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The Skills You Need to Be an Event Organiser

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Working as an event organiser is fun. You get to attend fun events, product launches, and high-profile weddings. But event planning is not only about attending glamorous parties. It's one of the world's most stressful jobs that require specialised skills, suitable for hardworking individuals with excellent time management skills.

Here are the essential skills you need to be an event organiser.

1. Organisational Skills

Organisational skills are some essential skills that event organisers must possess. In fact, it is necessary for every profession as it allows you to work more efficiently, resulting in increased productivity and performance. If you have excellent organisational skills , it also means you have a strong aptitude for time management and goal setting and knows how to achieve goals.

Event organisers have to stay organised at all times. Some people can work in chaos. However event organisers rely on processes and methods, which is even more essential if you work as a team. Therefore, you need to be as organised as possible.

Being organised means adhering to timelines and budgets, keeping everyone in the team informed, and ensuring you attend every appointment and meeting. You must also keep all essential documents and paperwork organised. Besides, a well-executed event does not happen by accident. A successful event requires sharp organisational skills and utmost attention to detail, from planning to post-event analysis. As an event organiser, you must stay on top of everything and ensure you meet all your client's demands.

2. Problem Solving

Problem-solving is another skill that's essential for various positions. While many people associate problem solving with those in senior positions, this skill is necessary regardless of your role since we all have to deal with work issues every single day. A successful event organiser can solve any problem while staying cool.

An event organiser with good problem-solving skills is resourceful, and such resourcefulness is not only limited to using sticky notes. During unforeseen challenges, they can quickly come up with a decision while staying calm at all times. For instance, in cases where a keynote speaker of an event is late for some reason, they can keep the audience engaged. Event organisers with good problem-solving skills are also adaptive and creative and can quickly think of ways to resolve an issue in no time.

If you are new to event planning, you can improve your problem-solving skills by focusing on pre-event planning to iron out any issues. The goal is to check for any holes in your plans and create backup plans if things don't turn out well. Don't hesitate to ask for advice from the experts, especially while you're still learning the ropes. Listen to what people with more experience say and see if you can apply their advice to resolve any issues you may have.

3. Networking

Event organisers should be good at networking . In fact, networking is an essential skill in the events industry. When it comes to this, you can gain experience at conferences and events. Networking events are the perfect opportunity to expand your network and look for potential new leads, collaborators, and mentors. There are also many inspiring events that help deliver better business results, due to the educational and networking value they hold.

When attending conferences, arrive early and reach out to someone you find interesting. The events industry is heavily people-driven and often based on relationships. Therefore, it demands a widespread network of professionals, from photographers to vendors. Connect with people involved in lighting and A/V décor, videographers, DJs, bands, etc. These are the people you need to make your events successful.

Looking for leads and opportunities in the events industry often relies on networking. Those who need the services of an event organiser will not advertise or post ads. Instead, they rely on word of mouth for recommendations. Therefore, if you are new to the industry, the best way to find your first client is to get your face and name in front of people who may be helpful in your career.

4. Communication

Another essential skill an event planner should have is the ability to interact and build rapport in a short time. Event organisers should have good communication skills and are not afraid to talk to executives, speakers, attendees, brand sponsors, and vendors.

Once an event is scheduled, event organisers must make sure to deliver, which is why you need to communicate effectively with every person involved in the event planning. Establish a communication plan, allowing everyone you work with to have clear expectations of their tasks and increase productivity . Productivity is important in the events industry due to the deadlines and tight time constraints. Without effective communication, your event could fall apart at the seams.

Strong interpersonal and communication skills are the keys to ensuring that everyone in your team understands their role and that everything runs smoothly. Along with communication skills, event organisers must possess equally strong writing skills , which helps them effectively convey information to clients and the people in their team. Event organisers must also be great listeners, so they will understand the needs and wants of their clients.

5. Creativity

Anyone can organise an event, regardless of whether the result is good or bad. The only difference is the element of creativity. Event planning is not only about making to-do lists. As an event planner, you should tap into your creative skills to bring your clients' visions to life. Creativity is one of those skills that can be learned and developed over time.

Event planners will find it hard to infuse authenticity and passion into every event if they do not possess creative skills. Even if the event does not have enough room for creativity and innovation, there should always be wiggle room to do things differently, despite being limited to your clients' needs. When you correctly use your creative skills, it can lead to a memorable experience for your clients, which will have a positive impact on your event and you as the organiser.

You can apply your creative skills in thinking of an event theme, choosing a unique venue, or looking for a motivational speaker. If you are new to the industry, seek inspiration from social media channels, blogs, or influencers.

About the Author

This article was provided by IBTM World , experts in MICE events and the leading business events expos in Barcelona. 

Continue to: Preparing for a Presentation Managing a Presentation Event

See also: Hosting 101: The Skills You Need to Host an Event 7 Best Event Planning Principles: How to Organize an Event What Skills Does an Event Manager Need?

Problem Solving Skills For An Event Organiser

As an event organiser, problem-solving skills are crucial to the success of your events. From unforeseen challenges to managing a network of people and dealing with last-minute changes, event planning requires thinking on your feet and finding solutions quickly.

Problem-solving skills for an event organizer include critical thinking, strategic thinking, analytical thinking, and big-picture thinking.

In this article, we will discuss the essential problem-solving skills for an event organiser, why they are important, and how they can be developed to ensure a successful event.

Whether you are an experienced event planner or just starting, this article will provide valuable insights into improving your problem-solving skills to take your events to the next level.

Table of Contents

What Is Event Planning?

Event planning is the process of organizing and coordinating all the aspects of an event, such as conferences, weddings, concerts, trade shows, and other gatherings.

This includes tasks such as selecting a venue, creating a budget, coordinating logistics, managing vendors, promoting the event, and ensuring that everything runs smoothly on the day of the event.

The goal of event planning is to create a memorable and successful experience for attendees while achieving the objectives of the event’s organizers.

Essential Event Planning Skills

To be a successful event organiser, there are several essential event planning skills that you must possess. These skills include:

• Organisational Skills: Event planning requires a high level of organisation to manage numerous details.
• Planning Process: You need to understand the planning process and how to develop a comprehensive plan that includes all aspects of the event, from venue selection to ticket sales.
• Problem-Solving Skill: As an event organiser, you will encounter unexpected challenges that require quick and effective solutions.
• Leadership Skills: You must possess strong leadership skills to effectively manage a team of event staff and vendors.
• Communication Skills: Communication is key in event planning, and you must possess strong verbal and written communication skills.

Effective problem-solving skills help you overcome these challenges and ensure the event’s success. Below are some key problem-solving skills that are essential for event organizers:

• Critical Thinking: Critical thinking involves analyzing information and evaluating different options to develop effective solutions.
• Strategic Thinking: Strategic thinking includes looking at the big picture and creating a long-term plan to achieve event goals.
• Analytical Thinking: Analytical thinking involves breaking down complex problems into smaller, more manageable parts and analyzing each component to develop a solution.
• Big-Picture Thinking: Big-picture thinking includes considering all aspects of the event, including the attendees, venue, logistics, and budget, to develop a comprehensive solution.

Importance Of People In Event Planning

People are an essential aspect of event planning. Whether it’s the attendees, speakers, event staff, or vendors, people play a crucial role in the success of an event. Here are some essential points to keep in mind regarding people in event planning:

• Importance Of People In Event Planning: The success of an event depends mainly on the people involved. From planning and organization to execution and follow-up, the people involved at every event stage impact its outcome.
• Networking Skills: Building a network of contacts in the events industry is critical for an event planner. This help with finding vendors, sponsors, and speakers and gaining insights into industry trends.
• Building Relationships: Besides networking, building strong relationships with people is crucial. Good relationships lead to repeat business, referrals, and positive word-of-mouth advertising.
• Interpersonal Skills: Strong interpersonal skills are essential for event planners. These skills help with communication, conflict resolution, and relationship building.
• Range Of People: Event planners need to work with various people, including executives, event staff, vendors, and attendees. It’s important to be able to communicate effectively with everyone involved.

Importance Of Time Management Skills

Time management is a critical skill every event organizer must have to execute successful events. In this section, we will discuss the importance of time management skills for an event organiser.

• Importance Of Time Management Skills: Time management is crucial for event organizers to ensure that all tasks are completed within the set deadlines. Time management skills help event organizers to be organized, proactive, and efficient in their work.
• Prioritizing Tasks: Event organizers often face multiple tasks that need to be completed within tight deadlines. It is important to prioritize tasks based on their level of urgency and importance. This ensures that the most important tasks are completed first and the less critical tasks are tackled afterward.
• Allocating Blocks Of Time: Allocating blocks of time is an effective way of managing time. This involves dividing the day into time slots and assigning specific tasks to each time slot. Allocating blocks of time helps an event organizer to focus on one task at a time and complete it within the set time frame.
• Aptitude For Time Management: The aptitude for time management refers to an individual’s natural ability to manage their time effectively. Some people have a natural aptitude for time management, while others need to develop this skill over time.

How An Event Organiser Creates A Memorable Experience For Attendees?

Creating a memorable experience for attendees is one of the most important goals of an event planner. Attendees are the heart of any event, and their experience makes or breaks the event’s success.

Event planners must consider every aspect of the attendee experience, including the venue, food and beverage, entertainment, and activities.

In addition to creating a memorable experience, event planners must also ensure the flawless execution of the event. This includes coordinating with vendors, managing staff, and addressing unforeseen challenges during the event.

Importance Of Job Experience For An Event Organiser

Job experience is also crucial for event planners. Experienced planners are better equipped to handle the complexities of event planning, from managing budgets to negotiating with vendors.

Having a deep understanding of the events industry and the ability to anticipate and solve problems makes all the difference in the success of an event.

Importance Of Choosing The Right Speakers For An Event Organiser

Choosing the right speakers is crucial to the success of an event. Keynote speakers set the tone for the event and motivate attendees, while motivational speakers inspire and encourage them to take action.

In addition to selecting the right speakers, engaging the audience during their speeches is also important. This is done through interactive activities or Q&A sessions. Engaging the audience keeps their attention and ensures they take in the shared messages.

Ultimately, choosing the right speakers and engaging the audience is to create a memorable and impactful experience for attendees.

Importance Of Choosing The Right Venue & Creating The Right Atmosphere For The Event

Choosing the right venue is crucial for the success of any event. When selecting a venue, it’s essential to consider various factors such as the location, accessibility, capacity, and amenities offered.

It’s always a good idea to consider potential and alternative venues, especially if you’re working with a tight budget or your first choice of venue is unavailable. You can also explore non-traditional spaces such as outdoor areas, warehouses, or galleries, creating a unique and memorable experience for your attendees.

Creating the right atmosphere for your event is critical; the venue plays a significant role in achieving this. You can work with the venue staff to ensure the space is set up correctly and that the lighting, sound, and decorations suit your event. Consider adding special effects or interactive displays to enhance the atmosphere and make the event more memorable.

Creative Solutions To Common Problems For An Event Organiser

When it comes to event planning, problem-solving and finding creative solutions are essential skills. Event planners must be able to think on their feet and come up with creative solutions to challenges that may arise.

Creative Solutions To Common Problems

• Have a backup plan for unforeseen challenges, such as inclement weather, technical difficulties, or transportation issues.
• Use creative décor, lighting, and ambiance to transform a standard venue into a unique and memorable space.
• Offer interactive and engaging activities for attendees, such as workshops, games, or demonstrations.

Tech Solutions For Events:

• Use event management software to streamline the planning process, including registration, ticketing, and communication with attendees.
• Incorporate interactive technology, such as virtual or augmented reality, to create a more immersive event experience.
• Use live streaming technology to expand the event’s reach beyond the physical location.

Alternative Solutions For Unique Situations:

• Consider hosting the event outdoors, at a coworking space, or in an unconventional venue if the original venue falls through.
• If the target audience is difficult to reach, consider hosting the event in a location or at a more convenient time.
• For budget constraint issues, consider partnering with sponsors or offering tiered ticketing options to offset costs.

We hope after reading this article, you now understand problem solving skills for an event organiser. By developing strong problem-solving skills, event planners can create memorable and successful events that leave a lasting impact on attendees.

Event planning involves many skills, including critical thinking , communication, time management, and creativity. Successful event planners must be able to handle unforeseen challenges and develop creative solutions to common problems.

Additionally, they need to have strong interpersonal skills to work with various people, including event attendees, executives, and speakers.

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The Art of Solving Problems at your Event

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In 2015, Steve Harvey, the then host of the Miss Universe Pageant did what every emcee lives in fear of doing. He announced the wrong winner. He later confessed that the font for the first runner-up was larger than the font of the winner and that caused his confusion. But regardless of the cause, the pressure of a live event can be stupefying.

If you’ve ever been faced with an important decision during an event, you may have noticed your own confidence eroding. It’s difficult dealing with the pressure. So how do you become a better, more confident problem solver when it counts? Follow these few steps:

##abovethefold##

How to Become a Better Event Problem Solver

• Understand the issue. Whether it’s an attendee or supplier bringing up the issue, make sure you fully understand it and all the ramifications before jumping in to solve it.
• Create a plan. Make sure everyone understands their role and deliverables in the plan.
• If you’re at fault, admit it. Don’t place blame or make excuses. Admit fault and explain how it will be righted.
• Implement and follow up. Not only do you want to solve the problem at that moment but make a note to follow up. That makes an impression.

Becoming a Problem Solver by Deciding to Do So

You’ll often hear people claiming to be ‘born problem solvers’. And it’s true, some of us have a quick creative mind like that. They needn’t develop it or change anything. It’s simply how their brain works. For the rest of us, we need to cultivate a problem-solving mindset.

It’s like shopping in a large store and asking a clerk where an item is. Some simply give you an aisle number while others take you there. The people who take you there have to decide to get up from what they’re doing and help you. Problem-solving at an event is the same way.

Becoming a problem solver doesn’t require you to jump into the middle of any disgruntled situation, but it does mean finding solutions and giving up the shrug of the shoulders. People who are good problem solvers:

• Understand the difference between fires and infernos when it comes to problems and they address them accordingly.
• Are patient and creative.
• Enjoy helping and a good puzzle.
• Are naturally curious.
• Know what they’re doing.
• Tie all the laces so no one trips.

These skills can all be cultivated, so let’s examine them.

Fires Versus Infernos

Event problems don’t take a number. In order to be a good problem solver, you need to know how to weed out the most pressing issues and get to them first. A pressing issue isn’t always the one that is the most urgent but the one with the biggest PR nightmare potential. Learning how to prioritize is one of the greatest skills you can acquire in your pursuit of being a top problem solver.

Acquire Patience and Creativity

In understanding problems, it pays to be patient and creative in your approach. But before you give up because you don’t see yourself as a patient or creative person, you need to understand those words in context.

A patient problem solver is one who will listen to the entire issue before trying to solve it in their head. Most of us begin anticipating and formulating an answer before someone is even finished with a question. It saves time but it also keeps us from hearing the entire explanation. This makes people shut down and feel like you are not a source for a solution.

A creative problem solver doesn’t shut down ideas with a quick ‘that will never work’ without fully thinking about it. Creativity in problem-solving is not the same thing as creativity in the arts. It’s more about keeping an open mind while you and your group sort through options. You can acquire this type of creativity by merely willing yourself to.

Be a Helper

Problem solvers enjoy the challenge of helping people. It’s difficult for those who don’t enjoy helping to be an event problem solver. Often it requires us to put down whatever we’re working on and take on the new challenge. This can be frustrating for regimented personalities. That’s why if you want to be good at solving problems in the moment, you need to embrace the idea that you are helping someone.

Employ Curiosity

The best problem solvers are naturally curious people. Curiosity allows them to question things most people take for granted. You can flex that curiosity by questioning the usual answers.

However, excellent event problem solvers are curious but within confines. A problem at an event requires immediate action and often creativity. Curiosity can help you find a good solution but once it’s reached, you need to turn off the questioning or at least delay it until the next issue. As an event planner, you don’t have the time to question everything. Leave that to the philosophers or the event planning stage.

Know What You’re Doing

It’s next to impossible to solve a problem unless you know the area in which you’re working. For instance, let’s say a CEO of a logistics company had an issue. He might consult his logistics person. Consulting his event planner isn’t going to help him because the planner simply doesn’t know how logistics works. If the CEO had an event issue, they wouldn’t ask the logistics person, because again, that person doesn’t have the background necessary to suggest viable solutions.

One of the ways you can become a better event problem solver is by knowing your business and your suppliers as best you can. Keep up with online communities for event planners so that you know best practices and what others are doing. You may even read about an issue that you will face later.

Tie the Laces Quickly

Finally, a good event problem solver addresses immediate issues and understands how a decision may have other ramifications too. If you fix this one thing, what could it mean for others? Or if you answer this issue for this person, will it cause them to come back to you in a few hours because it has created another challenge?

An event problem solver needs to operate on multiple levels with 360-degree views of cause and effect. They should also have an eye for the big picture and the minutiae. You can’t make a solid decision without weighing all the options and understanding everything involved. However, reading a book on strategic problem solving isn’t going to help you in events.

Event planning requires quick and effective problem-solving. You don’t have a business quarter to decide next steps. You must create a solution that is the best you can do with the information and the time that you have.

Now that you know the elements that make a good event problem solver, let’s explore how you can actually put them into practice.

Steps for Better Event Problem Solving

Understand the issue.

When most people have an urgent issue, they rarely come to you in a calm demeanor with all of the information you need to help solve the problem. Instead, they rattle you with phrases and words that may seem like a disjointed mess. It’s up to you to ask the probing questions that will help you understand what the issue is, everyone it affects, and what’s already been tried. You need this critical information in order to present the most viable solution.

