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Event organiser start-up
1. EVENT
ORGANISER
Cashzilla’s ‘Turn Your Hobby into a Business’ Series
Image by Pink Sherbet
2. SO YOU WANT TO
PLAN EVENTS?
You’re the one all of your friends turn to when
something has to be organised. Be it a birthday party, a
holiday or even just a Friday night down the pub,
you’re there behind the scenes, making sure that
everything goes down without a hitch.
If this sounds like you, then why don’t you put your
organisational skills to good use and turn your hand to
event planning?
This guide will talk you through all you need to know
to get started in the exciting world of event
management…
3. WHAT DOES THE
ROLE INVOLVE?
If you think event It can be an exciting
planning is all glamorous career, however stay away
parties and champagne from event organising if
receptions, think again. you like your 9 to 5,
The work of an event because planners work
planner is widely diverse very long and sometimes
– you could be organising unsociable hours.
a corporate party one day,
and getting your hands
dirty setting up an
exhibition the next.
Image by Garry Knight
4. MAIN
RESPONSIBILITIES:
Some of the day-to-day tasks that an event planner is
responsible for include:
Conducting research
Creating an event design
Finding an event location
Arranging for food, decor and entertainment
Planning transportation to and from the event
Sending invitations to attendees
Arranging any necessary accommodation for attendees
Coordinating the activities of event personnel
Supervising at the event
Conducting evaluations of the event
5. TYPES OF EVENT
MANAGEMENT
Most people automatically There is always a steady stream of
think of wedding planners domestic events for event planners
to work on. These could include
when they think of what an
surprise parties, important birthday
event organiser does. However,
parties (like an 18th, 21st, 60th etc.),
parties and events have become children’s parties, weddings,
a big part of modern life, and retirement parties, or engagement
what’s more, people’s parties.
expectations of events are But there is also a lot of money to
increasing. This puts pressure be made from commercial events.
Companies need product launches
on individuals to bring in a
and shops need opening nights,
professional event planner to
plus don’t forget about political
‘wow’ their guests.
events, charity events, and
town/city celebrations. There are
loads of opportunities out there.
6. SO HOW DO I GET
STARTED?
The best asset you can have But there are also lots of
in the events industry is educational courses you can take to
learn the trade and prepare yourself
experience, so if you have
for becoming a freelance event
previously worked for an
planner. Most colleges (and some
events company or in a universities) run event planning
related industry, like PR or courses which will give you an
event planning qualification to add
marketing, then you will be
to your CV and impress potential
at an advantage.
clients. One of the organisations
you will find by searching online is
The UK Academy of Wedding and
Event Planning, which offers
certificates in wedding planning,
event planning, and event design.
7. C L I E N T C O N T R AC T S
If you choose to specialise in
It is essential that you discuss the
commercial event management
way you charge for your work
it is important to create a legal before any work is carried out.
contract with your clients. This One method you could use to
is to protect your business and charge for your work is a fixed-
help deal with problems, should price. This means that you charge
there be any. The contract with a fixed price for a set event project
your client should set out all the which is agreed with the client
terms and conditions of the job ahead of time, and is irrespective
and the event details, plus it of how long it takes to complete
should state how and when you the work. However, this could be
difficult to determine when you
will be paid.
first set up your business and have
little experience of working out
the overall cost of certain events.
8. C L I E N T C O N T R AC T S
You could also charge your clients
per hour. This method means it is
much harder to be under or overpaid
for a project. Charging by the hour
If you will be specialising in
also requires you to fill out
domestic event management,
timesheets, so there needs to be a
then your clients will probably
fast and reliable way to transfer
prefer to pay you a fixed
timesheets back and forth between amount - perhaps a percentage
yourself and the client. One way of of the overall event cost. You
doing this is by using small business could also create a much
accounting software which allows shorter and less informal
you to track the time you spend on contract-type document when
each project and generate flexible working for domestic event
timesheet reports to pass on to the clients.
client.
9. IN SUMMARY…
Don’t be scared to take the plunge into the world of
event organisation. It’s a fast moving and exciting career
that is ideal for anyone with strong organisational and
negotiation skills.
With careful planning and a strong execution, there is
no reason why you can’t become a successful event
planner, even in this difficult economic climate. Good
luck!
