An event organizer or event planner is responsible for all facets of planning, organizing and following through on all meeting, convention or event messaging and logistical details. The event planner oversees everything from high level theme and messaging communication to the practical logistics of ordering all the services and products involved.
Any event, convention or meeting's first planning steps revolve around the message or purpose of the meeting. The organizer's first responsibility is to define with other key participants the theme or purpose of the event. Every other aspect of the event from venue and speakers to food and equipment ordering will work off of these messaging building blocks.
Along with theme, an event's budget is a key component of any meeting or event. The event organizer is responsible for delivering the event on time and within budget. The organizer must make important decisions on the allocation of event funds frequently balancing where funds will have the most impact. An event organizer also negotiates rates from vendors and suppliers being used for the event.
The event organizer may be responsible for venue selection. They must research options to support and enhance the event's theme and messaging. Organizers must take into consideration many event requirements including room size, catering availability, lodging availability, transportation, location, audio visual and telecommunication needs when choosing a venue.
After the messaging, budget and venue selection have been established, the event planner must order and coordinate all the services and equipment needed for the event. This includes tasks such as transportation coordination, hotel reservations, event registration, room set up, electrical, lighting, presentation equipment and catering.
An event organizer is also responsible for reporting on the success of the event to her employer, which may include budget reports, survey collection, satisfaction response and press coverage.
An effective event organizer will be detail oriented, well organized, a problem solver, able to work on tight deadlines and have exceptional communication skills. The event planner must be able to handle multiple tasks efficiently under pressure.
Event organizers, depending on the industry they work in and events they plan, will be required to do some traveling to visit possible venues and attend the event or meetings they plan. They work in a fast paced environment on strict deadlines and spend time on-site at different types of locations, including hotels, convention centers or offices.
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