Create a Plan

Now that you understand everything involved, you can create a plan that addresses the issues. Make sure your plan takes into account the issue presenting itself but also try to be proactive about others that may crop up as part of the solution.

Once you have a plan to address the solution, ensure everyone understands their role and deliverables as well as the schedule and how it fits into their current responsibilities. Are they to drop everything to help in the solution or is it something they should do after their immediate responsibilities? Don’t leave the order up to them unless there is time to spare. If something is urgent and trumps everything else, make sure that is clearly communicated along with who will do it.

Part of your plan should be giving the affected party a point of contact. Don’t leave them wondering whether something got fixed or not. Another good reason for a point of contact is because problems sometimes escalate and it’s nice for the affected person to go to someone who already knows the situation.

If You’re at Fault, Admit It

This is one of the most difficult parts of problem-solving but an essential one. Don’t place blame or make excuses. Don’t try and get the other party to take partial responsibility.

Excuses place everyone on the defensive and ultimately it doesn’t really matter who caused the issue. But if it’s your mistake, admit fault and explain how it will be righted.

If it’s not your fault, it’s likely still your responsibility at the event. Apologize for the fact that it happened, not that you did it. Even if it was caused by a supplier or a third-party vendor, see if there’s a way that you can help mediate or direct them to someone who can help. Don’t just tell them to call the tour company, for instance. Find a contact name for them to ease their frustration.

Implement and Follow Up

Now that you have a plan and everyone understands their responsibilities, and you have taken responsibility for any fault you may have in the situation, you need to implement your plan and follow up. If it’s a problem involving an attendee in a multi-day event, check back in with them several times to find out how things are. Use their name and address specifics. If applicable, offer concessions to come to another event.

Keep an eye out for escalations on social media as well. Often, you’ll think something is addressed and the party will take their frustration to the web.

How to Solve Problems Quickly

One of the best things an event planner can do when it comes to problems is to solve them thoroughly, yet quickly. A problem left unattended becomes a very large issue because it compounds with the feelings of being ignored. Never let someone feel ignored if you can help it. But how do you ensure that you handle the problem with alacrity? You should:

• Be listening on social media both through hashtags and keywords. If your event is not thousands of people large, create a Twitter list of attendees and scan it periodically to ensure everyone is content and satisfied. If not, escalate the issue appropriately.
• Walk the floors and listen for sentiment.
• Look at exit surveys as they happen. You needn’t read them all but give a glance at those who are sharing info at the bottom.
• Switch responsibilities or get some distance. Solving quickly is critical for event planners but sometimes you get a mental block and are stumped to find a good solution. If that’s the case, take a few minutes to think about something else, preferably something regimented like folding napkins. Studies have shown that this type of break in thinking can help you come up with a creative solution.
• Solve for someone else. Construal-level theory means we are more able to solve for distant problems affecting someone else than our own. That’s why so many people who take their problems to a third-party end up thinking, why didn’t I come up with that?. Thinking about your problem in reference to someone else or thinking about it in an abstract way as if you were going to write a letter to Dear Abby and change all of the names to protect the innocent, may give you the distance you need to solve it.

In Conclusion

Becoming good at quick problem solving is a core competency for every event planner. Thankfully, it’s not something you need to be born with. You can cultivate the skills with some hard work and experience.

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How to Solve any Event Problem

As an event planner, problem solving is a big part of your job. Focusing on getting things right on the day is vital to ensure your attendees have a great experience, but in the run up to an event, there are a huge number of moving parts and elements that – despite your best efforts – might not go according to plan.

From setting up the website to ensuring marketing campaigns are effective and ticket sales are on track, through to liaising with sponsors, suppliers and attendees, there’s a lot to keep track of. Then there are the problems that can’t be foreseen – weather, power cuts, transport strikes, and more. No matter how experienced and prepared you are, things go wrong and problems appear.

When a problem does arise it’s very tempting to jump straight into solving it.  That works for situations where the cause, and therefore the solution is straightforward, but often the actual cause isn’t obvious.  When we jump into solving these problems too early, there’s a huge risk we don’t fix it – and can even make them worse.

Here’s an example:

Situation: Ticket sales for my event are much slower than I expected.

Cause: I’m not spending enough money on marketing my event.

Solution: Spend more budget on Facebook Ads.

In this example, I’m jumping too quickly to assume the cause, without actually understanding if that really is what’s wrong. Perhaps my marketing budget is fine, but I’m targeting the wrong people.  Perhaps my tickets aren’t priced well.  And perhaps my event simply isn’t compelling enough…

In situations like these, it’s vital to take a step back and spend the time to understand the actual cause – not what we think it might be – before diving into problem solving.  Below, I’ll share two methods that will help you do that.

This sounds like the method your child uses to drive you crazy, but it’s actually a very simple and surprisingly effective way to analyse a problem and to peel away the layers surrounding it.

The benefits are that it’s incredibly simple, fast, and a great way to look at problems that are a bit fuzzy, particularly those where people are involved.

To use it, first write down the problem. This helps formalise, fully describe, and clarify the issue. It also helps ensure everyone agrees on the problem if you’re doing this in a team environment.

Then you simply ask the question “why?” 5(ish) times.  You may need more or less than 5 to get to the root cause, but you get the idea.  Here’s an example:

• Problem: vegetarians at my conference complained that there wasn’t any vegetarian food available, even though we provided it.
• Why did they complain about a lack of vegetarian options?  Because the attendees who didn’t have dietary restrictions ate the vegetarian food.
• Why did they eat the vegetarian food?  Because there was no signage to indicate it was the vegetarian option.
• Why was there no signage?  Because we didn’t ask the catering company to provide it.
• Why didn’t we ask the catering company to provide it?  Because we didn’t hold a pre-event briefing meeting

This is a simple example, but it shows how effective this technique can be.  The final why leads to a statement (root cause) that you can take action on, and be confident it’s the right action. For the problem above, it would be very tempting to jump straight to the “obvious” solution: increase the quantity of vegetarian food.  But that would not solve the problem!  The solution here is to brief the catering company to provide signage, and to tell attendees which is the vegetarian option.

Fishbone diagrams & root cause analysis

Also known as cause and effect diagrams.  This method is a more visual way of getting to the root cause of an issue and works particularly well for more complex problems. Here’s how it works:

• Identify the exact problem. Define it as clearly as possible.  Write it down on the left hand side of a large piece of paper.
• Draw a horizontal line from the box, so that it looks like the head and spine of a fish.  This gives you space to develop your ideas.
• Brainstorm the main factors or categories that could be involved.  Not the solutions, but the buckets of related factors. For example: suppliers, venue, staff, technology, etc.  Draw a line off the “spine” for each factor, and label it with the theme.
• For each of these factors, brainstorm what the possible causes could be.  Add each of these causes as labels along the line for that factor.
• You’ll now have a diagram showing the problem, the main factors that may be involved, and all the possible causes that you can think of.

Depending on how complex it is, the solution may now be obvious.  If it’s not, you can then investigate the most likely causes further.  That may involve doing customer research, looking at your data, talking to suppliers, etc.  But by laying everything down visually in a fishbone diagram, you can ensure you have the full picture at a glance. You can be thorough in identifying the actual problem – and solving the right one!

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about the author

Eventbrite is a global ticketing and event technology platform, powering millions of live experiences each year. We empower creators of events of all shapes and sizes – from music festivals, experiential yoga, political rallies to gaming competitions –– by providing them the tools and resources they need to seamlessly plan, promote, and produce live experiences around the world.

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Event planning skill #1: Attention to detail

A well-executed event is never an accident — it’s the compilation of many, many small details that come together to create a polished, flawless experience.

Event pros are known for their attention to detail, which often manifests itself in comprehensive checklists , to-do lists, and itineraries. To crush it in this role, you have to be on top of the little things, giving each one the attention it deserves, from napkin rings to A/V hookups.

Event planning skill #2: Communication

Event planners interact with a wide variety of people on a daily basis, including C-suite executives, donors, brand sponsors, vendors , and, of course, event attendees. Strong people skills are key to ensuring that everything runs smoothly and everyone involved understands their role.

The best event organizers have sharp written and verbal communication skills, conveying information with confidence, clarity, and respect. And they’re not only good at communicating their own vision — they’re also great listeners, taking extra care to understand their clients’ wants and needs.

Event planning skill #3: Problem-solving

An event planner’s resourcefulness isn’t limited to duct tape and safety pins. (Though they do have infinite uses for such things!) Successful event organizers are able to think on their feet, stay calm, and make quick decisions when unforeseen challenges arise.

Whether they’re killing time for a keynote speaker who’s stuck in traffic or making last-minute menu changes when the caterer falls through, they’re nimble and creative in solving unexpected and complex problems.

Event planning skill #4: Negotiation

Event pros are the kings and queens of bargaining. From convincing a venue to lower their minimum to negotiating a contract with the platinum sponsor, rockstar event planners blend preparation, confidence, tact, and those oh-so-important people skills to get what they need.

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Event planning skill #5: Multitasking

Simply put, to be a successful event planner you need to be able to juggle a lot at once. Your job description could include everything from ticket sales and promotion to sponsorship acquisition to day-of logistics, and it’s your responsibility to make sure nothing falls through the cracks.

On top of that, the average event organizer is planning and executing multiple events simultaneously. If you’re lucky enough to have a team working with you, you’ll also need to hone your delegation skills — a great way to save yourself from burnout .

Event planning skill #6: Budgeting

Projecting and tracking spend is an important skill for event planners, who regularly juggle multiple proposals, invoices, and expenses. The best in the biz have discovered the most effective tools and tactics to get the most out of each dollar spent.

Often just as important as managing money, skillfully budgeting your time is essential, as you’ll frequently work on tight deadlines and adhere to strict day-of itineraries.

Event planning skill #7: Creativity

Despite what you might think, creativity isn’t an innate quality reserved for a select few — it’s a learnable skill you can build over time.

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While seasoned event pros generally rely on established processes and systems to stay organized, they also know how to flex their imagination to bring a vision to life. Through creative brainstorming and calculated risk-taking, the most inspired event creators infuse passion and originality into each of their events. For most event pros, this is the fun part!

At the end of the day, being an amazing event creator isn’t just about a checklist of skills. Genuine passion, resilience and on-the-job experience are all critical to success in this challenging, dynamic role.

Ready to take the next step in your event planning career? Sign up for one of our free event management certifications .

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Eventbrite is a global ticketing and event technology platform, powering millions of live experiences each year. We empower creators of events of all shapes and sizes – from music festivals, experiential yoga, political rallies to gaming competitions –– by providing them the tools and resources they need to seamlessly plan, promote, and produce live experiences around the world.

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The Essential Role of an Event Organiser-Understanding the Profession

Table of Contents

What is an Event Organiser? Exploring the Definition

To understand the essential role of an event organiser, it is first important to understand what an event organiser is and the part they play within their industry. So, what is an event organiser? To put it simply, it’s the person who is in charge of an event from beginning to end . Event organisers work across all industries to plan and carry out a range of events, from small-scale launches to large conferences . These dynamic professionals make sure events run successfully by taking on the practical arrangements on behalf of a client. Event organisers receive briefs from clients that outline the sort of event they want to host or participate in, events such as;

• Trade Shows
• Conferences
• Product Launches
• Conventions
• Business Meetings
• Team Building
• Fundraisers
• Charity Shows

Each of these events has their own unique requirements to fill and challenges to overcome. It’s easy to get overwhelmed by the many different types of events. And yet, each event type plays an important role in a company’s event goal or marketing strategy. It’s an event organisers job to help decide on a direction that is best suited for the needs of each event, the best format. Will it be in-person , virtual , or hybrid ? Does this type of event align with the clients’ specific objectives? These are questions that an event organiser can answer with a clear understanding of their field and the requirements of each type of event.

But what does it take to be an event organiser? A good event organiser usually has these attributes to offer:

• A degree in a relevant field , such as events, business, hotel management, marketing or communications
• Excellent communication skills , both written and verbal
• Time-management skills and the ability to work under pressure to ensure the efficient running of an event
• Self-motivation and enthusiasm .
• Negotiation skills when looking for the best price from venues, suppliers and contractors
• Excellent attention to detail and confident problem-solving skills
• The ability to multi-task and work calmly and effectively under pressure in a challenging and fast-paced environment
• Experience in organising and delivering complex and varied events to time, quality and budget targets
• Ability to work well within a team and to take the initiative when required

There is no typical route to becoming an event manager and most organisations will recruit as vacancies arise. Some people move into event management from related areas such as marketing, hospitality, PR or arts administration.

The Comprehensive Role of an Event Organiser

Now we know ‘What is an Event Organiser?’ We can move on to the comprehensive role of an event organiser and the part they play within the industry and what they do for their clients. Planning and coordination are the core of event organisation , this is due to the amount an event organiser must juggle and maintain within the process of creating and running a successful event.

• Financial management – Creates a budget that meets the client’s brief and ensures successful delivery of all requirements while maintaining this budget throughout the event planning process.
• Event planning – Meet with clients to understand their needs and define the event brief, including the event type, its audience, its objectives and the available budget.
• Supplier engagement – Liaises with potential suppliers to tender work for an event. They may also meet with new suppliers to consider whether to trial them and visit new potential venues .
• Staff management – Organises and books staffing for the event, which may include promotional staff, volunteers, greeters or service staff.
• Event scheduling and logistics – A key part of the role involves creating the event’s layout and agenda, with all essential marketing activities and working with other marketing colleagues as necessary.
• Event wrap-up – After the event , the organiser reviews the outcomes against the original objectives , often in a debriefing session with the client.
• Business generation – As part of ongoing event services marketing, the organiser may also be responsible for promoting services to existing and potential new clients.

Are some of the key roles an event organiser undertakes while planning and managing events for clients. This includes delegating tasks, keeping calm under stressful situations, and ultimately creating a successful and memorable event.

However, each of these tasks come with their own challenges. Event organisers often encounter various challenges throughout the planning and execution process. Effective problem-solving is a crucial skill for ensuring that these challenges are addressed promptly and that the event runs smoothly. Here are five common challenges in event organisation and strategies for managing them:

Technology Breakdown

One of the most common and expected challenges that every event organiser will eventually have to tackle. Whether it’s video software, a check-in system , or the streaming services , it’s key to be aware of the faults that could occur and take measures to prevent or solve them. The solution is to conduct thorough testing of all systems before events as well as have backup equipment and technical support on standby for quick troubleshooting and to assist guests.

Vendor Issues

Many events require the attendance of vendors. These vendors could be catering to an event, supplying décor or entertainment. Either way, a crucial part of the event is left in the hands of outsider assistance which can add a variable in the planning of an event. To avoid issues with attending vendors it’s common practice to thoroughly vet and communicate expectations from the start and if issues arise, to address them promptly. Maintain open communication at all times and as a precaution have backup vendors in case of emergencies. 

Budget Constraints

When working on a tight budget it is important to prioritise expenses and allocate what budget is available to essential elements of the event. These essential elements can change from event to event, so having that understanding of what each event specifically needs to meet its goal is key. Some approaches event organisers use when faced with budgets constraints is to negotiate with vendors, explore cost-effective alternatives and also consider sponsorships.

Health and Safety Concerns

Depending on the size and location of an event, there are a number of health and safety concerns that might need to be addressed. For example, it’s important to obtain a venue that is suitable to the expected number of guests, otherwise overcrowding can cause a hazard. This is why it’s important to address concerns and either change or implement a comprehensive safety plan to combat these concerns. Providing staff with training and implementing safety measures and even having medical personnel on standby can give everyone a piece of mind during the event, and leaves a solution in place for emergency situations.

Unforeseen Changes in Plans

No matter how much planning goes into an event, there can always be something unforeseen that can come as a surprise on event day. This is why its important to develop contingency plans for various scenarios. Being able to adapt quickly and be flexible when it comes to change, but most crucial is being able to communicate changes effectively to those involved or affected.

In event management, being proactive and having contingency plans in place are key to overcoming challenges. Regular communication, adaptability, and a well-prepared team contribute to successful problem-solving and the overall success of an event.

Key Responsibilities in the Role of an Event Organiser

Event organisers are entrusted with a variety of responsibilities that extend from the initial conceptualisation phase to the post-event evaluation. In this dynamic and demanding field, their adeptness in problem-solving, attention to detail, and strategic planning are paramount. From budget management to vendor coordination, and from logistical planning to on-site execution, the event organiser plays a central role in bringing visions to life and ensuring memorable experiences for attendees. Understanding and mastering these key responsibilities is essential for those navigating the intricate landscape of event organisation.

Budget management and financial planning are a critical responsibility of an event organiser. Successful execution of events requires meticulous attention to financial details , strategic planning, and prudent decision-making to ensure that the event stays within budget while delivering the desired experience. This means the event organiser needs to be involved with;

• Initial budget development
• Cost control and expense prioritisation
• Vendor contact negotiation
• Contingency planning
• Financial tracking
• Data analysis and budget forecasting

Effective budget management and financial planning contribute significantly to the success of an event. Event organisers must strike a balance between creating a memorable experience and adhering to financial constraints. Event organisers should continuously track their budget and spending throughout the planning process to maintain financial control and ensure that expenses align with the allocated resources. By monitoring progress, they can identify any budget overruns or potential cost savings in real-time, making adjustments as needed to stay on track. Event organisers can also make estimates by gathering quotes, conducting research, and using data to approximate the costs of various event elements. This is important in the initial stages of budget planning as it helps establish a realistic financial framework. This is why it’s important in the early stages to work with your client to establish a budget and timeline that is suitable for the event they wish to run.

