How to Become an Event Planning Assistant (Behind Every Great Party)

how to become an event planning assistant

If you’ve ever dreamt of orchestrating grand events or wondered what it takes to become an event planning assistant, you’re in the right place.

In this guide, we’ll explore the EXACT steps you need to take to kick-start your career as an event planning assistant. We’ll discuss:

  • The skills you need.
  • The relevant education or training.
  • How to secure a job as an event planning assistant.

So, whether you’re a novice in the event planning world or an experienced individual looking to upgrade your skills, stay tuned.

We’re about to unravel the blueprint to become an event planning assistant.

Let’s get started!

Contents show

Steps to Become an Event Planning Assistant

 

Step 1: Understand the Profession

Before starting your journey as an Event Planning Assistant, it is essential to understand the profession thoroughly.

Research the role and responsibilities of an Event Planning Assistant, which include assisting the event planner in organizing events, handling logistics, coordinating with vendors, managing budgets, and working on promotional activities.

You will have to interact with different types of people and manage multiple tasks at the same time.

This profession demands strong organizational, communication, and multitasking skills.

It is also essential to have problem-solving abilities as unforeseen issues can pop up during event planning and execution.

Gain knowledge about various types of events such as weddings, corporate events, trade shows, and conferences.

Understand the different aspects of planning each type of event.

Also, learn about the latest trends in the event industry.

You can attend webinars, workshops, and seminars to gain more insight into this profession.

You can also seek advice from professionals in the field or find mentors who can guide you through your journey.

Networking with event professionals can also provide you with valuable insights and job opportunities in the future.

Remember, this profession can be stressful due to tight deadlines and high expectations, but it can also be rewarding and exciting as you get to create memorable experiences for clients.

 

Step 2: Obtain a Bachelor’s Degree in a Relevant Field

Getting a bachelor’s degree is an essential step in becoming an event planning assistant.

Event planning assistants often have a degree in fields such as event management, hospitality management, marketing, public relations, or business.

These courses typically offer classes in event planning, logistics, marketing, and business administration, which can provide the skills necessary for this role.

During your undergraduate studies, consider taking courses that cover topics like contract negotiations, food and beverage management, marketing and sales, and event design, as these can be particularly useful in event planning.

Also, consider participating in internships or part-time jobs in the event planning sector during your studies.

This will not only provide you with practical experience but will also help you build a professional network, which can be advantageous when looking for job opportunities after graduation.

While not always necessary, obtaining a Certified Meeting Professional (CMP) or Certified Special Events Professional (CSEP) designation could also be beneficial in this field.

These certifications can demonstrate your commitment to the industry and enhance your credentials.

 

Step 3: Complete an Internship in Event Planning

To gain practical experience and build your resume, it’s beneficial to complete an internship in event planning.

This hands-on experience can provide a crucial step to becoming an Event Planning Assistant, as you’ll learn the ropes of the trade, work alongside experienced professionals, and build a network in the industry.

Many event planning agencies, corporate firms, non-profit organizations, and hospitality venues offer internships to students and recent graduates.

These internships often involve assisting with event coordination, vendor relations, guest management, and promotional activities.

While in the internship, you’ll likely get to see the behind-the-scenes action of event planning, including problem-solving on the fly, handling logistics, and dealing with last-minute changes.

You may also gain exposure to various types of events, such as weddings, corporate events, trade shows, and private parties, which can help you determine what kind of events you enjoy planning the most.

Internships also provide an excellent opportunity for you to apply the skills and knowledge you gained in your degree program.

This can include event design, budget management, contract negotiation, and marketing strategies.

Remember, the goal of an internship is not just to gain experience, but also to make a good impression.

Show enthusiasm, take the initiative, and demonstrate your ability to work well under pressure.

This could lead to a job offer or a valuable recommendation for your future career as an Event Planning Assistant.

 

Step 4: Gain Experience in Hospitality or Customer Service

Before stepping into the event planning world, it’s beneficial to gain experience in fields related to hospitality or customer service.

This could include working in hotels, restaurants, tourism, or any retail industry where you get to interact with customers on a daily basis.

This experience will help you build the necessary skills such as communication, problem-solving, and understanding customer needs, which are essential for an event planning assistant.

During this phase, try to take on roles that involve some level of planning or organizing, such as a front desk receptionist, a restaurant host, or a customer service representative.

This will give you a real-world understanding of how to manage people, time, and resources efficiently.

