Planners must think on their feet and quickly come up with solutions.
- Negotiation: Whether it’s negotiating contracts with vendors or convincing a client to make changes to their event for logistical reasons, negotiation skills are key.
- Attention to Detail: From venue layouts to registration lists, every detail is critical in event planning. Missing one could lead to significant issues during the event.
- Creativity: Unique and memorable events require creative thinking. This can range from innovative themes to unique venue decorations.
- Vendor Management: Event planners often work with various vendors, such as caterers, florists, and AV teams. Being able to manage these relationships effectively is important.
- Technological Skills: Familiarity with event software, social media, and other digital tools is essential in today’s digitized world. This can include event registration software or project management tools.
- Teamwork: Event planning often involves working as part of a team. Being able to collaborate effectively and contribute to a team’s success is vital.
- Customer Service: Since event planning is a service-oriented profession, superior customer service skills are necessary. This can include being able to handle difficult clients or dealing with complaints gracefully.
- Resilience: The high-pressure nature of event planning requires a level of resilience. Being able to remain calm under pressure and handle stress is important.
- Marketing and Promotion: Understanding marketing strategies and promotional tools can help to attract attendees and ensure a successful event.
- Flexibility: Event plans can change rapidly, and being able to adapt and make changes quickly is an essential skill.
Event and Conference Planner Career Path Progression
The Foundation: Junior Event Planner
Your career as an event and conference planner generally begins as a Junior Event Planner.
At this stage, you’re learning the ropes, absorbing all the necessary knowledge, and gaining practical experience.
You may be tasked with assisting in coordinating event logistics, communicating with vendors, and managing smaller components of larger events.
Here are some tips to excel in this role:
- Learn Continuously: Keep yourself updated with the latest event planning trends and technology.
- Seek Mentorship: Don’t shy away from seeking advice and guidance from experienced colleagues.
- Attention to Detail: Pay close attention to every detail to ensure smooth event execution.
The Ascent: Event Planner
With more experience and skills, you’ll transition into the role of an Event Planner.
This involves greater responsibilities such as managing entire events, client relationships, budgeting, and coordinating with different teams.
Here’s how to thrive in this stage:
- Networking: Build a strong network with vendors and clients. Networking can open doors to new opportunities and partnerships.
- Problem Solving: Develop your problem-solving skills to tackle unexpected issues during event planning and execution.
- Client Service: Focus on providing excellent client service to build lasting relationships and ensure repeat business.
Reaching New Heights: Senior Event Planner
As you become more competent and reliable, you’ll evolve into a Senior Event Planner position.
At this level, you’re recognized for your expertise and leadership.
You’ll manage multiple events simultaneously, make critical decisions, and mentor junior planners.
To excel as a Senior Event Planner:
- Leadership: Guide junior planners, share your knowledge, and lead your team to successful event executions.
- Strategic Planning: Contribute to strategic decision-making and long-term event planning.
- Creativity: Use your creativity to design unique and memorable events that stand out.
Beyond the Horizon: Event Manager and Beyond
As your career progresses, you may transition into roles like Event Manager or Director of Events, where you’ll oversee multiple event planning teams, handle larger budgets, and make strategic decisions.
Here’s what to focus on:
- Team Management: Lead multiple teams effectively and ensure they work cohesively to execute successful events.
- Financial Planning: Develop your financial acumen to manage larger budgets and ensure profitability.
- Innovation: Stay innovative and create new event concepts to stay ahead in the competitive event planning industry.
Pinnacle of Success: Director of Events or VP of Events
At the pinnacle of the event planning career, you may reach roles like Director of Events or VP of Events.
In these roles, you’ll be responsible for shaping the overall event strategy of the organization, making crucial decisions, and managing larger teams.
Your success will be defined by the memorable events you create and the impact they have on your organization and clients.
Event and Conference Planner Salary
Entry-Level Event and Conference Planner
- Median Salary: $35,000 – $45,000 per year
- Entry-level event and conference planners typically have 0-2 years of experience and may hold bachelor’s degrees in event management, business or related fields.