This leads onto the next key role of an event organiser, strategic planning . Strategic planning and vision setting are integral aspects of an event organiser’s role, laying the foundation for successful events that align with clients’ goals and expectations. This means understanding the clients’ objectives and defining event goals . An event strategy is the big picture. The what, the why, the when and most importantly, the how. It will include more detailed plans for every step that breaks down the details so everyone knows where to be and what to do. Some events will have very defined goals such as increased awareness of a brand or charity, an album or product launch or something else entirely.

Developing a successful event strategy requires careful planning, creativity, and attention to detail. Here are some top tips for crafting an effective event strategy:

• Clearly Define Objectives – Clearly articulate the goals and objectives of the event. Whether it’s brand promotion, lead generation, networking, or education, a well-defined purpose guides the entire strategy.
• Know Your Audience – Understand the target audience, their preferences, and what will resonate with them. Tailor the event strategy to create an experience that engages and appeals to the attendees.
• Create a Unique Event Concept – Develop a distinctive and memorable event concept or theme that sets the event apart. A unique concept can generate interest and excitement among attendees.
• Comprehensive Market Research – Stay informed about industry trends, competitor events, and the preferences of the target audience. Leverage market research to inform the strategy and incorporate innovative ideas.
• Data Collection and Analysis – Implement robust data collection processes during the event. Analyse the data afterward to evaluate the success of the event, understand attendee behaviour, and gather insights for future improvements.
• Personalisation and Customisation – Tailor the event experience to individual preferences as much as possible. Personalised experiences, from content to networking opportunities, can significantly enhance attendee satisfaction.

Emerging Trends and Innovations in Event Organisation

In the ever-evolving landscape of event organisation, staying on top of emerging trends and innovations is paramount for creating memorable and impactful experiences. As technology advances and societal preferences shift, the events industry continually adapts to meet the evolving needs of attendees and clients. This means event organisers need to keep themselves informed and up to date with any change or shift in the industry to continually offer the best event experience .

Technology is now used heavily within the event management industry and has become an invaluable tool for creating successful events. Event technology is any tool, app, or software that helps you to plan and/or carry out an event. An example of some event management tools are:

• Ticketing and registration
• Guest check-in
• Sponsor exposure
• Task management
• Team management
• Contact management
• Event performance reporting
• Payment collection

The use of event technology has become increasingly prevalent in the event industry, offering a wide range of benefits for organisers , attendees, sponsors, and other stakeholders. An event organiser can use these tools to help improve attendee engagement with interactive technologies that enhance attendee engagement by offering a personalised experience, creating a more immersive experience. Efficiency is also important when it comes to running an event, and tools that allow for a more efficient registration and check-in process streamlines the process reducing wait times and administrative burdens on event organisers. Other benefits include;

• Event technology facilitates real-time communication between organisers, speakers, and attendees. Push notifications, announcements, and updates can be instantly communicated through mobile apps or other digital platforms.
• Digital signage, branded mobile apps, and interactive displays create new sponsorship opportunities for brands. Sponsors can leverage technology to enhance brand visibility and engage with event attendees in innovative ways.
• Technology streamlines logistical processes, including room scheduling, resource allocation, and inventory management . This leads to better utilisation of resources and cost savings for event organisers.
• With the rise of hybrid and virtual events, event technology provides the infrastructure for seamless online experiences , connecting remote participants with on-site activities.

The integration of event technology not only modernises event experiences but also enhances efficiency, engagement, and overall satisfaction for all stakeholders involved. As technology continues to advance, the benefits of incorporating these innovations into event planning are likely to grow. With this integration of technology comes in areas an improvement in event sustainability . Though there are more ways to make an event more sustainable. Sustainability in event organisation has become a critical consideration as the industry recognises its environmental and social impact. Implementing sustainable practices not only aligns events with global environmental goals but also enhances the overall event experience. For example, with an increase in digital communication and more paperless solutions, it has not only helped streamline invitations and registration process but also open the doors for event apps and the less need for materials and documents as a result reducing both costs and the environmental impact .

There are a number of ways events can become more sustainable, here are some of key changes that can be made;

• Waste Reduction and Recycling – Implement comprehensive waste reduction strategies, including recycling stations, composting, and minimising single-use plastics. Encourage attendees and vendors to participate in waste reduction efforts.
• Transportation Alternatives – Encourage the use of public transportation, carpooling, biking, or walking to reduce the environmental impact of attendee travel. Provide incentives for sustainable transportation choices.
• Green Venue Selection – Choose venues that prioritise sustainability, such as those with green certifications, energy-efficient facilities, and waste reduction initiatives. Consider proximity to public transportation to reduce carbon emissions.

By incorporating sustainable practices, event organisers can contribute to environmental conservation, promote social responsibility, and create events that align with the values of a more sustainable future.

Real-World Examples: Event Organisers in Action

Events do not just happen by themselves; they are well planned, specifically orchestrated, and extremely coordinated.

Here at Eventscase we are no stranger to the trials and tribulations of planning and hosting events, having a number of successful case studies to share. Here is an example of one of our successful face-to-face events v we organised for our client CDTI-E.P.E.  A Public Business Entity, under the Ministry of Science and Innovation.

• Event/events: 11th Conference of the European Union Framework Programme for Research and Innovation in Spain – Horizon Europe. A face-to-face event held at the Palacio de Congresos de Valencia on 6 April from 10 am to 6 pm. Organised by the CDTI and the European Commission.
• Attendee profile: Public or private entities in the field of research and innovation.
• Format: Face-to-face
• Summary of the event: Attendance: 903 attendees and 1323 registered

Download now the CDTI Case Study

How was the event structured?

• Access to the event via onsite badge printing or the presentation of badges previously sent to the registrants and printed by them.
• Entrance to the Palacio de Congresos: The staff took care of the “check in” and handed out lanyards for the printed badges.
• Institutional welcome, presentations and round tables , conclusions and closing ceremony.
• Coffee break and lunch, which was held in the hall.
• Presentation of a research prize.
• Informal networking over lunch.
• 1-2-1 meetings during the morning and afternoon “Personalised advice and bilateral meetings”.
• Visits to the exhibition area (posters).

How has CDTI used the Eventscase platform?

• Website for promotion , information and registration of the event.
• Registrations: public and free of charge. Limited to 1,400 attendees.
• Multi-event app to have the same information available on the web, including venue maps, for easier access.
• Badge Generator : Attendees received their badges via email to access the event. They had the option to print them at home or come to the badging station at the venue and have them printed onsite.
• Check-In App : For access control to the venue.
• Exhibitor Area: Participating companies uploaded information to be displayed on the “Poster” area of the website and, on the day of the event, selected exhibitors displayed information using physical panels at a specific area of the Palace.
• 1-2-1 Meetings: Meetings were held during the afternoon of the day of the event. Two types of meetings were managed with this module. 27 free tables and 55 tables for exhibitors.
• Onsite Support Staff: 2 project managers and 1 technician for onsite badging and printing.
• Rental of printers with paper (4 subcontracted printers).
• Lanyards (1100 units).
• Rental of eight (8) Android mobile devices that acted as badge readers for the check-in Process.

We provided CDTI with a global solution through the platform that brought together all the digital services they needed for their event . We implemented full integration across the Eventscase product portfolio to cover the entire event lifecycle from start to finish.

Troubleshooting

During the event, the platform sent reminder emails of meetings that had been previously cancelled . This caused confusion among the attendees, who did not know if they had to attend those meetings when they were – in theory – cancelled. The event organising team passed the incident to the onsite team and we passed it onto the technical team as an emergency. The problem could not be solved at the time as it was complex to diagnose and needed a development and update of the platform to prevent it from happening. One month after the event, this is the solution that our product and development team has implemented for the said issue:

Understanding the problem: Our platform has 2 types of meeting systems (a general one associated with the possibility of video calls and one particular to the 1-2-1 meeting scheduler that can also be linked to video calls).

Analysis: What was happening is that when the 1-2-1 meeting scheduler had online meetings enabled, creating a 1-2-1 meeting also created a video call (from the general meeting system), and the reminder emails associated with that other meeting system were sent, and that should not have happened.

Solution: We have de-linked the reminder relationship that shouldn’t have existed between the two types of meeting systems.

Extra solution: We have developed the possibility to activate or deactivate online meeting reminders from the general meeting system when requested by the customer.

Each troubleshooting event provides an opportunity for learning and improvement . Analysing the root causes of issues helps us identify areas for enhancement in processes, systems, or training, leading to continuous improvement. By addressing these root causes, we can implement preventive measures to reduce the likelihood of similar issues occurring in the future.

To check out the full case study and more examples of successful events by Eventscase, follow this link –  https://eventscase.com/blog/download-our-case-studies-2

In conclusion, the role of an event organiser is a dynamic and indispensable one , requiring a unique blend of skills and attributes. Event organisers are the architects of experiences , overseeing every detail from conceptualisation to execution. They play a vital role in various industries, orchestrating events ranging from trade shows to conferences, each with its own set of challenges and requirements.

Challenges are inherent in event organisation, and effective troubleshooting is crucial for addressing issues promptly. Whether dealing with technology breakdowns, vendor issues, budget constraints, health and safety concerns, or unforeseen changes in plans, event organisers must be proactive and have contingency plans in place to ensure the smooth flow of events. Real-world examples, such as the successful face-to-face event organised by Eventscase for CDTI-E.P.E., illustrate the practical application of event management principles. Troubleshooting during events , as demonstrated in the case study, highlights the importance of continuous learning and improvement in the field.

In essence, the profession of an event organiser is not just about planning and executing events; it’s about creating meaningful and memorable experiences . This study has shed light on the diverse facets of this profession, emphasising the crucial role event organisers play in shaping the landscape of events across various industries.

About Eventscase

The Eventscase platform helps event organisers manage corporate events, conferences, and trade shows, whether large, small, in-person, hybrid, or virtual. No technical skill is required at all. Anyone can create beautiful event websites, registrations, badges, perform check-ins, event apps, 1:1 meetings and more. Everything under the brand and domain of your company can be implemented with an Eventscase whitelabelled platform.

If you would like to subscribe to our newsletter to get live updates on everything related to our platform – news, blogs, events, announcements and much more, please , register here .

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An Event Prof’s Guide to Problem Solving

Need to flip one 50,000 square-foot hall four times in 21 days, while working around several other large events that are restricting both your access and your storage? Discovering during load-in that your caterer has forgotten half of the tables you booked? No problem! Enter Jennifer Thacker, Project Manager, problem solver, and our go-to for the most challenging projects.

“I love a logistics challenge,” Jen says, with all sincerity. “Anything that’s hard to pull off is exciting to me, and I really see problems as a chance to be creative and accomplish something great.” Around here, Jen’s ability to look back on even the most challenging and complex projects as “not that bad” is the stuff of legends, and her relentless positivity and otherworldly resourcefulness are exactly what you want and need on your team. So, let’s take a step-by-step look at Jen’s approach to tackling a challenging event head-on, dealing with problems that inevitably pop up, and staying cool, calm, and collected through it all.

The best offence will always be a good defense. Jen’s first line of defense is always solid and thorough planning.  

“I start scoping logistics problems as we’re talking through design,” she says. Jen and the rest of the project management team carefully map out every section of an event during the concept stage , working through the best ways to plan for and execute everything from load-in to Health and Safety management , and trying to anticipate possible problems. For example, for a recent event that spanned 5 floors of the National Music Centre , PLUS 2 floors and the rooftop of the King Eddy across the street, it was imperative to keep the product needed for the 8 different spaces incredibly organized. Packing all of the product together would not only affect the efficiency of unloading, but could easily result in items being lost across multiple floors or even across the street. To make sure this didn’t happen, Jen divided each space into zones with corresponding detailed packing lists, and each zone was packed into separate trucks. This meant product could be unloaded and elevatored up to each space quickly and easily, and ensured that everything arrived on the correct floor and in the correct zone, with no confusion.

This is just one example of Jen’s creative solutions that are built into each logistics plan, all of which go a long way toward stopping those facepalm moments before they happen.

Even a logistics superhero can’t plan for everything. The cold, hard truth is that problems are going to come up no matter how experienced and thorough you are. What matters is how you deal with it when the pressure’s on, and everyone’s looking at you. Jen’s personal approach?

“Always know that there is a solution to the problem,” she says, without hesitation. “There’s nothing we can’t fix; we solve problems every day.” Here’s a closer look at how she walks through problem solving.

1. First of all, make sure there really is a problem. Tensions and emotions can run high during the busy lead-up to a big event, and that’s increases exponentially once you’re actually on site and setting up. In many cases, there are so many people and moving parts that it’s easy for wires to get crossed, communication to break down, and problems to get blown out of proportion.

In Jen’s case, she is the main hub of information for the project, so often someone might be reacting to a problem that she’s in fact already dealt with. If someone tells you that the chairs you had booked are actually across the city at another event, Jen recommends asking a few questions before you start freaking out. Maybe someone already foresaw that problem and more chairs were actually purchased weeks ago. Before you start moving heaven and earth, take a deep breath and do some digging.

2. Be a team player. In Jen’s view, ‘not my problem’ is simply not a thing. If a problem comes up, instead of looking for someone else to blame (or to handle it), think about how you can help.

“It doesn’t matter who dropped the ball or what happened, we will always find a solution,” she says. “That’s what makes us different and that’s the value we bring to our clients. We will always make something work.”   

3. Brainstorming is about letting go and getting creative. So there really is a problem, and you’re a team player. Now what?

Jen’s goal is always first and foremost to find the solution that has the least effect on the event – what that does not mean is stubbornly hanging on to the original idea or plan. Creative problem solving is all about being able to let go and think differently; if you can’t do that, you’ll end up circling around and around the problem, and getting nowhere. Next, think about what you have access to, and who you have access to.

“Always start with what you have on site that can fix the problem,” Jen says. “Sometimes your truck will be pre-loaded for another event that you can ‘borrow’ from – look in the back of truck!” Maybe the venue has product you can use, or one of your vendors can step in.

If there’s nothing on site that can help you, or your problem is not one that involves product, ask yourself who can help? This is where your relationships with your vendors and partners become so important. Scroll through your contacts list for that perfect person with exactly the product, equipment, skills, or connections you need to solve this problem.

4. If you’re stuck, phone a friend. “When the pressure’s on and you’re in the thick of things,” Jen says, “the best thing to do is call someone who is not under that same pressure, and can help you talk it through.”

The same principle applies here as when you dial up your best friend, your mom, your therapist… whomever you like to talk things out with when something is driving you crazy. Talking through the problem with someone who is not immersed in the project or attached to the original plan can be exactly what you need to shake yourself loose and get that lightning bolt of inspiration.

When it comes to on-site emergencies, Jen’s phone-a-friend usually goes to Orlando, our Chief Operating Officer. When problems come up a little earlier in the process, our weekly operations meetings are a great chance to brainstorm with the whole team. Whomever you call, talk it through and let their fresh perspective change yours.  

5. Present solutions, not problems. Remember that relentless positivity we mentioned? Jen applies that to her commitment to never bring a problem to her client. Instead, she brings a solution – or options for a solution – to a problem that came up and was handled.

“The more calm you can stay, the better,” Jen says. “The worst thing is for a client to feel that you’re panicking. Own your solution, and have confidence in your team.”

Make sure everyone who needs to know about the change is in the loop, then simply execute and move on.

Events are not a solo sport, and in the end, that’s the real key to problem-solving. Events are such a collaborative effort, and nothing builds camaraderie and a sense of accomplishment like pulling off a really tough project as a team, working side-by-side with our partners, vendors, and clients. The same philosophy applies to taking on a big problem and beating it together.  

“I can’t stress enough how important your partnerships are when it comes to problem solving,” Jenn concludes. “When you have strong relationships, you have people to fall back on; people who will step in with ideas and solutions at the 11th hour when the stakes are high. You can’t do this alone.”

And of course, remember that this is a two-way street – you need to be willing to step up when your partners reach out to you for help.

The final takeaway. “After every event,” Jens says, “I assess what was successful, what problems came up, and what I learned from it – and then I just move on.”

If you have your own thoughts on logistics and problem-solving to add to the conversation, or want to see Jen and the rest of the team pull this stuff off in person (we promise you, it’s a sight to behold), give us call or drop us a note . We’d love to solve problems with you!

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Event planning & management is one of the most stressful jobs in the world. There are always too many people and things demanding your attention simultaneously. Too many hats to wear. Too many moving pieces to stitch together. Sometimes even too many fires to put out. All leading to cognitive overload and stress. Great event planners can make it all look like a cakewalk. Of course, experience and number of years in the game matter. But so does making time, even if it's 10 minutes every day, for your professional development.

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Categories of event planning & management skills

People skills, 1. leadership skills.

Leaders bring people together, motivate them, and empower them to deliver their best. Event planners need to do the same. Whether it is your team, your vendors, or volunteers, you need to lead them all towards the common goal of achieving event success. No one leadership style that suits all. But there are a few leadership skills especially important for event planners. These include:

• Strategic thinking
• Creating and communicating your vision
• People management
• Change management

2. Communication Skills

“The single biggest problem in communication is the illusion that it has taken place.” - George Bernard Shaw

Good communication skills are one of the most important event planning & management skills you can hone. They can help you bring clarity, accountability, and alignment among all event stakeholders. Proactive communication is every successful event planner’s ninja skill. It ensures you know of any possible delays well in advance and helps you identify any early red flags in the planning process. Mastering the whole gamut of communication skills is a lifelong pursuit. But here are four important aspects of communication you must focus on:

• Active listening
• Good questioning
• Clear and effective speaking
• Assertiveness

3. Negotiation

Negotiation is a valuable life skill. It is also one of the core event planning skills all great event planners possess. Whether it’s a discussion on budgets or timelines, with your clients or vendors, negotiation skills help you better at your job. Knowing how to negotiate well can help you gain confidence, get a fair deal, and improve your strategic planning. Four things that can make you a better negotiator:

• Building rapport
• Influencing
• Conflict resolution

Resources to improve people skills

• Article: Top 10 negotiation skills you must learn to succeed
• Book: How to win friends and influence people by Dale Carnegie
• Video: 10 ways to have a better conversation

Productivity Skills

1. organizational skills.