Also, the ability to handle customer complaints and feedback with patience and grace is a valuable skill that will come handy in event planning.

You can also volunteer for organizing events at your workplace or in your community.

This will not only give you a taste of what event planning involves but also enhance your resume when applying for event planning assistant roles.

Even part-time jobs or internships that give you direct exposure to event planning can be of great help.

Always remember, every bit of experience counts when you’re aiming for a career in event planning.

The more you immerse yourself in related roles, the better prepared you will be for your career as an event planning assistant.

 

Step 5: Learn to Use Event Planning Software

As an event planning assistant, one of your key responsibilities will be to manage and coordinate various aspects of an event.

In today’s digital age, this often involves using specialized event planning software.

Such software can help you with a wide range of tasks, from tracking RSVPs and managing guest lists, to coordinating vendors and creating event schedules.

There are various event planning software available in the market, each with its own set of features and tools.

Some popular ones include Eventbrite, Cvent, and Monday.com.

Choose the one that fits your needs the best, and make sure to invest time in learning how to use it effectively.

Taking online courses or tutorials can be a good way to learn these tools.

You can also practice using these tools while planning small scale events.

Learning these tools will not only make your job easier but will also make you more marketable as an event planning assistant.

In today’s competitive job market, being technologically savvy can give you an edge over other candidates.

Remember, the main goal of using such tools is to streamline the planning process and make it more efficient.

The more adept you are at using them, the more effective you’ll be in your role as an event planning assistant.

 

Step 6: Develop Strong Communication and Organizational Skills

As an Event Planning Assistant, strong communication and organizational skills are critical.

Not only will you need to liaise with clients and vendors, but you will also be responsible for managing schedules, arranging logistics, and coordinating multiple tasks simultaneously.

Developing strong communication skills involves both verbal and written aspects.

You will need to articulate your ideas clearly and effectively, negotiate with vendors, and maintain professional relationships with clients.

This can be improved through practice, attending workshops, or even enrolling in communication-based courses.

Organizational skills, on the other hand, are crucial to ensure that everything runs smoothly.

This involves managing time well, maintaining attention to detail, and being able to prioritize tasks effectively.

You can develop these skills through on-the-job experience, time management seminars, or by using task management tools and software.

Remember, event planning is about creating an experience.

Your ability to communicate effectively and stay organized can greatly affect the success of the event you are planning.

 

Step 7: Build a Portfolio of Events

After you’ve gained some experience in the field, it’s important to start building a portfolio of your event planning work.

This portfolio should ideally include a diverse range of events you’ve helped plan or coordinated, including weddings, corporate events, charity fundraisers, or any other types of events.

In your portfolio, make sure to include photographs from each event, a brief description of your role in planning it, and any feedback or testimonials from clients or attendees.

If possible, include specific examples of problem-solving or challenges you faced during the planning process and how you overcame them.

This portfolio will be a tangible proof of your skills and capabilities as an event planning assistant.

It will be an invaluable tool when it comes to seeking advancement in your career, as potential employers will be able to see your work firsthand.

Remember, your portfolio is a work in progress, so keep it updated as you gain more experience and work on different types of events.

 

Step 8: Network with Professionals in the Event Planning Industry

Networking can play a crucial role in furthering your career as an Event Planning Assistant.

Start by joining professional associations like the International Special Events Society or the National Association for Catering and Events.

Attend conferences, seminars, and workshops where you can meet experienced event planners and learn from their experiences.

You can also take advantage of online platforms like LinkedIn to connect with professionals in the field.

Participate in discussions, share your insights, and keep an eye out for job openings.

Volunteering at events can also help you to meet industry professionals and gain practical experience.

Remember, networking is not just about taking but also giving.

Be open to help others and share your knowledge and experiences as well.

This will help you build strong and fruitful relationships in the industry.

Be persistent and consistent with your networking efforts, as building a solid professional network takes time.

Networking can not only help you learn about job opportunities but also provide you with valuable advice and feedback, which can be instrumental in honing your skills and advancing your career as an Event Planning Assistant.

 

Step 9: Stay Updated with Trends in Event Planning

Staying updated with the latest trends in event planning is crucial for your growth as an Event Planning Assistant.

This industry is dynamic and constantly evolving, with new trends, technologies, and methods emerging regularly.

For instance, you might need to know about the latest advances in virtual event platforms, sustainable event practices, or trends in event decor and themes.

You can stay updated by subscribing to event planning industry publications, attending webinars and conferences, and actively participating in industry networks and communities.

