CAREER ADVICE

Making It Happen Successfully

You may have attended a conference or a seminar, a trade show or fair, an event such as the Freedom Festival in Cedar Rapids, a church festival or a wedding at a hotel.  Did you stop to think about all the planning involved?  Probably not, and that may be a good thing.  If everything went the way it was supposed to, it was a success for the sponsors or in the case of a wedding, the family, because a key person behind the scenes made the event successful.  This key person who took care of every single detail during the organization of the event is known as an “Event Planner.”  

Just what does an Event Planner do?  Mary VanHouten, Director of Catering who plans events for the Crowne Plaza Five Seasons Hotel in Cedar Rapids, is an expert at making events of all sorts come together successfully.    According to Ms. VanHouten, “There is a difference between a planner such as a catering manager/event planner, such as myself, who makes things happen for his or her clients, and a meeting planner/event planner who works for a company that wants to present the event.  The meeting planner/event planner who works for a company gathers and organizes the internal information for his/her company and must convey the details about what is needed to the catering manager/event planner.”  These two event planners must work together throughout the planning process if there is to be a successful event. 

Ms. VanHouten works with corporate clients by helping them with arrangements for a wide range of business activities—from the company Christmas party to multi-day conferences.  When she works with her corporate clients, she asks them questions to determine the scope of the event, from the number of people who will attend to the number and types of meals that will be served.  She assists with menu and wine choices, determines audio and visual equipment needs, how the room should be arranged, and many other issues that are important to the success of the event.  Details relating to time allotments are an important aspect also. 

When individuals seek the services of an event planner for occasions such as weddings, the attention to detail is equally important.  The “big day” for a bride and groom and their families is a once-in-a-lifetime event and everything must happen as planned.  Again, the event planner is key to success. 

What about special skills that are required to be an event planner?  Behind the scenes, the planner’s teamwork skills kick into gear.  The planner must work closely with the chef, a reservationist, set up staff, food servers, manager and many other people to make sure everyone involved is fully aware of every detail so that they are tended to.  Ms. VanHouten says, “Teamwork is essential—events don’t just happen with only me.” 

When asked what other skills are necessary, Ms. VanHouten stresses the importance of sharp listening skills and a seeming ability to read between the lines.  She said, “Both verbal and written communication skills are required, and it helps to be inquisitive—sometimes the planner must dig for information.  The ability to pay extreme attention to detail is a must to be successful in this career.  No detail is too small as to not be taken seriously.  And, of course, the planner must be extremely organized and be able to work on more than one project at a time.”  

Because the scope of different types of events is so varied, it’s not uncommon for the event planner to be faced with a situation that she or he has never before experienced.  This means the planner must be able to brainstorm with others to solve problems to new situations.  

Beyond the soft skills that Ms. VanHouten mentioned, the young person who is considering event planning as a career should study accounting, marketing, sociology, math and English in high school and should become adept at using the computer.  After high school, she suggests course study in the following:  business law, decorating, food preparation, wines and liquors, food serving and hospitality, design, more accounting and marketing, sales and communication.  She believes a two-year degree is helpful for basic knowledge and guidelines.  Some of the best education will be gained on the job.  

When asked to describe a typical day, Ms. VanHouten smiled and offered the following:  “Set appointments to go out and visit with existing clients; make some cold calls to seek new business; invite clients to the hotel for tours and detailing; organize all information gathered to be distributed to other members of the team to make the event happen; send out contracts which contain event orders and confirmation of events; collect payments; do post-event evaluation with clients; touch base with clients during the actual event; sometimes help to service the event; conduct many telephone conversations; supervise employees; plan and review budgets and forecast revenue.  And always be friendly.” 

The job outlook will remain strong as companies, families and organizations continue to get together, whether socially or professionally.  Event planners will need to be available to organize these events wherever they take place.  An event planner can move into marketing and other sales positions.  Food and beverage managers are often a next career step after event planning. Ms. VanHouten recommends that young people get experience during high school and college in a catering facility such as a hotel.  An event planner needs to be very diverse and knowledgeable in many areas to be successful.  The job demands long hours at times and there are peak seasons during the year.  Income levels depend on experience and skill, but can range from approximately $28,000 to $40,000. 

Ms. VanHouten finds satisfaction in doing a great job for her clients.  She knows that her clients put their trust in her, and that she has gained their respect when clients use her services for repeat business.  “It’s a great career to make many friends and acquaintances.”

 Return to Career Advice Home Page