Event planners work on several projects simultaneously, each with its own set of deadlines. This means you have multiple deliverables to keep track of. So, the more you rely on event planning checklists, templates, and event management platforms, the less information you will need to commit to memory. Poor organization leads to low productivity, more procrastination, and hence a lot more stress. By developing your organizational skills, you ensure you create a healthy and productive work environment for yourself and your entire team. For starters, work towards being better at:

• Goal setting
• Project management
• Resource planning

2. Time Management

Multitasking is an event planner’s best friend and worst enemy combined in one. You are brainstorming with a speaker one moment and thinking about stage design in the next. Your job demands you to meet frequent and hard deadlines. It is not that you can just push the event date by a few days after announcing it. This means event planners are always on the clock - a sure-shot recipe for anxiety and stress. Work on the following:  

• Systems thinking
• Process design
• Distraction management
• Boundary setting

3. Prioritization

“If it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.” - Mark Twain

Event planners can relate to it quite well. With so much to do, prioritization becomes the key to win the day and the event. Learn to do it well and you’ll be so much more productive than you ever thought you could be. And the very famous Eisenhower Matrix can help you do this. Segregate your tasks into these four buckets and get cracking on a productive day.

You can get good at prioritizing when you learn the art of:

Resources to improve productivity skills

• Article: How to Focus on What’s Important, Not Just What’s Urgent
• Article: Goal Setting: A Scientific Guide to Setting and Achieving Goals
• Video: Time of Your Life: The Power of Chunking
• Article: Tools for Systems Thinkers: The 6 Fundamental Concepts of Systems Thinking

Problem-solving Skills

1. analytical skills.

Budgeting, KPIs, time estimates, key metrics to drive, event analytics, ROI, and more - event planners need analytical chops to do their job well. Analytical skills are the bedrock of problem-solving. They are comprised of many different elements. A few important ones of those you should consider improving on are:

• Critical thinking
• Data analysis

2. Creativity

“You can’t use up creativity. The more you use, the more you have.” - Maya Angelou

Creativity gives event planners their edge. It is what makes events stand out. Make space and time for being creative in your daily schedule if you want to create memorable experiences at your events. It's important to push boundaries and suggest new ways of doing things to your clients. Whether it is a fun networking idea, a unique kind of session format, or even a new way of managing your speaker presentations - you have the opportunity to be creative at multiple levels. Build up your creative muscles by consciously making space in your schedule for:

• Experimentation
• Divergent thinking
• Brainstorming

3. Decision-making Skills

Decision-making requires you to analyze a situation thoroughly, consider all possible options, and come up with a feasible solution. Event planners make tens of decisions, if not more, every day. Ensuring your decisions are viable enough to be implemented is an important part of your job. The more you work on improving your decision-making skills, the lesser you will be burdened by them. Four core factors that come into play while decision-making are:

• Logical reasoning
• Risk assessment
• Emotional intelligence
• Pattern recognition

Resources to improve problem-solving skills

• Video: 3 lessons on decision-making from a poker champion
• Book: Think Like Da Vinci: 7 Easy Steps to Boosting Your Everyday Genius
• Video: 5 tips to improve your critical thinking

‍ Additional resource: The best event planning certifications and how to apply

Preparedness Skills

1. tech savviness.

Today event tech is a vital part of any event. Whether it is digital marketing, project management, invoices & payments, or the main event infrastructure in the case of virtual and hybrid events - tech is everywhere. While you don't need to be an expert on all kinds of event planning tools & technology in the market, it is beneficial to understand the key trends. For example, if you are an event planner who doesn’t know about various virtual & hybrid event tech platforms, you’ve probably been living under a rock. And to make sure that you don’t miss out on the key disruptive tech innovations in your field, you must:

• Stay open-minded
• Keep learning
• Network with event professionals
• Subscribe to industry news

2. Risk Management

Risk management and event safety are those aspects of planning an event that your attendees, speakers, sponsors, and other stakeholders don’t get to see. But it affects them all. Whether it is your event decor or your attendees’ data - you must ensure your event is safe in all aspects. You must stay up to date on your local safety and healthcare regulations too if you are organizing an in-person or hybrid event. Things that help you manage this aspect of your event well are:

• Regulation rigor

3. Contingency Planning

No event goes without a hitch. There is always a hiccup or two event planners need to take care of. You can do this well if you prepare meticulously to rule out any crisis before it occurs. But you should also have the ability to respond quickly if a crisis does occur. You can improve your response by ensuring you iron out all the wrinkles at the pre-planning stage, and by constantly trying to poke holes in your plans. Two things that help you in creating a good plan are:

• Attention to detail
• Response planning

Resources to improve preparedness skills

• Article: Become More Tech-Savvy This Year in 8 Easy Steps
• Article: 9 common problems you can avoid at your next virtual event

Pro tip: When hosting a virtual or a hybrid event, always choose an event tech platform that comes with a dedicated customer success team. This will ensure you always have experts by your side in case you need help troubleshooting pre, during, and post your event.

‍ Read and Learn: How to Add Energy, Impact, and Results at Every Stage of Your Webinar

Personal Skills

“Empathy is a respectful understanding of what others are experiencing.” - Marshall B. Rosenberg

An event planner is a people person. You work with hundreds of new people every year. You will be able to work more effectively with colleagues if you develop empathy for their needs. Only when you are empathetic can you get into your attendees’ or your clients’ shoes and understand what they truly want from the event. Some people tend to be naturally more empathetic than others but it is possible to build more empathy. To do so, make conscious efforts to improve your:

• Self-awareness
• Imagination

2. Adaptability

Even after having a foolproof plan and a contingency plan in place, you must be ready to react to any potential mishap. The ability to respond quickly and adapt to handle a sudden situation is one of the critical event management skills. When you are flexible to adapt to the new ways, it also opens up doors to many more opportunities and new ideas that make your events better. To better yourself at being adaptable, focus on developing:

• Flexibility
• Growth mindset
• Big-picture thinking

3. Stress Management

While the demands of the job and the fast-paced nature of your work can keep you motivated to deliver your best, they can also cause extreme stress. Event planners have to deal with many uncertainties, hard deadlines, the looming thought of low engagement or low event ROI, and many changes on the fly. It can lead to high cognitive overload and stress. To ensure you can do your job well, you must invest in your well-being. Three things you can start doing:  

• Know when to ask for help
• Schedule time off
• Take care of physical and mental health

Resources to improve personal skills

• Video: The cost of work stress - and how to reduce it
• Article: Carol Dweck: A Summary of Growth and Fixed Mindsets
• Article: Six Habits of Highly Empathic People

Frequently asked questions about event planning and management skills

• What is event planning and management? Event planning and management is the process of organizing and executing events, such as conferences, meetings, weddings, and parties. It involves a range of tasks, from conceptualization and budgeting to logistics and execution.
• Why are event planning and management skills important? Event planning and management skills are important because they allow planners to deliver successful events that meet the needs of their clients or stakeholders. Without these skills, events may be poorly executed, resulting in dissatisfied attendees or stakeholders.
• What are some essential event planning and management skills? Some essential event planning and management skills include communication, organization, time management, creativity, leadership, adaptability, problem-solving, attention to detail, and budgeting.
• How can I improve my event planning and management skills? Several ways to improve your event planning and management skills include taking courses, attending workshops and conferences, networking with other professionals in the field, reading industry publications, and gaining hands-on experience through internships or entry-level positions.
• What is Hubilo, and how can it help with event planning and management? Hubilo is an advanced event management platform providing planners with various features to streamline event planning and enhance attendee engagement. These features include registration and ticketing, event branding, networking and matchmaking, session management, analytics, and reporting. Using Hubilo, planners can save time, reduce costs, and create exceptional events that leave a lasting impression on attendees.

Event planning and management is a multifaceted profession requiring diverse skills to pull off successful events. From communication and leadership to creativity and adaptability, the best event planners possess a combination of hard and soft skills that allow them to thrive in this dynamic field.

If you're looking for a platform to help you take your event planning and management skills to the next level, Hubilo is the solution you've been searching for. With a suite of advanced features designed to streamline your event planning and enhance attendee engagement, Hubilo is the perfect tool for planners looking to deliver unforgettable events.

Don't take our word for it, though - book a demo today and see for yourself how Hubilo can revolutionize your event planning and management processes. Click here to schedule your demo now and plan your best events!

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Hubilo is the webinar platform built for marketers that helps you 2X your pipeline. Founded in 2015, Hubilo's powerful engagement features, dedicated client experience team, and custom branding tools have helped create over 12K virtual events & webinars, creating hundreds of millions of minutes of high-engagement experiences and counting. Headquartered in Bengaluru and San Francisco, Hubilo's 200+ employees are dedicated to enabling webinars & virtual events that convert.

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The Road to Seamless Events: Handling 17 Event Planning Problems and Solutions Like a Pro

Planning and organizing an event can be an exciting experience, but it also brings a host of event-planning problems and solutions. From complicated logistics to unforeseen difficulties, every event brings a series of hurdles that need skillful problem-solving. 

But fear not; in this article, we’ll introduce you to the top 17 event planning problems and solutions and provide valuable insights and strategies to overcome these challenges like a seasoned pro. This article will equip you with the knowledge and techniques to turn any event planning obstacle into a springboard for a flawless and memorable occasion.

Let’s dive into the world of event planning and equip ourselves with the tools to orchestrate seamless and unforgettable occasions. 

17 Common Event Planning Problems and Solutions for Planners

Event planning can be a complex and challenging task, with various obstacles that can arise along the way. Here are 17 common event planning problems and practical solutions to help planners overcome these challenges- 

1. Budget constraints

Budget constraints are a significant challenge that event planners often encounter. Limited funds may restrict the scope of the event and hinder the ability to deliver a memorable and successful experience for attendees.

A. Research cost-effective alternatives:

• Thoroughly research various vendors, venues, and service providers to find cost-effective options that still meet the event’s requirements and standards.
• Look for vendors who offer competitive prices without compromising on quality. This applies to catering, audiovisual equipment, decorations, and more.
• Negotiate with suppliers to secure better deals or discounts, especially if you plan to establish a long-term relationship with them for future events.

B. Prioritize essential elements and trim unnecessary expenses:

•  Identify the key aspects crucial to the event’s success and allocate a significant part of the budget to these areas. For example, focus on excellent entertainment and engaging activities for a community festival.
• Eliminate or reduce unnecessary elements that don’t significantly contribute to the event’s goals or attendee experience. For instance, opt for simpler decor options that do not significantly impact the event’s atmosphere.
• Consider leveraging sponsorships or partnerships with businesses or organizations willing to invest in specific event aspects in exchange for brand exposure.

2. Venue availability

Venue availability is a critical issue in event planning, as popular venues tend to get booked quickly, especially during peak seasons. Failure to secure a suitable venue can disrupt the event planning timeline and may force organizers to compromise on their preferred location or date.

Solution: 

A. start early and book in advance.

• As soon as you decide on the event’s date and approximate size, search for suitable venues. Early planning gives you a better chance of securing your preferred location before it gets booked by other events.
• Many venues offer discounts or other incentives for early bookings, making securing the venue well in advance financially beneficial.

B. Consider flexible dates or alternative venues:

• If your first-choice venue is unavailable on the desired date, consider being flexible with the event date. Weekends are often in high demand, so consider weekdays or less popular time slots.
• Explore alternative venues that may not be your initial preference but can still meet the event’s requirements. These could include community centers, parks, or unconventional event spaces that are readily available and cost-effective.

C. Communicate with the venue:

• Establish open communication with the chosen venue and inform them about the importance of your event. They may be willing to accommodate your event or suggest other suitable dates that align with their availability.

3. Vendor management

Vendor management is a crucial aspect of event planning, as the success of an event heavily relies on the quality and reliability of the various vendors involved. Poor vendor management can lead to miscommunications, delays, and subpar services, ultimately affecting the overall event experience.

A. Communicate expectations clearly:

• Communicate your event’s requirements, expectations, and specific deliverables to each vendor from the outset. This ensures that everyone is on the same page and understands their roles and responsibilities.
• Put everything in writing through detailed contracts or agreements to avoid misunderstandings or disputes later.

B. Maintain good relationships for future collaborations:

• Build a positive and professional relationship with your vendors. Treat them with respect and appreciation for their services.
• Recognize and acknowledge the vendors’ efforts during and after the event. A simple thank-you note or token of appreciation can foster strong relationships.
• Nurturing positive relationships creates the potential for future collaborations. This leads to better deals, increased reliability, and a smoother planning process for future events.

4. Last-minute changes

Last-minute changes are expected in event planning and can disrupt the carefully laid-out plans. Event planners must be prepared to effectively handle these unexpected situations, whether they involve sudden weather changes, speaker cancellations, or unforeseen logistical issues.

A. Have contingency plans ready:

• Anticipate potential challenges and develop backup plans for each aspect of the event. This includes backup venues, alternative activities, and contingency schedules.
• Ensure that your team is aware of these contingency plans so they can quickly implement them if needed.

B. Stay flexible and adapt quickly:

• Embrace a flexible mindset and be prepared to adjust plans on the fly. Event planning often requires quick thinking and adaptation to changing circumstances.
• Keep communication lines open with all stakeholders, including vendors and team members, so that everyone is informed promptly about any changes.

5. Time management

Time management is a critical aspect of event planning. Inadequate time management can lead to missed deadlines, rushed preparations, and a disorganized event.

A. Create a detailed timeline and stick to it:

• Begin planning early. Establish a comprehensive timeline that outlines all the essential tasks leading up to the event.
• Break down the timeline into smaller milestones and set deadlines for each task. This will help you track progress and ensure that everything stays on schedule.
• Utilize event management software or project management tools to keep track of tasks, deadlines, and team progress.

B. Delegate tasks to a reliable team:

• Identify capable team members and delegate specific tasks based on their strengths and expertise.
• Clearly communicate the responsibilities and expectations to each team member. Ensure they have the resources they need to complete their tasks successfully.
• Regularly check in with team members to provide support, address issues, and monitor progress.

C. Allocate buffer time:

• Factor in buffer time in your timeline to account for unforeseen delays or emergencies.
• Be realistic in your planning, and avoid overloading the schedule with too many tasks in a short timeframe.

6. Catering challenges

Catering challenges are common in event planning. Providing delicious and appropriate meals for attendees can be complex, especially when dealing with various dietary preferences and restrictions.

A. Confirm dietary requirements in advance

• Send out dietary preference forms and event invitations to gather information on attendees’ dietary restrictions and preferences.
• Collaborate closely with the caterer to ensure they know all dietary requirements and can plan their menu accordingly.

B. Arrange a tasting session with the caterer:

• Before finalizing the menu, schedule a tasting session with the caterer to sample the dishes they plan to serve at the event.
• This tasting session allows you to assess the food’s quality, presentation, and suitability for the event theme.

C. Allocate sufficient budget for catering:

• Adequately budget for catering to ensure you can provide quality meals that meet attendees’ expectations.
• Remember that catering is a crucial aspect of the event experience and should be protected due to budget constraints.

7. Technical difficulties

Technical difficulties can cause significant disruptions during events, leading to delays, malfunctions, and a negative impact on the overall attendee experience.

A. Conduct a rehearsal or run-through:

• Before the event, hold a comprehensive rehearsal or run-through with all technical aspects to identify and resolve potential issues.
• This practice session also allows the technical team to familiarize themselves with the event’s flow and requirements.

B. Have technical support on standby:

• Employ experienced technical staff or hire a professional technical team to handle any technical challenges that may arise during the event.
• Ensure that the technical support team is familiar with the event’s equipment and setup.

C. Develop a backup plan:

• Have a contingency plan in place in case of major technical failures. This plan should include readily available spare equipment, backup power sources, and alternative solutions.
• Ensure the technical team is aware of the backup plan and ready to implement it if necessary.

8. Weather uncertainties

Weather uncertainties can pose significant challenges for outdoor events, as unexpected weather changes can impact event logistics, attendee comfort, and overall event experience.

A. Plan for indoor and outdoor options:

• Design the event layout to allow for flexibility, with both indoor and outdoor spaces available.
• Have a backup plan for outdoor activities or sessions in case of adverse weather conditions. This could involve arranging for indoor spaces, tents, or covered areas.

B. Monitor weather forecasts:

• Follow weather forecasts closely leading up to the event. Be prepared to adjust based on the predicted weather conditions.
• Establish a communication plan to inform attendees of any changes or updates related to the event schedule due to weather.

C. Provide weather-appropriate amenities

• If the event is outdoors, consider providing amenities to enhance attendees’ comfort in various weather conditions. For example:

– In hot weather: Offer shaded areas, fans, or cooling stations with refreshments.

– In cold weather: Provide heaters, blankets, or hot beverages to keep attendees warm.

– In rainy weather: Have umbrellas or rain ponchos available for attendees.

9. Guest list management

Guest list management can be challenging, especially when dealing with many attendees and tracking RSVPs effectively. Mismanagement of the guest list can lead to confusion, overcrowding, or the lack of essential event resources.