It’s also beneficial to follow influential event planners and industry leaders on social media to keep abreast of their latest ideas and innovations.

Moreover, you should also pay attention to trends in related fields such as marketing, public relations, and hospitality, as these can influence and shape the event planning industry.

This knowledge will not only make you more effective in your role but can also give you a competitive edge when seeking advancement or new opportunities in event planning.

 

Step 10: Apply for Event Planning Assistant Positions

Once you’ve gained a solid foundation in event planning, acquired relevant skills, and possibly even obtained a certification or relevant degree, the next step is to start applying for Event Planning Assistant positions.

Begin by researching organizations and companies that frequently host events and have an events department.

These can include corporations, hotels, event planning agencies, non-profit organizations, and more.

Look at the job listings on their websites, on job search websites, and on professional networking platforms like LinkedIn.

When applying, tailor your resume and cover letter to each specific job, highlighting the relevant skills and experiences that make you a good fit for the role.

Be sure to showcase any previous experience in planning or coordinating events, even if it was on a voluntary basis.

Networking can also be crucial in finding job opportunities in this field.

Attend industry events, join professional event planning associations, and connect with professionals in the field.

Don’t get discouraged if you do not get a job right away.

The event planning industry is highly competitive.

Stay persistent, continue improving your skills, and keep applying.

Remember, every application and interview is an opportunity to learn and grow.

It is also important to be open to internships or entry-level positions in the beginning.

These can give you the necessary experience to move up to an Event Planning Assistant position.

Once you’ve secured a position as an Event Planning Assistant, continue to learn and grow in your role.

This will put you on the path to advancing to higher positions in the field of event planning.

 

Event Planning Assistant Roles and Responsibilities

An Event Planning Assistant supports the Event Planner in all aspects of preparation and execution of a wide variety of events.

They are essential in ensuring the event is successfully carried out, often handling many of the logistical and operational details.

They have the following roles and responsibilities:

 

Event Preparation

  • Assist in planning and coordinating events as per the requirements of the client.
  • Arrange necessary facilities and manage all details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.
  • Help with budget planning and tracking for each event.

 

Vendor Coordination

  • Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order.
  • Negotiate with vendors for the best prices and services.

 

Communication

  • Assist in communicating with all involved parties (clients, vendors, team members) to ensure a successful event.
  • Respond to inquiries from clients, participants, vendors, and staff in a timely and efficient manner.

 

Administrative Duties

  • Handle event registration and confirmation of attendees.
  • Assist with invoicing and managing event finances.
  • Prepare and distribute event briefs and timelines.

 

Onsite Support

  • Provide onsite event assistance, overseeing event activities and ensuring client satisfaction.
  • Solve any arising issues quickly and efficiently.

 

Post-Event Activities

  • Assist in post-event tasks such as cleaning up the venue and returning rented equipment.
  • Participate in event debriefs and produce reports on each event.

 

Marketing Support

  • Assist with the development and implementation of marketing strategies for the event.
  • Help with social media promotion, designing promotional material, and maintaining the event’s webpage.

 

Continuous Learning

  • Stay updated on current trends in the event planning industry.
  • Participate in professional development and networking events and workshops.

 

What Does an Event Planning Assistant Do?

An Event Planning Assistant works under the guidance of an Event Planner or Coordinator.

Their primary role is to assist in the organization, planning, and execution of various types of events, such as weddings, conferences, parties, and corporate events.

They are responsible for a wide range of tasks, including sending out invitations, managing RSVPs, coordinating with vendors, and setting up event spaces.

Event Planning Assistants also assist in preparing budgets and ensuring the event stays within its allocated budget.

They may also handle contracts and agreements with vendors and event venues.

During the event, they may oversee various aspects such as registration, setup and tear down, and troubleshooting any issues that may arise.

They ensure the event runs smoothly and that all attendees have a positive experience.

They may also be tasked with documenting the event through note-taking, photography, or video recording for post-event reviews and future planning.

In addition, Event Planning Assistants often handle administrative tasks such as scheduling meetings, making travel arrangements, and maintaining files and databases related to the events.

They also often communicate with clients, vendors, and event attendees, providing customer service and addressing any questions or concerns.

