Event Organizer Skills Needed by Event Specialist

I. What is an Event Specialist?

An event planner is a person responsible for the planning, preparation and execution of activities to organize an event. The work of an event organizer includes proposing ideas, planning detailed events, finding venues, equipment, partners, ... and solving problems arising in the process. the event event system program.

An event planner will experience a variety of events throughout his career, including: seminars, grand openings, year-end parties, inaugurations, ground-breaking ceremonies. Event organizers not only require good teamwork skills, but also possess skills such as: time and budget management, problem-solving ability, creative thinking, .. .

II. Positions and titles often found in an event organizing team

Depending on the scale and type of event, it can be divided into the following basic titles:

Event Coordinator:

Responsible for managing all the work in an event such as: calculating and planning the budget, making an event checklist, choosing a suitable venue, arranging the time for the event, choosing speakers , entertainment facilities,...and including management of suppliers and organizers.

Event Planner:

In a professional event organizing team, it is indispensable for the Event Planner position. This person is responsible for creating the right programs according to the requirements, purposes and messages of the customers. In addition, plan and manage the schedule for the entire event. In some cases, this person is also referred to as a project manager.

Event designer:

As the person who conceptualizes the design and decoration of the event's space and backdrop to create a beautiful space and meet the needs of customers. Event Designer is in charge of conceptualizing, designing templates to create a space that matches the theme and purpose of the event.

Digital Backdrop of "iDJunction Project Launch" event

Account Executive:

Often take on tasks related to managing customers, partners and sponsors of the event. Specifically, the Account's duties include:

• Contact and advise customers on service packages and products of the event

• Contract management and payments

• Coordinating and providing information to the departments in the event organization team, ensuring the continuity and efficiency of the project

• Build and maintain relationships with customers and partners, ensuring their satisfaction and loyalty to the company.

Event marketer:

A creator who uses media and marketing to promote events and activities of the business to create attention so that customers are interested and learn about the company's event organization services. there. Event Marketing's work includes writing promotional content in the media, developing a marketing plan for the event,...

Event producer:

The person who holds the role of producing the content in the event organizing team, including sound, light, images and video. The Event Producer ensures that the productions are done with quality and on schedule to meet the purpose of the event.

Event technician:

This is an important title in the event organizing team. Take the role of manager, install and operate technical equipment in the event such as sound, light, screen and other equipment. Event Technician must ensure that technical equipment works properly and avoid errors during the program.

Event assistant (also known as event assistant):

A person who supports event professionals in the preparation, setup and operation of events. Event Assistant takes care of support tasks such as communicating with customers, preparing documents, installing equipment.

III. What skills does an event planner need?

Any industry has its own set of requirements, and to become an event professional, you need to have the following essential event planning skills.

Creative thinking skills:

Organizing an event is not just a list of things to do according to limited requests from customers. In fact, event planners need to use their creativity to come up with new ideas and deliver more memorable experiences for their clients. For example, a program with an interesting theme idea will create a positive interaction from customers, helping to increase their experience.

Research skills:

Research skills include learning about customer behavior and emotions during the event, and then finding ways to enhance their experience through venue, food, drink and other factors.

Skills required of event organizers - Research skills

Negotiating and budgeting skills

This includes negotiating the terms of the contract, the rights and responsibilities of the parties involved, the venue of the event, and other details. Good negotiation skills help event professionals reach the best deal for both parties, while ensuring satisfaction and long-term cooperation.

Once budget agreements are reached, budgeting is an important next step to help you manage and ensure cost savings. The budget table will help event organizers keep track of expenses during the event such as transportation costs, incurred costs. Accurate and detailed budgeting will help you avoid unexpected expenses and ensure that the event is held successfully within a predetermined budget.

Stay calm anytime, anywhere

The event organizer needs to have a cool head to stay clear and calm in all situations. They need to be able to turn the tide to make sure everything goes according to plan. When problems arise, experts need to quickly identify the cause and provide timely solutions to avoid affecting the event. In addition, event organizers also need a warm heart to be sensitive and delicate with what is going on. This subtlety will help you make the right decision and avoid rash decisions.

Script writing skills

This is a basic requirement for those who want to pursue content in the event industry. A good event planner needs to be creative, thinking and imaginative to be able to envision how an event will turn out. The script not only needs to be interesting and engaging, but it also needs to be presented in an easy to understand and clear style.

Kỹ năng viết Proposal

Illustration for Proposal writing skills of event organizers

In the field of event organization, the ability to write a complete Proposal is also an extremely important factor for event staff. To write a good and attractive Proposal, the writer needs to have creativity, practicality and the ability to convince about the project they want to do. Proposal provides the overview and exact requirements that the business side wants in a concise, concise and convincing way. In addition, the skill of using PowerPoint to present ideas effectively is also indispensable.

Checklist skills

Event staff need to be able to checklist events. There is no specific template for this job, as it must be based on each person's experience and working skills. To do this job effectively, the event organizer needs to be meticulous, careful, professional, along with an overall view of the event. This is a rather difficult requirement, but if done well in this role, event staff can advance to more important positions in the event organization ladder.

Financial management

The budget in an event needs to be calculated and planned carefully. Event staff need to keep track of expenses paid and statistics them by part for easy tracking during event organization. Financial management skills help event organizers avoid losses after the event is completed.

Apply for an organization license and find a supplier

Applying for an organization license is one of the important jobs for event staff, especially for outdoor events. However, this is a tough job and can be fraught with obstacles, making the event planning process more complicated if not done properly. Event staff need to master the basic legal provisions and gain experience through the process of working with administrative agencies to make it easier to apply for permits.

Risk planning and management

In event planning, mistakes and emergencies are inevitable. Therefore, creating a checklist of risks and planning for prevention is very important. This skill shows the evaluation capacity of an event organizer most clearly. This skill includes the following steps:

Risk analysis: This is the process of identifying potential risks in an event, from the smallest issues like unfavorable weather to larger issues like audience safety and security. A risk analysis needs to be done before event planning begins.

Identify risk prevention measures: After identifying the risks, event staff need to put in place preventive measures to minimize these risks.

Example: If unfavorable weather is predicted, preventive measures might include having a backup plan in place or using tarps and waterproofing materials if the event takes place outdoors.

Professional event organization team - Thien An Media

Event management is a suitable profession for those who are passionate about dynamism, youth, extroversion and discipline. A qualified event organizer will bring attractive programs that convey and stimulate the spirit and ideas of the participating masses. Therefore, when choosing an event organizer to cooperate with, customers should pay attention to the professional working attitude of the event organizer to ensure the success of the event.

Thien An Media is a professional event organization with experienced, young and dynamic event organizers, ensuring to provide effective, creative and cost-effective events. possible. We hope that the above sharing will help you better understand the work, event organization skills as well as the importance of event organizers in each program.