A. Use event management software for RSVP tracking:

• Utilize event management software or online platforms that offer RSVP tracking features.
• These tools allow guests to quickly RSVP online, and they automatically update the guest list in real time, making it easier for event planners to manage attendance.

B. Send timely reminders to guests:

• Send out initial invitations well before the event to give guests ample time to respond.
• Follow up with timely reminders closer to the event date, prompting guests to RSVP if they still need to.

10. Registration and check-in issues

Registration and check-in issues can frustrate attendees and event organizers. Long queues, technical glitches, and confusion during the registration and check-in process can lead to delays and dissatisfaction among participants.

A. Use user-friendly registration platforms:

• Choose registration platforms that are easy to navigate and offer a straightforward registration process for attendees.
• Ensure that the registration form collects all necessary information without being overly complicated or time-consuming.

B. Provide clear instructions:

• Clearly communicate the registration process to attendees through email or event websites.
• Include step-by-step instructions on how to register, what information to provide, and any relevant deadlines.

C. Offer multiple registration options:

• Provide online and in-person or on-site registration options for attendees who may prefer different methods.
• Having multiple options allows attendees to choose the most convenient way to register.

D. Test the registration process:

• Test the registration platform thoroughly before making it live to identify and resolve any technical issues or glitches.
• Ensure the registration form is mobile-friendly, as many attendees may use their smartphones to register.

E. Utilize technology for check-in:

• Use mobile check-in apps or QR code scanners to speed up the check-in process and reduce wait times.
• Using technology also allows for better tracking of attendee attendance and event metrics.

11. Insufficient promotion and attendance

Event organizers can be disheartened by insufficient promotion and low attendance. However, with effective marketing strategies , events may reach their target audience, resulting in high turnout and reduced impact.

A. Utilize social media and email marketing:

• Promote the event using popular social media platforms such as Facebook, Instagram, Twitter, and LinkedIn. You can also check out our article, A Comprehensive Guide on How to Create a Social Media Calendar.
• Create engaging content, including event teasers, behind-the-scenes glimpses, and posts highlighting the event’s unique features. For more tips, read – A Comprehensive Guide to Making Your Event a Success .
• Send regular email updates to your mailing list, including event reminders and exciting announcements to build anticipation.

B. Collaborate with influencers or partners for outreach:

• Partner with influencers or industry leaders with a substantial following relevant to your event’s target audience. Check out more strategies with our Comprehensive Guide of Event Marketing Strategies that Guarantee Success.
• Engage these influencers to promote the event on their social media channels or through dedicated posts and stories.
• Collaborate with sponsors, exhibitors, or community organizations to co-promote the event, expanding its reach to a broader audience.

C. Offer early bird discounts or incentives:

• Encourage early registrations by offering special discounts or exclusive perks to those who sign up before a specific date.
• Limited-time offers create a sense of urgency, motivating potential attendees to register sooner.

D. Engage with the target audience:

• Interact with potential attendees on social media by promptly responding to their comments, messages, and inquiries.
• Engaging with the audience creates a positive impression and increases the likelihood of attendance.

12. Unexpected emergencies

Unexpected emergencies can occur during events, ranging from medical emergencies to accidents, severe weather, or security incidents. Without proper preparation, these emergencies can lead to chaos and potentially compromise the safety of attendees and staff.

A. Establish emergency procedures with the team:

• Meet with the entire team before the event to discuss potential emergency scenarios and establish clear procedures for handling each situation.
• Assign specific roles and responsibilities to team members during emergencies to ensure a coordinated and efficient response.

B. Conduct drills and simulations:

• Conduct emergency drills and simulations with the event staff to practice their roles and responses in various emergency scenarios.
• These practice sessions help familiarize the team with the procedures and build confidence in handling real-life emergencies.

C. Coordinate with venue management and local authorities:

• Collaborate with the venue management to understand their emergency protocols. Accordingly, identify designated emergency exits and assembly areas.
• In emergencies requiring external support, establish communication channels with local authorities, such as the police, fire department, or medical services.

D. Train staff in first aid and emergency response:

• Ensure that a few team members are trained in first aid and CPR to provide immediate assistance.
• Having team members with basic medical training can be invaluable in managing medical emergencies until professional help arrives.

13. Lack of engagement and entertainment

Lack of event engagement and entertainment at events can lead to disinterested attendees and a less memorable experience. A dull event may fail to meet its objectives and may not leave a lasting impression on participants.

A. Curate exciting activities and entertainment options:

• Research and select activities and entertainment that align with the event’s theme and target audience preferences.
• Offer diverse entertainment, such as live music performances, interactive shows, engaging speakers, or interactive workshops.

B. Utilize technology for interactive experiences:

• Integrate technology, such as interactive displays, augmented reality, or virtual reality experiences, to create engaging and memorable moments for attendees.
• Embrace event apps or platforms that allow attendees to participate in live polls, surveys, or contests during the event.

C. Incorporate experiential marketing:

• Engage attendees through experiential marketing techniques that involve them directly with the event’s brand or message.
• Create interactive installations, product demos, or branded experiences that leave a lasting impact on participants.

D. Provide networking opportunities:

• Facilitate networking opportunities where attendees can connect and interact with each other. Here’s a complete guide to in-person networking.
• Host ice-breaking activities or networking sessions to encourage meaningful interactions.

14. Transportation and parking challenges

Transportation and parking challenges can cause frustration and inconvenience for event attendees, primarily if the event is located in a remote area or needs more parking facilities.

A. Arrange shuttle services for remote locations:

• If the event venue is in a remote area with limited public transportation options, consider providing shuttle services from easily accessible locations, such as nearby hotels, public transit hubs, or designated pick-up points.
• Inform attendees about the shuttle schedule and pick-up locations well in advance to ensure a smooth transportation experience.

B. Provide clear parking instructions and options:

• If on-site parking is available, provide clear and detailed parking instructions to attendees through event websites, maps, or event guides.
• Indicate parking areas clearly with appropriate signage to guide attendees upon arrival.
• Consider reserving some parking spaces for VIP guests or those with special needs.

C. Promote carpooling and ridesharing:

• Encourage attendees to carpool or use ridesharing services to reduce the number of vehicles arriving at the event.
• Offer incentives for carpooling, such as preferred parking spots or discounts on event merchandise.

15. Post-event feedback collection

Collecting post-event feedback is essential for event planners to assess their event’s success and identify areas for improvement. Learn Why Conference Feedback is Important and how to Collect it. Promptly reaching out to attendees for feedback and offering incentives can encourage a higher response rate and valuable insights.

A. Send out surveys to attendees promptly:

• Immediately after the event or within a day or two, send out online surveys to attendees via email or event apps. Check out our list of 27 Event Survey Questions for Maximum Response.
• Keep the survey concise and straightforward, focusing on critical aspects of the event, such as content, organization, logistics, and overall satisfaction.

B. Use a mix of rating scales and open-ended questions:

• Include rating scales to collect quantitative data on attendee satisfaction with different event elements.
• Also, open-ended questions should be incorporated to allow attendees to provide more detailed feedback and suggestions.

C. Incentivize feedback form completion:

• Offer incentives to attendees for completing the feedback form, such as entry into a prize draw or a discount on future event registration.
• Make sure to communicate the incentives clearly to encourage more attendees to participate.

 D. Express gratitude:

• Show appreciation to attendees who took the time to provide feedback. A thank-you email or message can go a long way in building a positive relationship with participants.

16. Conflict resolution among team members

Conflict among team members can arise during event planning, and if left unresolved, it can negatively impact team dynamics and overall event success. Effective conflict resolution strategies are crucial to maintaining a harmonious and productive working environment.

A. Encourage open communication and feedback:

• Foster a culture of open communication within the team, where team members feel comfortable expressing their opinions, concerns, and ideas.
• Conduct regular team meetings to provide opportunities for team members to share updates, discuss challenges, and offer feedback.

B. Address conflicts promptly and professionally:

• If conflicts arise, address them promptly before they escalate further. Avoid ignoring or dismissing disputes, as they may worsen over time.
• Initiate one-on-one conversations with the team members involved in the conflict to understand their perspectives and identify the root cause of the issue.

C. Remain neutral and objective:

• As a mediator, maintain a neutral and objective stance. Avoid taking sides and focus on understanding the viewpoints of all parties involved.
• Encourage each team member to share their thoughts without fear of judgment or reprisal.

17. Evaluating event success

Evaluating an event’s success is essential to understanding its impact and identifying areas for improvement in future planning. Setting measurable goals and analyzing relevant metrics and feedback are vital components of the evaluation process.

A. Set measurable goals before the event:

• Define clear and specific objectives for the event that can be measured objectively.
• Goals may include metrics related to attendee satisfaction, attendance numbers, revenue generation, lead generation, social media engagement, or other key performance indicators (KPIs) relevant to the event’s purpose.

B. Use technology and data collection tools:

• Use event management software or apps to track attendance, engagement, and other relevant data in real-time.
• Use event surveys and feedback forms to collect qualitative data about attendees’ event experiences.

C. Monitor KPIs during the event:

• During the event, continuously track and monitor the pre-defined KPIs to assess progress toward meeting the goals.
• Utilize live dashboards and analytics tools to gain insights into attendee behavior and engagement.

D. Analyze post-event metrics:

• After the event, analyze the data collected, such as attendance figures, revenue generated, social media interactions, and survey responses.
• Compare the actual results with the set goals to determine if the event achieved its objectives.

E. Seek feedback from stakeholders:

• Collect feedback from attendees, sponsors, exhibitors, and team members to understand their perspectives on the event’s success and areas for improvement.
• Take both positive and constructive feedback into consideration while evaluating the event.

F. Review budget and return on investment (ROI):

• Evaluate the event’s financial performance by comparing the expenses with the revenue generated.
• Calculate the ROI to determine if the event provided a satisfactory return on the investment.

G. Prepare a comprehensive post-event report:

• Compile all the data, metrics, and feedback into a comprehensive post-event report.
• Analyze the event’s success, highlighting achievements, areas for improvement, and recommendations for future events.

Remember, every event is unique, but being prepared to tackle these common challenges will help you execute successful events efficiently and professionally.

Key Takeaway

The success of an event hinges on effective planning, execution, and evaluation. Event planners can ensure seamless events by proactively addressing common challenges and implementing strategic solutions.

With each challenge overcome and every solution implemented, event planners embark on a journey of growth and expertise, ultimately delivering exceptional events that leave a lasting impact on all who attend. To learn more about delivering unforgettable event experiences, you can check out our article on the best event podcasts . 

Lastly, visit our site- Eventible , to stay up-to-date with the latest information about the event industry. 

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Related posts, the ultimate event strategy guide for conference planners, top 5 finance events for q2 (april to june) 2024, in conversation with hugh forrest, co-president & chief programming officer at sxsw.

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Alison Bensch

Senior director of global events, cloudinary, proudest of.

In both cases, we had to figure out how to take what are historically in-person events and translate them into engaging virtual experiences with a team of just two in-house event marketers, counting myself.

ImageCon is our flagship customer summit. In 2021, more than 1,700 people across 107 countries registered for the two-day event, which included 20 virtual sessions designed to help retailers unleash the full potential of their visual media.

Our hosted event series included about 8 virtual events across North America and EMEA markets. To drive up attendance and engagement, we hosted unique virtual cooking and mixology classes, wine tastings, tequila pairings, and more, with celebrity chefs and bartenders such as Marcus Samuelsson, Julio Cabrero, and Amanda Freitag.

Rockstar Mode

ImageCon was a success, in part, because we secured high-quality speakers and focused on providing true value to attendees by creating sessions to optimize their usage of the Cloudinary platform to improve their business. We featured customers in the content by doing customer spotlights. We also improved the production level of the summit by partnering with an agency.

I am proud we were able to pull off a high-quality event of this scale while managing 30 other events for the year.

Prior to the pandemic, our hosted event series consisted of in-person dinners and intimate happy hours. We wanted to recreate these virtually, without making them feel like webinars. We succeeded, in part, because we invested in high-quality talent to attract participants and create fun, memorable moments we probably could not have pulled off in-person.

We also took pains to make the events as easy as possible to attend, for example, by mailing guests meal kits or drink kits with everything they needed to participate. Of course, everything was branded, right down to the salt and pepper. We know our attendees’ time is precious, so we encouraged them to involve their family and were sure to include enough food and/or drink to share.

After the experience, we broke out into small groups, allowing people to network with peers and Cloudinary team members, who led discussions on relevant industry topics. Thus, attendees topped off a great culinary or cocktail experience with valuable learnings that could help their business. In fact, I see us continuing with some of these virtual events even after we have resumed in-person ones.

Our on-demand event content is now a powerful sales enablement tool for our sales team, who share session recordings with prospective customers, as well as existing ones who are considering adding on a new capability. We will continue to measure the performance of this content.

For the hosted events, we evaluate success by measuring pipeline acceleration. So, we consider where event guests are in their consideration process before attending the event. We use the event, and event follow-up, to help move the prospect or customer to the finish line. We usually see prospects who engaged in marketing campaigns were more likely to close, and close faster, than those who did not attend an event.

While this is harder to measure, we know our event series keeps the Cloudinary brand top of mind and deepens our relationship with customers. We document the positive feedback we receive from attendees and sales reps for internal use and marketing purposes.

Survivor Mode

Another challenge was creating an event strategy against a backdrop of so much uncertainty. I have seen industry colleagues invest resources in planning in-person events, only to have to rejigger in the final hour. I made the decision from the onset of the year to plan for virtual events, given our small team and resources. This allowed us to create more effective and engaging virtual events from the start and maximize our budget.

Nothing beats in-person events, and I am excited to be moving forward with these in 2022. But I plan to continue with digital and hybrid events, as well, for a number of reasons. When done right, they can be more memorable than in-person ones, and certainly more convenient. They also allow me to engage people across a wider geographic region (all of Europe for example or across the US), which leads to cost-savings and unique and widened interactions for our attendees.

Annie Yuzzi VP

Global corporate events and experiences, sumo logic, bethany roskin murphy, director of global events, drift, charlene kate ditch, founder, charlene kate events, gabrielle d., global events director, automation anywhere, gerilynn marburger, director, global events, hewlett packard enterprise, hollie ashby, senior manager, cxo and third party events, palo alto networks, lindsey cohen, director- event marketing, snyk, ceo & chief event strategist, liz king events, nicola kastner, vice president, global head of event strategy, sap, rachel russell, field marketing manager, even, samantha calle, associate director, xandr, margaret shaeffer, head of field marketing & events, linearb, traci depuy, head of global events, salesforce, dale rickert, global conference head of greentech festival, matthew lin, head of marketing, beetc, emilie watrob, head of event marketing, zs, katherine leong, director, corporate events, gainsight, sr. director, marketing technology (brand and events), salesforce, karim youssef, creative director, dpw, elizabeth thomas, head of global events, elastic, gerry schneider, vp events at wearedevelopers, director, global events at hewlett packard enterprise, mike kalyan, event and seminar marketing manager, shrm.

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Business , General Tips , Your Event Career

The 10 Must-Have Skills EVERY Event Planner Needs

If you’re thinking of becoming an event planner, or you are a current event planner looking to improve your skills, then you’ve come to the right place. In this article, we will break down and discuss the 10 must-have skills  every event planner needs in order to succeed in the industry.

So, whether you’re just starting out or you’re looking for ways to take your business to the next level, read on for essential skills that will help you become a successful event planner!

PRO TIP: Think event planning is the PERFECT career path for you? Then check out our Ultimate Guide to Becoming an Event Planner (yes, even without prior experience) to learn everything you need to get started!

What is event planning.

Event planning is the process of organizing a:

• Or other special event

What Does an Event Planner Do?

As an event planner, you’ll be responsible for coordinating all aspects of an event, from start to finish. Your job will regularly involve:

• Conducting initial client consultations
• Understanding the client’s vision for the event
• Choosing a suitable venue
• Sourcing vendors
• Managing the budget
• Creating an Event Timeline
• Overseeing Event Day logistics

Event planners wear many hats, and no two events are ever the same. This means that successful event planners must be adaptable, organized, and have excellent problem-solving skills. Let’s take a closer look at 10 must-have skills every event planner needs!

The 10 Must-Have Skills Every Event Planner Needs To Be Successful

• Organizational Skills
• Time-Management Skills
• Communication Skills
• Negotiation Skills
• Budgeting Skills
• Marketing Skills
• Attention to Detail
• Flexibility/Adaptability
• Problem-Solving Skills

Let’s take a look at each one in more detail!

1 – Organizational Skills

As an event planner, you’ll need to be able to juggle many different tasks at once. Moreover, it’ll be your job to keep track of a large number of details. As such, strong organizational skills are essential for any event planner looking to succeed in the industry!

Some helpful tips for improving your organizational skills include:

• Creating to-do lists and schedules
• Breaking down projects into smaller tasks
• Using a task management system or project management software
• Staying on top of email and staying organized
• Prioritizing your time

PRO TIP: One way to make sure you stay organized is by using a tool like Trello . Trello is a great project management tool that can help you keep track of all your events in one place!

2 – time-management skills every event planner needs.

In addition to being organized, event planners must also be good at managing their time. After all, successful event planning requires the ability to juggle many different tasks and deadlines simultaneously!

Here are some helpful tips for improving your time-management skills:

• Create to-do lists and schedules
• Break down projects into smaller tasks
• Use a task management system or project management software
• Prioritize your time
• Learn when and how to say “no”
• Delegate tasks whenever possible

PRO TIP: Platforms like Asana will help you stay on top of your time. Much like Trello, Asana is another excellent project management tool that can help you stay on top of all of your bookings, appointments, etc.!