 

Essential Event Planning Assistant Skills

  • Organization: Event planning involves many moving parts. Assistants must be highly organized, with the ability to manage multiple tasks, deadlines, and details simultaneously.
  • Communication: Assistants must communicate effectively with vendors, clients, team members, and stakeholders. This includes both verbal and written communication skills.
  • Time Management: The ability to prioritize tasks and manage time effectively is crucial in meeting deadlines and ensuring successful events.
  • Problem-solving: Unexpected issues often arise in event planning. Assistants must be capable of quickly identifying problems and coming up with effective solutions.
  • Flexibility: Events can change rapidly, and assistants must be flexible and adaptable to accommodate these changes.
  • Vendor Management: Assistants often work with various vendors. The ability to manage relationships and negotiate terms is essential.
  • Computer Literacy: Familiarity with event management software, spreadsheets, and email communication is a must. Assistants may also need to use design software to create event materials.
  • Budgeting: Assistants often help plan and manage event budgets. They need to be comfortable dealing with numbers and making financial decisions.
  • Creativity: Unique and engaging events require creative thinking. From theme ideas to problem-solving, creativity plays a big role in event planning.
  • Interpersonal Skills: A good event planning assistant must possess strong people skills, as they will be dealing with a variety of personalities and situations.
  • Attention to Detail: Small details can make or break an event. Assistants must be detail-oriented to ensure nothing is overlooked.
  • Stress Management: Event planning can be stressful. The ability to stay calm under pressure and handle stress effectively is crucial.
  • Multi-tasking: Event planning assistants often have to juggle multiple tasks at once. Being able to keep everything in check without losing focus is essential.
  • Project Management: Understanding project management principles can help event planning assistants keep everything on track and ensure successful events.
  • Passion for Events: A genuine interest in events and enthusiasm for creating memorable experiences can make a significant difference in this role.

 

Event Planning Assistant Career Path Progression

The Foundation: Event Planning Assistant

Your journey begins as an Event Planning Assistant.

This phase is about learning the ropes and gaining hands-on experience.

Your duties may include conducting research, securing venues, coordinating with vendors, and handling paperwork.

Here are some tips for success in this role:

  1. Master the Basics: Understand the dynamics of event planning and execution. Learn about different types of events, venues, and vendors.
  2. Organizational Skills: Keep track of all the details and deadlines. Effective time management is crucial.
  3. Communication: Ensure clear communication with your team, clients, and vendors. Your ability to convey information effectively can make or break an event.

 

The Ascent: Event Planner

As you gain experience, you’ll transition into the role of an Event Planner.

Here, you’ll be responsible for larger projects, handling everything from concept to execution.

You’ll liaise with clients, make key decisions, and ensure everything runs smoothly.

Here’s how to thrive in this stage:

  1. Client Relationship: Develop excellent client relationship management skills. Understand their needs, expectations, and preferences.
  2. Creativity: Think outside the box. Come up with unique ideas and themes for events.
  3. Crisis Management: Prepare for unexpected challenges and have a plan to handle them efficiently.

 

Reaching New Heights: Senior Event Planner

Moving up the ladder, you could become a Senior Event Planner.

Your role now includes managing a team, planning larger-scale events, and building relationships with high-profile clients.

To excel in this role:

  1. Leadership: Lead your team effectively, delegating tasks, and fostering a collaborative environment.
  2. Supplier Network: Cultivate an extensive network of reliable suppliers and vendors. Good relationships can lead to better deals and services.
  3. Negotiation: Hone your negotiation skills to get the best value for your clients and your company.

 

Beyond the Horizon: Event Manager and Beyond

As your career progresses, you may choose to step into managerial roles such as an Event Manager or Director of Events.

These roles involve strategic planning, overseeing multiple events simultaneously, and driving the growth of the company’s event portfolio.

Here’s what to focus on:

  1. Strategic Planning: Develop a vision for the company’s event operations and create strategies to achieve them.
  2. Team Management: Manage a larger team and ensure effective collaboration and productivity.
  3. Business Acumen: Understand the business aspect of event planning. This includes budgeting, revenue generation, and cost management.

 

Pinnacle of Success: Head of Events or VP of Events

At the top of the event planning career ladder, you may reach roles like Head of Events or VP of Events.

Here, you’ll be responsible for shaping the event strategy of the entire organization, making critical decisions, overseeing the execution of major events, and managing larger teams.

 

Event Planning Assistant Salary

Entry-Level Event Planning Assistant

  • Median Salary: $25,000 – $35,000 per year
  • Entry-level event planning assistants typically have 0-2 years of experience and may hold an associate’s or bachelor’s degree in event planning, hospitality, or a related field. Their role often involves helping with the organization and execution of events.

