Important Roles of an Event Planner

Meeting and event planners oversee coordination and execution of professional and personal events. Roles vary somewhat by the nature of the event, but generally, planners are in charge of ensuring guests have a positive experience.

A bachelor's degree in hospitality management is common, though some event planners work independently without one. Average annual pay as of May 2011 was $49,840, according to the Bureau of Labor Statistics.

Consultation

Typically, an event planner first meets with potential clients for a consultation. This is when the client or representative lays out his needs for the event and asks questions of the planner. Once you understand the client's needs, you discuss details includidng preferred dates, location, number of goods and other specifics. At this first visit, you also explain your role during the planning phase and the day of the event. You also tell the client anything he needs to do during this process and discuss your fees.

Select Venue

In some cases, clients select a venue or have one already lined up. Often, though, part of your duties as the planner is to find the right venue and reserve it for the preferred date. Geographic location, setting, space and functionality are common considerations. For a meeting event, hotels and convention halls are standard locations.

Transportation

Event planners may also manage transportation to and from the event and during the event for out-of-town guests. For a conference that includes people flying in from other areas, the planner may coordinate with a travel agent to set up flights. Shuttle service, buses and other ground transports may also be used. Some events take place over a few days in different local venues. Planners may rent buses to transport guests around during these events.

Coordinate Details

Coordinating details and staff the day of the event is another common planner role. With weddings, some companies offer "day of" services where you plan the entire event, but have a coordinator there to help make things go smoothly. Generally, though, event planners take on this duty to see what they have planned come to fruition. Coordinating schedules of catering, floral and wait staff, checking on missing items or problems and guiding guests and participants throughout the day are common coordination activities.

Source:  Important Roles of an Event Planner