3 – communication skills.

Next, event planners must also have excellent communication skills. Why? Because much of your job will involve communicating with clients, vendors, and other event staff.

Need help improving your communication skills? Just keep this useful advice in mind:

• Listen more than you speak
• Ask clarifying questions
• Be clear and concise in your writing
• Speak slowly and distinctly
• Use positive language
• Pay attention to body language cues

PRO TIP: As you can see, it’s clear why communication is one of the must-have skills every event planner needs. One way to improve this particular is by taking a course or attending a workshop on the subject. There are many great resources out there that can help you hone your communication!

4 – Negotiation Skills as an Event Planner

In addition to communication skills, the ability to negotiate is another one of the must-have skills every event planner needs. The fact is, a decent portion of your job will involve negotiating with vendors, suppliers, and venues!

Thus, here are some helpful tips for improving your negotiation skills:

• Do your research
• Know your “walk away” point
• Create a win-win situation
• Be confident
• Be prepared to compromise
• Use positive body language

PRO TIP: Practice makes perfect! If you want to get better at negotiating, try practicing with friends or family members. After all, the more you practice, the better you’ll become at it!

5 – budgeting skills.

Undoubtedly, one of your most important responsibilities as an event planner will be to stay within your client’s budget. Otherwise, you’ll quickly find yourself out of a job! This why it’s essential that you have strong budgeting skills!

Here are just some of the ways you can ensure to provide your client what they want, without breaking the bank:

• Create a budget that’s realistic
• Get multiple quotes from vendors
• Moreover, be aware of hidden costs
• Negotiate with vendors
• Look for discounts and deals (they’re  always  there somewhere!)

There are many great software programs out there that can help you stay on top of your finances. QuickBooks is one popular option, but there are many others to choose from as well!

PRO TIP: Another way to become a master of budgeting – and making the most of any budget – is by taking a QC Event School certification course online! In as little as 3 short months, you’ll learn everything you need to know to launch a thriving career as an event planner!

6 – marketing skills.

If you plan to run your own event planning business, then it’ll be your job to market your events and get people to attend them! As a result, marketing skills are essential for your success as an event planner!

Here are some top-notch tips for marketing your events effectively:

• Create a strong social media presence
• Build your network whenever and wherever possible
• Develop a targeted marketing plan
• Utilize email marketing
• Invest in paid advertisements
• Use influencers to promote your event

PRO TIP: Don’t have much marketing experience? Don’t worry! All of QC Event School ‘s self-paced, online courses come with a FULL unit devoted entirely to extensive business training!

7 – creativity skills as an event planner.

Event planning is a creative field – so it goes without saying that creativity is a must-have skill for event planners! After all, your job will be to come up with new and innovative ideas to make each event you plan unique!

Here are some tips for thinking outside the box and being more creative:

• Get organized
• Set some structure
• Think like your audience
• Take inspiration from other events
• Be prepared to think on your feet

PRO TIP: If you’re struggling with creativity, try attending an art class or visiting a museum. Drawing inspiration from other forms of art can help jump start your own creativity! And who knows – you might just find a new hobby in the process!

8 – Attention To Detail as an Event Planner

As we’re sure you already know, event planning is all about the details! From the decor to the menu, everything must be carefully planned and executed in order for your event to be a success. This is why attention to detail is an absolute must-have skill for event planners!

Here are some tips for paying attention to detail:

• Make a list of EVERYTHING (and we do mean everything) that needs to be done
• Create a timeline and stick to it
• Delegate tasks to others, if possible
• Take your time and double-check your work

PRO TIP: One way to improve your attention to detail is by taking QC’s Event & Wedding Planning Course ! In this 7-unit certification program, you’ll learn how pay close attention to every last detail – no matter how big or small – to ensure a flawless event every time!

9 – flexibility/adaptability.

As an event planner, you’ll need to be able to think on your feet and adapt to any situation that comes your way! After all, the show must go on – no matter what! This is why flexibility and adaptability are such essential skills for event planners.

Here are some of the ways you can train yourself to be more flexible:

• Be prepared for anything – and we mean ANYTHING!
• Make a list of contingency plans
• Have a backup plan (or two)
• Be willing to make changes at a moment’s notice

PRO TIP: The only way you can successfully adapt to any given situation is to exercise patience. Things will never go exactly as planned – but that doesn’t mean your event can’t still be a success! So, no matter how stressed you feel, just remember to breathe… It’ll all be okay!

10 – problem-solving skills as an event planner.

Last but not least, event planners need to have strong problem-solving skills ! After all, no matter how much you plan and prepare, things will inevitably go wrong at some point. It’s just a fact of life!

This is why it’s so important to be able to think quickly on your feet and come up with solutions to any problems that may arise.

Here are some tips for solving problems quickly and efficiently:

• Remain calm (no matter what!)
• Think logically
• Break the problem down into smaller pieces
• Brainstorm possible solutions with others
• Choose the best course of action and execute it flawlessly!

PRO TIP: The best way to solve problems quickly is by thinking outside the box. So, if you find yourself stuck, don’t be afraid to get a little creative!

Bonus Skills For Event Planners: Knowing The 5 C’s of Event Management

When you are planning an event, whether it is a corporate retreat, team building activity, or customer appreciation day, there are 5 core concepts that are essential for success:

1 – Concept

Every event starts with an idea, or concept. This is what will give your event its overall purpose and goal. For example, if you’re planning a Customer Appreciation Day, the concept would be to show your customers how much you appreciate their business!

If you can’t come up with a concept for your event, try thinking about what you want your guests to take away from the experience. What do you want them to feel? What do you want them to remember? Answering these questions will help you come up with a concept for your event.

Concepts can be anything from simple and straightforward to complex and multi-faceted. It all depends on what you want your event to achieve!

Here are some examples of concepts for different types of events:

• A corporate retreat could have the concept of team building, or it could be focused on helping employees relax and recharge.
• A team building event could have the concept of teamwork, or it could be focused on fun and camaraderie.
• A customer appreciation event could have the concept of gratitude, or it could be focused on providing a unique and memorable experience.

Once you have your concept, you can start to flesh out the details of your event!

2 – Coordination

After you have your concept, the next step is to start coordinating all of the different elements that will make up your event. This includes everything from the venue and catering to the entertainment and activities.

The key to coordination is organization! So, you’ll need to create a timeline and budget for your event. From there, you can start booking all of the necessary vendors and services.

This can  seem  like a daunting task, but there are plenty of resources available to help you out. There are even event planning software programs that can make coordination a breeze!

Here are some tips for coordinating an event with better ease:

• Create a timeline and budget for your event.
• Book all of the necessary vendors and services in advance.
• Create a floor plan or layout for your event.
• Arrange for transportation and parking.
• Coordinate with the venue to ensure everything is set up according to your specifications.

The most important thing to remember when coordinating an event is to always stay one step ahead! By planning ahead and being prepared for anything, you’ll be able to make sure your event goes off without a hitch.

PRO TIP: One way to stay organized and on top of things when coordinating an event is to create a master checklist . This will help you keep track of all the different elements that need to be taken care of, and it will also help ensure that nothing gets forgotten!

3 – control.

Once you have everything coordinated and organized, it’s then time to start thinking about event control. This includes everything from managing the guest list to handling on-site logistics. Event control is all about making sure your event runs smoothly and according to plan. To do this, you’ll need to be prepared for anything that might happen!

Here are some tips for controlling your event:

• Create a guest list and manage invitations.
• Handle on-site logistics, such as registration and check-in.
• Coordinate with vendors and suppliers.
• Monitor the event space to ensure everything is running smoothly.
• Be prepared for any emergencies that might occur.

By taking care of all the details in advance, you’ll be able to relax and enjoy your event. And, if any problems do arise, you’ll be prepared to handle them quickly and efficiently!

4 – Culmination

After all the planning, coordinating, and controlling, it’s finally time for your event to take place! This is the culmination of all your hard work, so enjoy every minute of it!

During the event, make sure to interact with your guests and get feedback. This will help you improve future events. And, don’t forget to take plenty of pictures! After all, a picture is worth a thousand words.

When the event is over, take some time to reflect on how it went. What went well? What could be improved? By taking the time to evaluate your event, you’ll be able to learn from your mistakes and know where to improve in the future.

5 – Closeout

Finally, after your event is over, it’s time to start thinking about the closeout. This includes everything from debriefing with your team, to following up with guests and collecting any outstanding payments that are still owed.

Closeout is an important part of the event planning process, as it allows you to learn from your mistakes and improve future events. Here are some tips for closing out your event:

• Debrief with your team.
• Follow up with guests.
• Collect testimonials.
• Send out any remaining invoices and collect payments owed.
• Evaluate the event.
• Create a post-event report.

By taking care of all the details in closeout, you’ll be able to ensure that each event is even better than the last!

The Skills You Need To Work as an Event Planner: Final Thoughts

There you have it! These are the 10 must-have skills every event planner needs in order to be successful. Do YOU have what it takes?

If you’re interested in working as an event planner, then start honing your skills and put together a portfolio of your best work. From there, begin networking with people in the industry and look for opportunities to get your foot in the door.

At the end of the day, working as an event planner can be a lot of hard work… But it’s also a LOT of fun! So long as you’re organized, detail-oriented, and good at problem solving, then this will be the perfect career for you!

So, what are you waiting for? Start planning your next event today!

Thanks for reading! 🙂

Become an internationally-certified event planner in as little as 3-6 months by training online with QC Event School !

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The Event Management Skills You Need to Have as a Planner

April 17, 2023

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Event management is a challenging business. To take up a role like this, you need more than just organizational skills. You’ll have to pay attention to details and be ready to answer people’s requests. Probably, you’ll have to put out a fire or two.

However, if you like working with people, event planning can be rewarding. And there are always tips and advice to help you improve.

This article describes 20 event management skills that planners need to organize successful activities. All those who want to make a career in this field can learn what it takes to be their best. Feel free to discover your innate abilities and how to develop new ones.

Event Management Skills That You Must Have to Be an Event Planner

People skills.

There is one thing that all events have in common: they involve people. No matter what type of event you host (in-person, livestream events, or hybrid events), people are always there. This is why your people skills play an important role.

You’ll have to consider all kinds of characters and have to do it efficiently. This includes suppliers, supervisors, sponsors, coworkers, vendors, staff, government officials, and executives. A big part of your career success involves feeling comfortable when connecting with all of these. In other words, communication skills are key in this business.

Organizational Skills

When it comes to organizational skills, event planners need to be able to prepare everything efficiently.

Every one of your events will have thousands of pieces that you must put together skillfully. Moreover, successful event managers usually work on several projects simultaneously.

You’ll have to make sure that orders, invoices, meetings, deliveries, and other tasks are executed properly and timely. Thus, one of the most important events management skills is your ability to organize. By doing this the right way, you ensure yourself a successful event.

Communication Skills

So far, it’s clear that you need to have dealings not only with clients but with other key figures in the event planning process . But communication skills go beyond this; you must also convey messages clearly.

Make sure that your instructions are explicit and direct, especially when dealing with your planning team. Also, make sure you do this appealingly.

At the moment that you accept the responsibility as an event planner, you commit. Now, you are the leader of this event and are responsible for its success. Your leadership style can make a difference if you ensure strong communication. Be aware of what your team is doing and give instructions in a personal manner. Also, you have to be open to what your coworkers have to say and be ready to support them if they have difficulties.

Time Management Skills

As you advance in your career, you’ll have more time-consuming tasks, so having some time management strategies on hand is a must. That’s why multitasking will be your best friend. Yet, it can also be your worst enemy.

There will be many situations in which you are brainstorming with a colleague and suddenly receive a call about stage design. Moreover, you have to meet lots of deadlines. The event date is set and you are responsible for everything being ready on time.

Such a situation can be a one-way ticket to anxiety and stress, or it can be a scenario of a successful event. It all depends on your time management skills.

Networking Savviness

The best event planners are those who can create a network. Be sure to make contact with different professionals in the event planning business.

Once you have a reliable network, your projects will run more smoothly. Don’t forget that they can also refer you to new clients.

Understanding of Events

At the risk of pointing out the obvious, event planners must know how the event industry works.

Your event planning skills will not be complete until you achieve this knowledge. Also, it helps if you know how to set up a request for proposal (RFP) or a floor plan. Contract review and data analytics are also important event management skills.

More than businesspeople, event professionals are artists: they need to find creative solutions. Also, it helps to understand what’s realistic and what’s not.

Finally, someone may be more naturally talented in this regard. Yet, these skills can be developed over time as well.

Research Ability

Every event planner must do research to stay up to date on the latest news in the industry. Resources, tools, and event-related aspects are worth considering.

Nowadays, this information is easy to access online through a search engine. Yet, the key is to find the right piece of data am id the ocean of information available . This depends solely on the organizer’s research skills.

Good researchers will be able to find accurate information quickly. This includes last-minute restrictions, such as capacity limits or entrance conditions, that governments may apply.

Client-oriented Service

Rule number one for all event managers is “the client comes first.” Always keep in mind that you’re organizing the client’s event, hence, you must prioritize their vision. Even if you disagree with one decision, you must put their needs before yours. Also, you need to consider factors such as budget.

Remember that amiability is a big plus. Use expressions such as “It’s my pleasure,” “Let me see what we can do,” or “Absolutely.” With this approach, you can reassure your client’s confidence and lower their anxiety.

Problem-solving Skills

If you’re wondering what pays off in this industry, the answer is problem-solving skills.

It’s impossible to imagine an event without problems, and you must solve them with a cool head. Being an event manager is more than placing sticky notes and giving a few instructions. Most of the time, organizers must make difficult decisions.

There will be unforeseen situations that you have to resolve calmly and effectively. From keeping the audience entertained while the keynote speaker is stuck in traffic, to finding a new provider at the last minute, you must be ready for everything.

All in all, decision-making skills and the ability to solve problems will be your best allies.

Learn to Delegate

We all want to be in control, however, taking care of everything yourself is not the best strategy.

There’s a limit as to what a person can do, so you have to learn to delegate. Especially when planning large events, managers need to trust their team.

Although this is not something you build overnight, it’s worth considering. Having a solid staff that you can rely on is a big plus.

Ability to Have Difficult Conversations

Probably, at some point, you’ll have to face difficult situations. Giving constructive feedback or firing someone are not easy things to do. When you find yourself in this situation, you need to handle it well.

If you want to run successful events, you will have to make difficult decisions like removing a team member or reassigning a task.

Your leadership skills depend on how you approach such a scenario.

Be Resilient and Flexible

Event management is not about a clear set of tasks. It’s important to understand that responsibilities change, and you need to adapt to each situation. A big part of your job can involve anything from putting out fires to making decisive phone calls, and you need to do this as efficiently as possible.

Your performance in those cases must be impeccable, and you must remain calm. That way, you can go back to running the show in no time.

Having a checklist is important, but you need to be able to move away from it. If things deviate from your planning process, you need to respond . Otherwise, the event will suffer.

Finally, keep in mind that your way of dealing with this will define your reputation as an event manager.

Negotiation Skills and Budget Management

Bargaining is an important part of the job. Most of the time, you’ll have to work on a budget, and your negotiation skills may save the day. When booking a place or negotiating a contract, you want to get the best price so that you can stretch the budget.

But how do you do this? While some people are innate negotiators, others may need practice. All in all, it’s a mixture of tact, confidence, and preparation . Forecasting and expense control are vital factors. Experience with invoicing is also helpful.

Decision-making Skills

This is a deeper insight into one of the previous points. If you make a decision as an event planner, you must analyze the situation carefully and consider all possible outcomes. Since this will be an important part of your daily routine, you must put a lot of consideration into it.

Moreover, it’s not only about deciding fast; your solutions must be viable. Work on your decision-making skills and you’ll be able to come up with better solutions each time.

Develop Your Creativity

A creative planner is vital for a successful event. Also, the ability to engage clients and attendees is crucial. Booking a venue, hiring caterers, and finding the right entertainment options are not enough. This is where creativity becomes essential.

If you want people to remember your events, make sure you transform your ideas into unforgettable experiences.

Although this is not a hard skill, it’s an ability that you can acquire with practice and dedication.

Be a Good Leader

A true leader brings people together. Rather than giving orders, try to engage employees and inspire them to give their best.

Vendors, volunteers, and team members must work together for a common goal. Also, they need to feel that what they do matters.

With your style, try to make people feel important and lead them towards success. Even if you have to be tough sometimes, make sure this is not your natural way of communicating with others in the work environment.

Love What You Do

Although it may sound like a cliché, passion is still an important part of the equation. An event manager must put passion into everything they do and work enthusiastically. Self-motivation is key at this point.

Also, the feeling of pride after creating a successful event can be what makes your engine start.

Nobody doubts that event management is one of the most stressful jobs, and this is exactly why you need that extra spark. Motivation will help you overcome challenges and keep calm when things get difficult. Work with genuine passion, and you’ll see the results.

This approach will also lead to higher creativity and give you a sense of fulfillment.

Proficiency in Technology

In our day, technology proficiency is not an option. Keep in mind that technology is a manager’s best friend.

Software and apps can simplify processes and improve your efficiency, so, don’t be afraid to use them. Even if you don’t know the solution inside-out, make sure you understand what advantages it can provide.

In line with this, staying on top of the latest trends can also be very helpful.

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Want to know more? Check out Amelia’s awesome features to see what you are missing.

Risk Management Skills

Safety must be one of your top priorities. It’s likely that event attendees, speakers, or sponsors don’t see the efforts that you put in this area. However, you should never cut down on safety.

Safety is important for every person involved in the planning process and for attendees as well. Whether it is about on-site safety measures or client data protection, make sure your event is safe.