Mid-Level Event and Conference Planner
- Median Salary: $45,000 – $60,000 per year
- Mid-level planners have 2-5 years of experience and often take on more complex responsibilities in event planning, coordination, and execution.
Senior Event and Conference Planner
- Median Salary: $60,000 – $80,000 per year
- Senior planners possess 5+ years of experience and are responsible for leading event planning teams, making critical decisions, and mentoring junior planners.
Event and Conference Planning Manager
- Median Salary: $70,000 – $100,000+ per year
- These roles come with significant experience and often involve strategic leadership, project management, and budget decision-making.
Director of Events / VP of Event Planning
- Median Salary: $100,000 – $150,000+ per year
- These high-level positions require extensive experience, and deep expertise in event management and often involve setting event strategies for a company or organization.
Event and Conference Planner Work Environment
Event and Conference Planners often work in a variety of settings ranging from hotels and convention centers to corporate offices and nonprofit organizations.
They may also work for event planning agencies or be self-employed consultants.
The work can be fast-paced and demanding, as planners are tasked with coordinating every detail of an event, from concept to clean up.
This can involve interacting with clients, vendors, and venue staff, as well as managing budgets, schedules, and contracts.
Event and Conference Planners typically have the flexibility to set their own schedules, but they must also be prepared to work long hours, including evenings, weekends, and holidays, particularly during peak event seasons or in the lead-up to a major event.
Travel is often a significant part of the job, as planners may need to visit potential event sites, meet with clients, and oversee events in different locations.
Despite the demanding nature of the work, many Event and Conference Planners thrive on the variety, creativity, and excitement that comes with planning unique events and experiences.
FAQs About Becoming an Event and Conference Planner
What qualifications are required to become an Event and Conference Planner?
Typically, a bachelor’s degree in a related field such as hospitality, tourism, marketing, or business is beneficial for an Event and Conference Planner role.
However, more than the degree, event planning requires strong organizational, communication, and problem-solving skills.
Experience in event management or similar roles can be highly beneficial.
Certifications from organizations like the Convention Industry Council or the Society of Government Meeting Professionals can also strengthen your profile.
How long does it take to become an Event and Conference Planner?
The time frame to become an Event and Conference Planner can vary.
If you’re pursuing a bachelor’s degree in a related field, you can expect to spend about four years in school.
However, hands-on experience, which can be obtained through internships or volunteer work, is also crucial.
Post-degree, it may take a few years of work experience to transition to larger-scale event and conference planning.
Can I become an Event and Conference Planner without a degree?
Yes, it’s possible to become an Event and Conference Planner without a degree.
Employers often value experience and skills like organization, time management, and creativity over formal education.
However, having a degree in a relevant field can provide a competitive edge and may help you gain access to more opportunities.
Is being an Event and Conference Planner stressful?
Event and Conference Planning can be stressful due to its dynamic and fast-paced nature.
It involves dealing with multiple tasks, tight deadlines, and unexpected challenges.
However, many professionals in the field find the job rewarding and thrive on the excitement and satisfaction of creating successful events.
What are the prospects for Event and Conference Planners in the future?
The future job outlook for Event and Conference Planners is promising.
As businesses continue to globalize and societies become more interconnected, the demand for professional events and conferences is expected to grow.
Additionally, with the post-pandemic world opening up, there is a surge in demand for both virtual and in-person events, offering plentiful opportunities for planners.
Conclusion
And there you have it.
Embarking on a journey to become an event and conference planner is not for the faint-hearted, but it’s unquestionably fulfilling.
Equipped with the right skills, education, and perseverance, you’re well on your way to making a noteworthy impact in the event planning industry.
Remember, the path may be demanding, but the possibilities are endless. Your creative concepts could lead to the next big event that changes how we celebrate, network, and interact.
So, take that initial leap. Immerse yourself in knowledge. Connect with industry professionals. And most importantly, never stop planning.
Because the world is waiting for the experiences you can design.
And if you’re looking for tailored advice on starting or advancing your career in event and conference planning, explore our AI Career Path Advisor.
This complimentary tool is designed to offer personalized advice and resources to help you navigate your career path effectively.
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