The 5 functions of the event organizer

From a party coordinator to a public relations specialist. This is the spectacular leap that the profile of the event organizer has achieved. Thus, it is a professional who is not only responsible for organizing private events. Companies and organizations of any kind entrust event organizers with the planning and management of each corporate, charity or holiday event.

In the past the organization of events was in the public mind as something despicable and frivolous. Even so, currently, this situation has turned 360º and the event organizer has become a figure with the professional importance that he deserves.

Bearing in mind that he is a specialized and expert professional, we are going to review his 5 main functions. In addition, we will take a look at the skills that you must have to be a professional in this field. You follow us?

Event organizer features

The tasks of this professional in the field of advertising and public relations and communication have to do with the “before”, the “during” and even the “after” of corporate events.

⦁ Event planning

The first step of your job is design. Taking into account all the options, you must assess what will be the best location, decoration and food. He is also in charge of selecting the suppliers and services to be subcontracted, as well as the profiles of employees and actors who will be present at the event. During this first task, the organizer will also work on the list of guests, VIPs or speakers.

At the same time, the organization of specific time is also taken into account. At this point the days prior to the event are analyzed. In this way, you can have very detailed control over the unforeseen events that may surprise you during the event.

⦁ Thorough communication plan

Knowing that it is a profile included in advertising and communication, the event itself must have a detailed communication plan. Therefore, the second task of the event organizer is to design this plan. Among other points, this document must foresee how the event will be publicized, how the most important attendees will be informed and which media will echo it.

On the other hand, if the event that is being organized requires it, the event organizer will also be in charge of commercial management. That is, contact and reach agreements with the necessary sponsors and sponsors. As a small summary of this point, we could say that a good event organizer is a good communicator. And it handles both external and internal communication.

⦁ Direct and coordinate the actors involved

Many people can participate in an event. The event organizer sets the guidelines and is in charge of directing and coordinating all these actors involved. Whether they are suppliers, hosts, guests or employees.

It is not an easy function, because to do it effectively you must have management skills. Only with them you can organize several such disparate profiles at the same time. A good address is one that guarantees a smooth running of the event.

⦁ Resource management

During the planning of the event, the organizer has the obligation to be on top of the available resources. That is, whether they are economic or human, technological, creative, gastronomic ... The control will also depend on the objective study of resources, which is useful for designing actions and intervening elements.

At this point, it is essential to touch the ground: designing a disproportionate event or without a contingency fund would be a mistake.

⦁ Supervision of the preview and execution of the event

The control and supervision of the development of the preparations will only come when the organizer has completed the design and programming of the event. This control is vital, since it will be at this point when the organizer will be able to identify problems or unforeseen problems to correct them.

When the date of the event arrives, the main task of this professional is to supervise that the operation of the event goes on schedule. In addition, of course, to control that all those involved exercise their corresponding role.

Competencies to be an event planner

Performing multiple tasks simultaneously creates the need for multiple capabilities. It is not easy to collect them all, so let's see which ones are essential:

Management and organizational skills

We could compare the event organizer to a conductor. To be a good planner you must have the ability to plan, schedule and organize. In addition, you must be aware of several simultaneous tasks. From the idea of ​​the event to the logistics, decoration or gastronomy.

You also have to lead multiple teams of people who have very different roles from each other. They can be staff, hosts, collaborators, suppliers, speakers, etc. It is very important for an event planner to have management skills in order to convey accurate information to the right person. Coordinating all staff effectively will result in a smooth and on-schedule event.

Good communicator and negotiator

An eventplanne is an expert in public relations, his communication skills are the basis that sustains his work. Having the right hand in communication and knowing how to listen is one of the main skills that a planner must have. Along with the negotiation. And it is that the event organizer must adapt to the available funds and reach the most succulent agreements in terms of rates and costs. This way you can get the most out of your base budget.

Originality and creativity

One skill that speaks for itself of these professionals is their originality and creativity. In other words, the best events are the ones that end up being the most memorable. And to achieve that, creativity and innovation are of vital importance. One of the goals of event planning is to surprise attendees. Thus, satisfaction with attendance is achieved. This feeling is what, in the end, makes the event stay in memory as an unforgettable experience.

You will notice the originality of an event organizer in the decoration, performances, location or catering of the event. A professional event planner always finds a way for the event to be remembered by the attendees.

Flexibility and versatility

This ability is closely related to the previous one. Among the different capacities of the event organizer, flexibility and versatility also stand out. With them, the eventplanner can work adapting to the situations and available resources. On the other hand, you can also overcome unforeseen events or setbacks effectively.

Courtesy: event planner in Lahore