Also, stay updated on healthcare regulations and government safety measures.

Even the best planning has its weak points. In other words, you cannot predict all the possible issues that may arise.

If an incident jeopardizes your event, make sure to stay calm. Only by this will you be able to find the best solution.

FAQs about event management skills

1. what are the essential skills required for successful event management.

Combining organizational, communication, leadership, and problem-solving abilities are necessary for effective event management.

Additionally necessary are a keen eye for detail, strong time management skills, and budgeting prowess. Event organizers must also have the ability to react to unforeseen changes and perform well under pressure.

2. How do you manage budgets effectively when organizing an event?

Event organizers must properly plan and allocate finances if they are to efficiently manage budgets. This entails putting together a comprehensive budget for the occasion, keeping tabs on expenditures, haggling with vendors, and figuring out where costs may be cut.

It’s critical to stay within the budget, and event managers must be prepared to make changes as needed to make sure the event doesn’t go over.

3. What is the most important aspect of event planning?

Understanding participants’ needs and expectations is the most crucial part of event preparation. Target audiences’ tastes, interests, and habits are taken into consideration while planning successful events. Event organizers may create a memorable experience that meets or surpasses expectations by having a full grasp of the guests.

4. What techniques do you use to manage time effectively when organizing an event?

Planning an event requires effective time management. In order to make sure that every component of the event is planned and executed on time, successful event managers prioritize tasks, set deadlines, and prepare timetables. Event organizers may successfully manage their time and stay on task by using tools like calendars and to-do lists.

5. How do you negotiate contracts with vendors and suppliers for an event?

When negotiating with suppliers and vendors, effective negotiation skills are crucial. Researching reasonable costs and negotiating for the best deals is important for event organizers. Building solid connections with vendors and suppliers also requires effective communication since it enables honest discussion during the negotiation process.

6. How do you handle unexpected challenges or problems during an event?

Event managers need to be equipped to deal with unforeseen difficulties that occur during an event. Quick thinking, problem-solving abilities, and the capacity for composure under duress are required for this.

Event organizers should be proactive in detecting and resolving issues before they turn into significant difficulties and have a contingency plan in place to manage any hazards.

7. How do you create a memorable experience for attendees at an event?

It takes meticulous planning, close attention to detail, and a focus on the guest experience to produce an event that attendees will remember.

To give visitors an immersive and interesting experience, event organizers need to take into account elements like the location, entertainment, catering, and general atmosphere. Interactivity and personalization are also essential for producing a memorable event that stands out from the competition.

8. What is your approach to managing and leading a team during an event?

Clear communication, delegation, and an emphasis on team morale are necessary for managing and leading a team throughout an event.

Event coordinators should promote a culture of cooperation and support where team members feel empowered to own their responsibilities. Effective team management also requires regular feedback, appreciation of individual efforts, and timely resolution of any problems.

9. How do you manage logistics, such as transportation and accommodation, for attendees?

For large-scale events where guests will be traveling from many regions, logistics management is a crucial component of event planning.

To ensure that participants have a simple and hassle-free experience, event managers should plan and coordinate travel, lodging, and other logistical elements. It’s crucial to have open lines of communication with participants in order to inform them and handle any difficulties that may occur.

10. How do you measure the success of an event and gather feedback from attendees?

Prior to the event, it is important to establish specific goals and key performance indicators (KPIs) in order to assess the event’s success.

Event organisers should collect feedback from participants via questionnaires and other channels after the event to gauge satisfaction and pinpoint areas for improvement.

Event organizers can assess the overall success of the event and plan successful future events by analyzing data and indicators including attendance rates, income earned, and social media participation.

To identify strengths and flaws and make adjustments to enhance future guest experiences, event managers should use the feedback and data gathered.

Final Thoughts on Event Management Skills

This list contains 20 event management skills that every good planner should have. Some of them will come to you naturally, but others need nurturing and development.

Keep these points in mind when planning events, and you’ll see good results. Everything is possible with passion and dedication.

If you enjoyed reading this article about event management skills, you should check out this one with event WordPress themes .

We also wrote about a few related subjects like setting up a WooCommerce events calendar , event planning tips , event statistics , marketing strategies for ticket sales maximization, and hybrid event ideas .

Not only that, but we also created articles about virtual event ideas , virtual event statistics , how to get sponsors for an event , tech conferences , and the most-watched sporting event .

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Roles & Responsibilities of Event Organizer (With Tips)

Event organizers organize and plan events in the most efficient manner. It is important that you have the skills necessary to be a successful event organizer. Knowing the role of an organizer will help you decide if it is something you would like to do as a career. This article will discuss seven important roles for event organizers and highlight some unique skills that event organizers can use.

7 roles for an event organizer

These are the seven roles of an event planner:

1. Plan your event

Event organizers collaborate closely with clients throughout the planning process to ensure that every aspect of an event is managed effectively. They ensure that everything runs smoothly and everyone does their jobs. The planning process includes:

• Allocating the budget
• Secure the venue
• Developing the food menu
• Event materials can be designed and printed
• Working with subcontractors

2. Manage budget parameters

Before event organizers can start the planning process they will usually ask the client about their budget. The organizers can make suggestions to the client about how to adjust the budget to meet their needs. They make sure they get the best prices from local caterers and venues. Then they hire qualified individuals within their budget.

3. Transportation and lodging for guests

Event organizers may offer transportation services to make it easier for guests and their luggage to reach the venue. In the case of an event lasting a long time, they may offer accommodation services. They will also work with clients to find the best deals that fit their budget.

4. Identifying the location of the event

Event organizers may collaborate closely with clients to find the ideal location. A client may need a large venue or a small one depending on its purpose. Event organizers may make a list of possible venues and inspect each venue to ensure they meet client needs.

5. Communication and network development

To make community events more successful, event organizers can communicate with staff on-site. They build relationships with clients and other event organizers to collaborate on future events. They can also get tips and advice from other professionals to make their planning and projects more efficient.

6. Supervise the setting up of events

The event organizers oversee the set-up and aesthetics of the events they plan. They manage equipment such as sound systems and projector screens. They are able to keep guests entertained and engaged at events.

7. Select event speakers if required

Event organizers can help clients select speakers for a seminar or conference . Event organizers confirm speakers’ availability and ensure the event runs as planned. The event organizers inform speakers if there are any changes to the event’s dates.

Event organizers skills

These are the essential skills for event organizers.

Interpersonal skills

It is important to have the ability to communicate well with others in order to become an event organizer. Event organizers may have to interact with high-level professionals and clients from many different industries. You need to be able to communicate with them in order for you maximize your connections. These are some elements of interpersonal skills:

• Dependability
• Responsibility
• Active listening

Flexibility

Event organizers have different responsibilities depending on the type of event. You may be asked to project information onto a screen at one event while you might need to do the same for another event. In the latter case, your focus may be on entertainment and music. It is important that you are flexible enough to take on different roles as an event organizer in order to perform your duties effectively.

Listening skills

It is important to understand your client’s needs. Although your client might not be an expert at organizing events, it is likely they know what they want. To ensure you fulfil all of your client’s needs, listen carefully to what they ask.

Organization skills

Event organizers must be organized and meticulous in order to run a successful event . Multitasking is another important organizational skill. Multitasking is a skill that allows you to be involved in multiple activities at once and can help you manage them efficiently. You can also learn other organizational skills that will help you organize events better.

• Setting goals
• Time management

Communication

• Working under pressure
• Attention to detail
• Self-motivation
• Analytical thinking

Strategic planning

Decision-making

To plan events that are successful, you must be motivated. Although this career is not for everyone, it can be very rewarding. Motivation can be a great motivator for creativity. It can be a great way to stay motivated, even when the job becomes more difficult.

To be a leader in your team, you must communicate clearly and politely. You must make sure that everyone involved understands the event’s purpose and plan. Communicate in a respectful and inclusive manner. You should also be open to criticism and willing to receive feedback on any event you organize. If you want to improve as an organizer, this is essential.

Work under pressure

Event organizers need to be able work effectively under pressure.  Planning events is a fast-paced process. Some aspects of the event planning process may require strict deadlines. This skill will help you plan your time efficiently, save energy, and remain calm and focused. It is important to be able work efficiently even under pressure.

Problem solving skills

It is important to be mentally and physically prepared for all situations when planning events. Even if everything is planned perfectly, there are always the chances that something could go wrong. You can solve any problems by using problem-solving skills.

Event organizer need to be competent at making decisions. Event organizers may have to make multiple decisions at once. Event organizers are able to make great decisions by making sure they have all the information needed and anticipating all possible outcomes. Event organizers who are good at communicating, thinking logically, and focusing on the end result will be able to make sound judgements.

It is important for event organizers to know how to efficiently delegate their resources. These resources could include time, energy, or human resources. It may require organizing meetings ahead of time, using a focus-timer and maintaining an extensive schedule. Event organizers may be able to accomplish their tasks and meet deadlines if they plan ahead.

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Mastering the Role of an Event Organiser: 10 Key Event Organiser Skills

So you want to put on your own events ? Then you’ll need all the skills required to fill the role of an event organiser. Fortunately, we’ve got everything you should know right here.

Here are some of the event organiser skills we’ll cover in this guide…

• Organisation and budgeting
• Technical knowledge
• Leadership and communication
• Sales and customer service

Ready to check some boxes and expand your to-do list?

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1. Organisation and time management

Right at the top of our list of event organiser skills is the ability to—well—organise and plan. Without this skill, your event will be a circus…and not the intentional kind.

It’s not easy to orchestrate an event. The bigger the event is, the more people are involved and the more things can go wrong if you don’t create plans and backup plans.

Organisational skills are crucial because you’ll be required to…

• Meet deadlines
• Plan logistics
• Manage budgets
• Organise staff schedules
• Run marketing campaigns

Next step: Learn how to improve your organisational skills and time management skills to build a solid foundation as an event organiser.

2. Attention to detail

The Devil is in the detail, so it’s important to pay attention if you want to avoid having to call a young priest and an old priest to sort out your event.

Was the wine the right temperature? Did the AV equipment work flawlessly? Did the waiters smile? Was there enough staff to handle registration in a timely manner?

You may have everything planned out and organised, but it’s the little things that add up to the experience of the event as a whole.

Next step: You can learn how to develop your attention to detail to increase the odds of a perfect event.

3. Budgeting

Yes, the dreaded B-word made it onto this list as well. Like any other undertaking that requires resources, you’ll need budgeting skills to organise an event.

The role of an event organiser will require you to understand which expenses you have and where you can find potential sources of revenue to balance your books.

Next step : Read our guide on how to manage an event budget so your books are in order.

4. Communication

The ability to communicate clearly and effectively with people is also one of the most important event organiser skills.

The role of an event organiser will see you deal with a wide range of people:

• Event attendees
• Caterers and other vendors
• Venue managers and staff
• Speakers and entertainers
• Volunteers and charities
• PR agencies
• Influencers and celebrities
• Health and safety inspectors
• Accountants and bookkeepers
• Insurance companies
• Newspapers and radio stations
• Private donors
• Corporate sponsors
• People on social media

You need to listen to everyone’s expectations and concerns. At the same time, you also need to communicate your own vision and expectations to make sure you’re all on the same page.

Here are some aspects of your event organiser role that’ll require good communication skills:

• Writing event proposals and contracts
• Creating marketing materials to sell tickets
• Briefing and debriefing your event team
• Networking with other businesses
• Negotiating with venues and vendors
• Showing gratitude and collecting feedback
• Hosting events and making announcements

Next step:  You may find this list of different ways to improve your communication skills helpful .

5. Leadership

Part of the role of an event organiser is to delegate tasks to other people. Whether that be event staff, volunteers, family members, or third-party vendors, you’ll eventually need to involve others.

Good leaders are able to…

• Utilise each team member’s individual strengths
• Delegate tasks and provide clear instructions
• Facilitate communication between team members
• Inspire and motivate people to do their best
• Create a sense of trust and transparency

In other words, you have to unify people around a common goal and make sure that everyone gets along and gives their best effort.

Next step: Have a look at this in-depth article that outlines the qualities of a good leader .

6. Networking

Event planning is all about bringing people together. That, in a sense, is about creating a network. But there’s also a lot of networking that goes on behind the scenes.

Whether you’re a novice or a seasoned veteran, you need to constantly build and maintain professional relationships with all the people mentioned above (see #3).

The role of an event organiser may also require you to attend social networking events or join online groups where you can nurture your relationships.

Next step:  Read up on how to improve your networking skills  and consider joining organisations like the Association of Event Organisers .

7. Sales and negotiation

If you’re a professional event organiser, then you’re in the events business. That means you also wear the hats of a marketer, negotiator, and salesperson.

You need to sell the concept of your event to potential attendees, donors, sponsors, influencers, and volunteers. That requires sales and marketing skills.

At the same time, you need to negotiate a good price for the venue, catering, supplies, entertainment, and anything else you need to make your event a success.

Next step: Read our guide on how to negotiate with vendors and venues to improve these skills.

8. Customer service

Although you have to deal with a lot of people, from corporate sponsors to social media influencers, none are as important as the people attending your event.

The event attendees are the customers, and the customers are always right—even when they’re wrong and unreasonable and you want to tear your hair out.

Next step: Here is a good list of tips on how to deal with difficult customers so you come out on top.

9. Technical literacy

Event organisers need to have a good understanding of technology. Machines and automation have made it much easier to plan and execute events, but you also need to know how to operate them.

Here are some of the apps and devices you need to understand:

• Event management software
• Social media platforms
• Ticketing apps
• Email marketing software
• Microsoft Office & Google G-Suite
• Project management tools
• AV equipment (cameras, mics, lighting, and projectors)

Next step: Check out our list of free event planning tools to help you better organise your work.

10. Broad knowledge of events

It may seem like an obvious point to make, but you should have general knowledge of what’s required to make an event happen.

You don’t need to be an expert on the job of a DJ, but you do need to know what the DJ needs to be able to do his or her job.

The same goes for everyone else involved in your event. Make sure you’re clued up on the basics of what they do so that you can delegate and accommodate.

Here’s some other broad knowledge of events that you’ll need:

• How to make a floor plan
• How long dinner service takes
• What AV equipment is required
• How to estimate venue capacity
• How to research event vendors

Next step: You can learn all this by rummaging around our blog or taking an event planning course .

Do you feel equipped?

If you can master all of these 10 event organiser skills, then you’re well on your way to a successful career in events.

Did we miss anything? Feel free to add your suggestions in the comments section below and share with your fellow event organisers.

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13 Event Management Skills Every Event Professionals Should Have

Staying ahead of the curve in the event industry requires unique event management skills. Whether you’re a seasoned event professional or just starting in the industry, mastering certain skills is essential for success. This blog post explores the top event management skills that event professionals like you should know to excel in the industry.

1. Be Customer-Oriented

In hospitality, being customer-focused is key to your success. Always put yourself in your client’s shoes. Understand their vision, needs, and preferences, which are the cornerstone of every event you plan. Listen attentively to their ideas and concerns and proactively offer creative solutions. Your ability to anticipate and cater to their requirements will ensure a successful event and build lasting relationships. Remember, a happy client is your best advocate. Embrace each event as an opportunity to create unforgettable customer experiences and exceed expectations.

2. Keep Organized

Successful event management begins with strong organizational skills. Event professionals must be adept at juggling multiple tasks, timelines, and stakeholders. Mastering the art of organization ensures that nothing is overlooked and that events unfold seamlessly. Utilizing Tripleseat ‘s intuitive event management platform, you can streamline the planning process, manage leads, and keep track of important details, ensuring nothing falls through the cracks.

3. Communicate Clearly and Effectively

Effective communication is the glue that holds every successful event together. Event professionals need to communicate clearly and concisely with clients, vendors, and team members in a timely fashion. Clear communication fosters collaboration and ensures that everyone involved is on the same page, reducing the risk of misunderstandings.

4. Manage Your Time Well

Time is of the essence in the event industry, and mastering time management is crucial. Managing your time on a day-to-day basis is crucial for most occupations, but event management professionals not only need to manage their own time but also strict deadlines and event timelines. Using comprehensive tools like Tripleseat to manage your event calendar, team, tasks, menus and more can keep you on track and ensure that every event runs smoothly and exceeds client expectations.

5. Keep Flexible

Adaptability is a top event management skill in the dynamic world of events. Whether it’s a last-minute change in the menu, an unexpected weather hiccup, or a sudden shift in client preferences, pivoting gracefully is a superpower. Embrace the unexpected with a positive attitude and a creative mindset. Remember, each challenge is an opportunity to showcase your problem-solving skills and resilience. By staying flexible, you’ll save the day more often than not and earn the admiration and trust of your clients and peers. So, keep that can-do spirit alive, and here’s to nailing every event, no matter what twists and turns come your way!

6. Be Ready to Solve Problems

Problem-solving is a key trait for event professionals. Being able to anticipate problems and have a suite of resolutions at your fingertips is vital. You’ll need to get creative when faced with unexpected challenges.  From unforeseen weather conditions to last-minute changes in the program, problem-solving ensures that events proceed smoothly, regardless of the issues that may arise.

7. Get Skilled in Budgeting and Finances

A keen understanding of budgeting and financial management is essential for event professionals. Event professionals must be skilled at creating and sticking to budgets, tracking expenses, and allocating financial resources wisely. 

8. Learn the Art of Negotiation

Negotiation is a key component of event planning, whether it involves securing contracts with vendors or satisfying the expectations of clients. Strong negotiation skills enable event professionals to navigate agreements successfully, ensuring all parties are satisfied with the terms.

