How Many Jobs Does an #EventProf Really Do?
If you were to get a look into an event professional’s daily job, you’d be amazed at their level of multi-tasking, organization, commitment and even sanity. In 2015, and again in 2016, event professionals ranked in the top 10 of most stressful careers. Event professionals ranked among enlisted military professionals, police officers, firefighters, pilots, executives, and other jobs that require important decisions or job markets that are shrinking. Event professionals wear multiple hats every day and require them to have a strong work ethic, positive attitude, and strong communication skills.
Why so Serious?
Understandably, military, police, firefighters, and pilots are stressful, but why would event professionals be on the list? Well, probably because event coordinators wear multiple hats and perform a wide range of jobs in a single day, while still being able to manage everything in an organized manner. Not only do they perform duties from a wide range of roles, but they’re also constantly depending on other people in order to complete their job. While many people see event coordinators simply as party planners, that isn’t the case. Event coordinators take their jobs and clients very seriously and want to ensure the success of the event for everyone else.
What Jobs Do #EventProfs Do?
So often event professionals are asked “What do you do? Just event planning?” However, it’s much more than that. Among the rather obvious, setting the date, time, and location, there are a range of hats that an event professional wear proudly. Ranging from the nitty gritty “dirty work” to the more glamorous roles.
Philanthropy, most simply put, is the desire to promote the welfare of others. And at the root of all their roles, an event planner is a philanthropist. Their work helps build relationships, bring people together, and share knowledge that will improve the daily lives and jobs of attendees. They invest their hours into making sure the event is successful and accomplishes its set goals as well as enriches attendees and improves their knowledge on the event’s subject.
An event planner or coordinator’s work doesn’t end once the details are set, that is only the beginning. There can’t be a successful event without attendees. Therefore the event coordinator then morphs into a marketing professional, marketing their event to targeted lists of potential attendees via email and other sources. Among their other responsibilities, the event coordinator must drive attendance to the event that they created and organized.
An event coordinator acts as a chief negotiator on service contracts. The event coordinator must fully understand the needs and wants of their client, and negotiate appropriately with catering companies, A/V providers, the venue, technology providers, and even staff for the event. Event coordinators have to work within a budget and are constantly improving their negotiation skills to gain better rates, or higher quality service at a valuable price for both parties.
4. Messenger & Mediator
Often, when the people than an event coordinator relies on, fall through, the event coordinator is the one to relay the message to the client and acts as the representative of the client. Being the bearer of bad news is never a happy time, but event coordinators must handle the situation and mediate any problems throughout the process to ensure that the client’s needs are met. Event coordinators’ have to properly communicate with the client and service providers, venue, speakers, exhibitors, and more to relay messages promptly and mediate issues- this alone could be considered a stressful job!
An event professional acts as an accountant as well, working within a budget and balancing costs and expenses for an event with the amount of money set forth to them. Many event professionals spend a lot of their time getting their budget in line with the needs and wants of the clients, and make sure that everything is billed properly, paid for on time, and that all the numbers match up with reported costs.
An event coordinator is also a salesperson, continually networking and making better business connections to further their list of potential clients and gain more sales. Not only is an event planner constantly on the lookout for new business, but they are also constantly evaluating a client’s circumstances and attempting to upsell services or products that would fill a need. One could say that this is one of the most important hats that an event planner wears, because, without sales, a business can’t exist.
7. Handyman & Cleaning Crew
An event planner or coordinator’s job doesn’t end on the day of the event. Event planners are constantly on the run behind the scenes of an event to keep up the appearance of a seamless event. Event coordinators do anything and everything to ensure a client’s event success. Sometimes that means running errands to replace an out of stock item, clearing tables to maintain a clean appearance, or even washing dishes.
Creating a Complete Experience, Piece by Piece
Event planners essentially cover all aspects of an event, even the ones that attendees and the public never realize. If one takes a step back to examine the entire event, surely you will see an event professional filling the gaps where needed, supporting attendees, speakers, and exhibitors when necessary, and threading together the entire picture from behind the scenes.
With a hectic and fast-paced job in the events industry, it’s no wonder that so much technology and so many systems have been developed to help event professionals streamline their business processes and increase productivity in hopes of minimizing the time taken for each task. Event Professionals are constantly on their toes, ensuring that the event is successful, and a positive experience has taken place. Essentially, event professionals are the Swiss army knives of the events industry, full of tools, skills, and knowledge to manage and fix problems in an effective and efficient manner, making events as memorable and exciting as they turn out to be.