 

Mid-Level Event Planning Assistant

  • Median Salary: $35,000 – $45,000 per year
  • Mid-level assistants have 2-5 years of experience and often take on more complex responsibilities in planning and coordinating events. They may also supervise less-experienced assistants.

 

Senior Event Planning Assistant

  • Median Salary: $45,000 – $60,000 per year
  • Senior assistants possess 5+ years of experience and are responsible for leading the planning and execution of larger and more complex events, and may also train and mentor junior assistants.

 

Lead Event Planning Assistant / Event Planning Manager

  • Median Salary: $60,000 – $80,000+ per year
  • These roles come with significant experience and often involve overseeing all aspects of event planning and execution, including managing budgets, coordinating with vendors, and supervising event staff.

 

Director of Event Planning / VP of Events

  • Median Salary: $80,000 – $120,000+ per year
  • These high-level positions require extensive experience and deep expertise in event planning and execution, and often involve setting strategies for all events within a company or organization.

 

Event Planning Assistant Work Environment

Event Planning Assistants typically work in event planning agencies, hotels, convention centers, non-profit organizations, or as part of an in-house event planning team in various companies.

Their work environment is often fast-paced and dynamic, requiring them to juggle multiple tasks at once.

They may need to travel to different venues to oversee event setup and execution, and may also be required to work on evenings, weekends, or holidays depending on when the events are scheduled.

Office work is also a significant part of the job, as they assist in administrative tasks such as budgeting, scheduling, vendor coordination, and client communication.

With experience and a strong network, an Event Planning Assistant may choose to progress into a senior role or even start their own event planning business.

 

FAQs About Becoming an Event Planning Assistant

What qualifications do I need to become an Event Planning Assistant?

To become an Event Planning Assistant, you often need to possess a combination of formal education and practical experience.

A degree in hospitality, event management, or a related field can be useful.

However, on-the-job training and experience are often highly valued in this field.

Key skills include organizational abilities, strong communication, attention to detail, and multitasking.

Creativity, negotiation skills, and the ability to work well under pressure are also important.

 

How long does it take to become an Event Planning Assistant?

The time it takes to become an Event Planning Assistant can vary significantly depending on the path you choose.

If you pursue a degree in hospitality or event management, it could take you about four years.

However, gaining experience through internships or entry-level positions in the industry can lead you to the assistant role faster.

This could take anywhere from a few months to a few years depending on the opportunities you seize and the skills you gain.

 

Can I become an Event Planning Assistant without a degree?

Yes, it’s possible to become an Event Planning Assistant without a degree.

Many employers in the event planning industry value practical experience and skills over formal education.

You can gain this experience through internships, volunteering, or entry-level jobs in event planning or related fields.

That being said, a degree in a related field can be a great way to learn the ins and outs of the industry and may provide you with a competitive edge.

 

Is being an Event Planning Assistant a stressful job?

Being an Event Planning Assistant can be stressful at times due to the fast-paced nature of the role.

It often involves dealing with multiple tasks at once, meeting tight deadlines, and handling unexpected issues.

However, it can also be incredibly rewarding.

The excitement of seeing an event come together and the satisfaction of knowing you helped make it happen can make up for the occasional stress.

 

What are the career prospects for an Event Planning Assistant?

The career prospects for Event Planning Assistants are generally positive.

With experience, an assistant can move up to become an Event Planner or an Event Manager.

There is also the potential to specialize in certain types of events, such as corporate events, weddings, or large-scale conferences.

Additionally, the skills gained in this role can also be transferred to other roles within the hospitality or marketing industries.

 

Conclusion

There you have it.

Starting your journey to become an event planning assistant may seem daunting, but it’s certainly fulfilling.

Equipped with the right skills, knowledge, and passion, you’re on your way to making significant contributions to the vibrant world of events.

Bear in mind, the journey might be tough, but the rewards are abundant. Your creativity could result in the next groundbreaking event that changes how we celebrate, connect, and experience.

So, take that leap of faith. Engage in continuous learning. Connect with industry professionals. And most importantly, keep creating unforgettable experiences.

Because the world is anticipating the fantastic events you can make happen.

And if you’re seeking personalized guidance on starting or advancing your career in event planning, do not hesitate to explore our AI Career Path Advisor.

This complimentary tool is designed to provide tailored advice and resources to help you maneuver your career path successfully.

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