9. Hone in on your Creativity

While organizational and logistical skills are vital, creativity is what sets exceptional events apart. Event professionals must think outside the box, conceptualize unique ideas, and design experiences that leave lasting impressions. Creativity is the spark that turns events from ordinary to extraordinary.

10. Technology is Your Friend

Technology has revolutionized the industry, offering tools and platforms that streamline processes, enhance communication, and provide invaluable insights. It’s like a best friend that helps you out along the event journey. Event professionals with tech-savvy skills and event management software can produce amazing results by providing enjoyable events and making more money. Event management software like Tripleseat to efficiently organize tasks, communicate seamlessly, and create detailed timelines. 

11. Take the Lead

Leadership skills empower them to inspire and guide their team members, fostering a collaborative and cohesive working environment. As the maestro orchestrating the symphony of a successful event, your leadership qualities are crucial. It’s more than just guiding your team; it’s about inspiring them. A great leader sets the tone, motivates, and brings out the best in everyone involved. Your ability to lead with clarity, communicate effectively, and make decisive choices will streamline the planning process and instill confidence in your team and clients. Remember, your leadership is the beacon that guides your event to success. So, embrace your role as a leader with enthusiasm and positivity, and watch as your events unfold seamlessly, leaving everyone involved feeling accomplished and uplifted.

12. Delegate Tasks

Event professionals are often at the helm of intricate projects, coordinating various tasks and managing diverse teams. Delegation is crucial, allowing you to distribute tasks according to team members’ strengths, ensuring that each aspect of the event is handled efficiently. 

13. Keep Your Eye on the Goal

Being goal-oriented is a fundamental characteristic of a successful event planner and manager. As an event planner, you approach each project with a clear vision and definitive objectives, meticulously planning every detail to ensure a memorable experience for the guests. Your vision-driven mindset is demonstrated by your deep understanding of the client’s needs and desires and translating these into tangible outcomes. You set achievable yet ambitious goals and develop strategies to attain them. Great event managers seek feedback , learn from each event, and apply these lessons to future events. Remember that event managers must manage clients and event staff set clear expectations, and project manage tasks along the way to execute successful events.

These event management skills are essential for success in the fast-paced and competitive event industry. Tripleseat Event Management Software acts as a valuable ally, empowering event professionals to excel in these key areas. By utilizing Tripleseat’s features, event planners can enhance organizational efficiency, streamline communication, and ultimately deliver unforgettable events that leave a lasting impression on their clients. Are you ready to grow your event business? Schedule a Tripleseat demo to take a closer look at our event management features.

Be Proficient Using Tripleseat Event Management Software – Don’t Worry, It’s Easy!

Tripleseat is a game changer in taking the skill that you have and making them even better! Don’t take our word for it. Explore our customer success stories to see how we have helped your hospitality peers improve their event business at restaurants, hotels, and unique venues.

Why event planners need to be good listeners

Event planners are sometimes like consultants - solving problems is what they do.  So when a client runs into unforeseen issues, it is second nature to jump in and ‘fix the situation’.

It turns out that just listening, is a key element of problem-solving.

There's no question that it's hard to really listen and here are three ways in which you can listen in a manner that transforms your relationships: Focus and actually listen Simply focus on what the other person is saying. Don’t get distracted by anything or anyone other then the person who is speaking. Never multi-task, or even try to contemplate about what you're going to say next. Tell them what you heard them say Put simply, repeat back what you heard. This may feel a little disingenuous at first but it shows you're listening. It turns out that is is also a great way to communicate to the other person that they have been heard. Ask questions Asking questions will give you the opportunity to explore the other person's thoughts and feelings more deeply. Sometimes in an effort to make people feel better, we end up arguing with them because we're contradicting what they're feeling. Which inevitably, makes them feel worse. Asking the right questions helps you better understand what's going on. Next time try these tips and you'll realize why listening can be like magic!

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12 Event Planning Skills You Need for Success

High-profile weddings, product launches, and more have glamourised the life of event planners. But let’s face it, event planning is more than just attending fancy parties. Event planning is one of the most stressful jobs in the world and requires specialised skills. It is a rewarding career for a rare breed of hyper-organised, hard-working individuals. If you think you were born to be an event planner, see how many of our top 12 event planning skills you have.

Event Planning Skills

Organisational skills.

Event planners have great organisational skills. Some people can work in chaos, but as a planner it’s important to rely on process and method if you are part of a team. This means, keeping your team informed, adhering to timelines, budgets, and appointments as well as keeping important documents and information organised. After all, a well-executed event doesn’t happen by accident. It requires sharp organisational skills and attention to detail – right from planning to post-event analysis . A successful event planner can recall the minutest of details and is on top of everything – forever with a smile.

Communication

Another must-have quality of an event planner is the ability to interact and build a rapport in a short time. Event planners possess great communication skills and aren’t afraid to talk to C-suite executives, event attendees , donors, brand sponsors, and, of course, vendors. Strong interpersonal skills are a must to ensure everybody involved in the event understands their role and things run without a glitch. You also need to possess equally strong writing skills to convey information accurately with confidence, respect, and clarity. Event planners are great listeners, which helps them understand the needs and wants of their clients.

Networking Savvy

Event planners are savvy networkers. Networking is an essential event planning skill since the events industry is based on relationships and is heavily people-driven. It demands a widespread network of vendors, including photographers, lighting and A/V décor, DJs, bands, videographers, etc. This is a network of people you’ll bank upon to make your events memorable.

A Basic Understanding of Events

It may be a no brainer,  but to be a great event planner you need to understand events. Having an understanding of how events work is an important event planning skill. As a planner, you should know how to create a floorplan or draft an RFP, how to review a contract and analyse event data. You should also be well-versed in the basics of bands and DJs, A/Vs, florists, décor, etc. It is an artistic job that requires a deep understanding of what is realistic and what isn’t. These skills require learning and practice and are acquired over time.

Client-first Approach

One of the most difficult aspects of event planning is making clients happy. Bottom line: your stakeholder, whether clients or senior management, want something and it is your job to make it happen. To do this with grace, event planners need to have a strong dedication towards serving clients. Even if the task is near impossible, you need to be polite with your replies.. When you’re courteous and amicable, it eases any anxieties your client may have.

Problem-solving

Successful event planners can solve any problem with a cool head. Their resourcefulness is not just limited to sticky notes and safety pins. They can quickly make a decision during unforeseen challenges – all while staying calm. They can keep an audience engaged while the keynote speaker is stuck in a traffic jam or eliminate long lines for lunch. This event planning skill keeps event organisers nimble, adaptive, and creative. Problem-solving skill also comes with time and if you are just starting, you can improve your response by focusing on pre-event planning to iron out any kinks. The key lies in continuously checking for holes in your plans and creating backup plans in case things turn south.

Negotiation and Budgeting

If you consider yourself good at bargaining, then you possess an important event planning skill. It is crucial for event planners to be able to negotiate a contract with a sponsor or get the best possible deal while booking a venue . Negotiating is an art that requires a mix of preparation, tact, and confidence. Budgeting requires forecasting and tracking spend while juggling invoices, proposals, and expenses.

Multitasking

For event organisers, multitasking is not an option but a must-have event planning skill to create unforgettable events. You need to juggle a lot of tasks, including ticket sales, event promotion , sponsorship acquisition, and day-of logistics. Adding to that, there are multiple events that you need to plan simultaneously. If you have a team, you can delegate some work, but ultimately it is your job to ensure that nothing falls through the cracks.   

Event planning is more than just making a to-do list. As an event planner, you need to use your creativity to bring a vision to life. No matter what people say, creativity is a learnable skill and can be built over time. It is an essential event planning skill that is required to infuse authenticity and passion into each event. Even though your events may not have a lot of room for innovation and creativity, there is always wiggle room to do things differently even if you are limited by the requirements of your client. For instance, you can be creative with the event theme, choose a unique venue or have a motivational speaker. For some creative ideas, seek inspiration from online blogs, social media channels, or an influencer.

Being a leader is an essential planning skill for any event organiser. You need to be able to work with your team to execute flawless events. It is all about trust, delegation, and getting the work done. If you aren’t a born leader, this skill can be developed over time. You don’t need to be extrovert to be a great leader. Your natural personality along with your passion for event planning can help you develop leadership skills.

Passion for P lanning

As cliched and obvious as this may seem, being can aid in your success. A successful event planner infuses qualities like passion and enthusiasm in their everyday work. They are self-motivated and live to feel a pang of pride after delivering an event that their guests truly enjoyed.

Tech Savvy 

Not so long ago, technology in the events industry was considered a nice bonus, but not needed. Not anymore. Today, technology solutions act as an extended team of event planners. While the massive shift in the event planning approach doesn’t demand planners to know the solution inside out, it’s important to be willing to learn how to use tech solutions and stay up to date on the current trends in the industry.

Final Thoughts

If you have most of these event planning skills, chances are you’ll do a great job at being an event planner. If not, you can still become a successful event professional since most of these can be developed through determination and willingness to learn. It is all about continuous learning and improving with each event.

Cvent is a leading meetings, events, and hospitality technology provider with more than 4,500 employees and nearly 21,000 customers worldwide.

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13 Tips to Improve Event Planning Skills For An Event Organizer

“Good planning I’ve always thought is in the details…Plan it out, make it interesting, and you’re sure to pull it off!” Eddie Ross (author, editor and producer)

These words by Eddie Ross (author, editor and producer) pretty much sums up what it takes to be a successful “event organizer”.

Planning an event whether physical, virtual or hybrid is not easy and requires a particular skill set. It is not without a reason that event organizers are famous for being multitasking geniuses. No matter whatever the challenge, a skilled event organizer seems to overcome it without missing a beat.

According to a report published by statista.com , the United States meeting, convention, and event planning market employed a whopping 125,900 people in 2020. This clearly indicates the potential of the event industry and demand for a skilled ‘event organizer’. What does it take to be a successful event organizer/planner? This blog focuses on the  event planning skills that one should have to be an event organizer. So, let’s dive-in.

• Organized and meticulous: Any event be it virtual or hybrid has a number of dynamic elements . As an event organizer managing multiple events at the same time, and having top-notch organizational skills is non-negotiable. Day to day activities such as ordering, invoicing, meetings, and all the other details must be initiated and executed at the proper time.
• Tech-savvy: 2020 totally changed the event industry. The world moved from in-person events to ‘virtual’ and ‘hybrid’ events. This meant partnering with technology and its working. Today, with most events taking place on a virtual platform it is extremely important for event organizers and planners to be hands-on with technology.
• Research oriented : A detailed research is the foundation of any successful event. An ace event organizer spends time in understanding the audience profile, their needs,and expectations. 
• Attention to detail : A well executed event is all about ‘attention to detail.’ An event planner must keep a tab on client timelines, budgets, and the smallest details  such as arranging travel, or selecting the cutlery for a dinner party. Each component of an event must get the attention it deserves.
• Passion for planning : Albert Einstein once said, “ Plans are nothing. Planning is everything.”  Being fully invested in planning is one of the key skills needed in event organization. A good event planner is invested in an event with heart, soul, pride and energy to ‘wow’ clients every time.
• Creative : Being creative is important to develop new and fun ideas for clients. A naturally creative event planner will bring imagination and originality in every format whether virtual, hybrid or in-person events. 
• Multi-tasker : An event organizer needs to be a multi-tasker. Seamlessly managing multiple projects, deadlines, and assignments at once is essential. The backstage of an event is like a battlefield with many things happening. The onus to orchestrate every detail to ensure all comes together lies with the event organizer. 
• Strong negotiation skills: Negotiating contracts is one of the prime roles of an event planner. One needs to negotiate the best price and terms for venues, entertainment, food, etc. Virtual event planning will involve negotiating with content creators, tech infrastructure and support team, clients, etc. 
• Sales and marketing skills: Events are all about glitz, glamour and making an impression. Event management is a service, not a tangible product. A good event organizer should be able to sell that dream and vision to the prospective client.
• Deft leader: An event planner wears multiple hats. So many responsibilities demand a deft leader who can delegate, direct multiple teams and ensure they all work in the same rhythm with each other and not against each other. Strong project management and coordination, transparent communication, agilityn, ability to remain calm during pressure, are the required qualities for a good ‘event organizer.’
• Customer centrice: A successful  event is all about being relevant for the target audience. Delivering an event keeping in mind your customer’s vision and budget is non-negotiable. An event planner’s job is  to provide recommendations, support, and the ability to turn a customer’s vision to reality. 
• Communication skills: The ability to communicate effectively with the client, suppliers, and all parties involved is a must have for an event planner. Being polite and respectful and being open to feedback and other people’s views is important too.
• Problem-solver: In the world of event planning, there are a few qualities that have proven to be indispensable. No matter how much experience you have, the quality of your relationships with clients and your problem-solving skills will always come in handy, especially in a crisis.

Final thoughts

Planning and managing an event is like driving on a  long and bumpy road. Event planners constantly juggle to balance brand and sponsor interests, attendee must-haves and other high-value integrations. The event industry has seen a paradigm shift in the last few years. Migrating to virtual and hybrid events has been sooner than anticipated. Though we have encapsulated what it takes to be a stellar event organizer, the role is fast evolving with change in the industry.

However, these qualities will always be desired by event organizers as these are more of a life-skill.

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Top 7 Event Organizer Skills for a Successful Career

If you work as an event organizer and want to be best and succeed in your career, then you need to develop certain skills and qualities.

This post guides you to having a great event organizer career by revealing important skills and qualities you need to have, but first let’s get to know about the profession.

Who is an Event Organizer?

Event organizers are people who plan and organize events of different categories. They select venues and prepare them for the event, set everything up, and manage staff.

They also hire volunteers and coordinate different suppliers to provide the event with sound equipment, stages, security, lighting, displays, parking, toilets, and foods and drinks. See detailed event organizer job description .

Event management companies mostly employ organizers to work with a variety of clients across the public, private, and third sector.

However, some event organizers may work in-house for large multinational corporations, while others work on freelance basis.

If you enter this profession, you’re likely to take on a huge range of responsibilities to make sure that the events you organize are the best they can possibly be.

Your intention might be to organize everything in the most effective way, ensuring that the event has all that people expect to see.

7 Skills and Qualities a Good Event Organizer Must Have

1. Organization

A good event organizer arranges the event processes and brings together all the components in a systematic and timely fashion, thereby making the event to be successful.

Organization skill is the backbone of any event as it involves organizing schedules and executing results to clients.

The event organizer has to coordinate activities regarding staff, venues, deadlines, food, menus, and other element of the event, and pay attention to every little detail.

2. Communication

Event organizers talk to clients, listen to their needs, and present ideas and solutions to their requirements.

They simultaneously work with employees, contractors, suppliers, wait staff, and many other parties.

A very practical skill that is used on a day-to-day basis by event organizers at all levels is being able to effectively communicate thoughts and ideas.

Event organizers should be able to explain the scope and purpose of an event and effectively communicate their ideas to a supervisor, client, or vendor; understand and process information that is provided, such as the concerns of a client or questions from a caterer.

They also write proposals for getting businesses from prospective clients; create marketing materials to effectively sell their service; draft contracts for clients and vendors to sign; and draft thank-you notes to guest speakers and VIPs.

3. Negotiation Skills

Event organizers need to have negotiation skills to work out mutually beneficial prices with clients and contractors.

Organizers must leverage social media and other forms of marketing opportunities, and consider how to bring suppliers into the event experience.

This approach focuses on adding value as well as working for the right fees and charges for venues, speakers, and other supplies.

As clients want to know they are getting the best price available for their events, they would like to maintain a good relationship in order to obtain discounts and special deals.

4. Problem-solving Skills

Event organizers help clients to execute their ideas into action, and should be able to think out-of-the box to provide better experience than their competitors and retain their clients.

They should be ready to solve all the problems or issues coming along the way.

No matter how well you organize events, something must go wrong. If you can find creative solutions to the challenges that arise, it will be a lot easier to address.

5. Attention to Detail

Many details such as bathroom access, speed of service, line times, ease of parking, etc. can make or break your event.

When you pay thorough attention to what you are doing, you will make the seats to be comfortable and make enough ice available for the drinks.

As an event organizer, you should have keen observation on details to ensure everything is properly organized and in place for the event.

You have to not only track all the details but know when they change, and know how one change in one area affects things in other areas of the event.

6. Flexibility

When organizing an event, many things don’t go according to plan, but when handled well they can make the event to happen as planned.

The event organizer should therefore be ready to face such situations and be able to solve them instantly.

If you are flexible enough you will be able to adapt to new situations as they come up. Last minute cancellations and changes are common in the industry; however, if you are confused about a situation, then the whole event will be in jeopardy.

Event organizers face the major challenges of forming great experiences despite constant inconsistencies and uproar.

Being flexible allows you to always be on your toes and know when to make adjustments to events accordingly.

7. Tech Savvy

Learning how to get into event organization means learning how to handle different tasks at once.

Fortunately, available mobile apps and software solutions are available to event organizers that can help them to prioritize responsibilities and sort things out during the time of organizing an event.

A good event organizer will know how to use these resources optimally whether it is the standard Microsoft Office suite or more sophisticated event organization software and apps.

Moreover, event technology has tremendously impacted the industry by getting rid of difficult manual duties and introducing automated features.

These include software that handles ticket generation and total revenue accounting. This helps the event organizers to save time and work effectively.

Event Organizer Skills for Resume

If you are making a resume for an event organizer job, you can quickly complete the core competence section of your resume by using the skills presented above.

You can get the recruiter to be interested in your resume by showing them that you possess the right skills for the event organizer role.

By using the information in this post, you will be able to develop the skills and qualities you need to produce best performances in your work as an event organizer.

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