Hiring an event planner often comes with the “unspoken” expectation that they automatically have certain skills. It is assumed and expected that, as professionals, event planners will handle all and every situation. However, there are opaque and unspoken skills that are rarely mentioned on a written list of key deliverables and the need for them only surfaces when the event is in full throttle and you are presented with a problem.
You hire corporate event planners for their Einstein-like problem solving skills, their “I’ll-do-anything-it-takes-to-make-this-event-work” attitude, their Zen flexible and smiling composure and their set of ninja skills that can only be attained from experience after a few years executing complex corporate events.
Besides the obvious logistical tasks these are some skills that event planners need to have under their belts:
Communication and team building skills
The most effective event planners are good communicators. Corporate event planners who are worth their salt continuously communicate with their own team, with their suppliers, and with their clients. Event planners should have a high attention to detail in their communication, process and task.
The ability to communicate those details to the team, and then adjust the plan based on their feedback, will ensure a much more satisfying, smoother, stress-free event.
Ability to think on their feet, creatively and to react quickly
Planning events can sometimes be a very straightforward, routine business. Anyone with a bit of time can handle a brief with clear deliverables. However, the event experts are separated from the juniors when you get hit with curve-balls at a live event. Those with experience, who can think on their feet, creatively, without derailing, are the ones that distinguish your event from other cut-and-paste events and deliver something that is memorable and has impact.
Handling catering in a busy kitchen
Anyone who has served as a waiter in a busy restaurant knows how many moving parts are involved in getting the food out of a busy kitchen, onto plates and onto tables. Your event planner should have kitchen experience as they are the main go-between for the waiters and the kitchen staff.
Knowing how to operate a kitchen also allows your event planner to optimally match the venue’s kitchen capabilities with your desired catering needs. This incidentally means that venue contracts should never be signed until you have decided on your food deliverables. Some venues are simply not designed for a busy kitchen.
Understanding audio-visual equipment
Your event planner doesn’t need to be a pro in sound engineering, but should have taken the time, at some point, to crawl under a table to find out how the A/V setup is connected to the network, or how microphones work, or how the big screens connect with the data source. They will better understand the differences between issues with the A/V booth, with the speaker’s microphone technique, or the equipment you have chosen, and will calmly find or provide solutions.
Working the bar
Event planners should be able to step in and fill any gaps should the need arise. An event planner who has spent some time behind a bar at some point in their career they will be able to confidently ascertain how many bartenders, drinks, cups and glasses are required in order to keep event attendees happy and your lines flowing smoothly. It would not hurt if they also can step in and mix a good cocktail should the need arise.
Working the desk for onsite registration
It is amazing to me how few event planners know how a badge printer, the registration software or even the check-in process works. All event planners need to walk through the registration process as an attendee, the day before any event, to flag any issues, and to ensure all registration staff are capable, friendly, and informed.
Reversing a delivery truck
As strange a skill as this may seem, if your event planner knows how to handle a big delivery truck, they will understand what it takes to manoeuver a huge truck in narrow town streets, or onto the highway, or to that remote location.
Their knowledge will allow you to make better decisions when you are choosing a venue and give you insight as to whether or not you can get your equipment into that location. Plus, once a truck is parked with no driver in sight, event planners need to be able to move it, re-position it and re-park it without wasting time.
Passion for checklists and spreadsheets
Most event planners work off of checklists and spreadsheets. They note and document every detail. Work is delegated within their team and controls are put in place so that the leaders can remain focused on the big picture and lead the event operations. Software and apps are available and easy to use to keep track of the budget and visually show timeline progress towards the deadline. Checklists and spreadsheets are necessary to always have a helicopter view of the entire event.
Remaining Zen-like calm while coping with multiple changes
During any event, unplanned things happen and changes to the programme or logistics have to be implemented at a moment’s notice. An event planner needs to be able to adapt and stay calm during the execution of these changes. This skill usually only comes with a fair amount of experience at thinking on one’s feet, as experienced event planners have a reserve of options, alternative solutions, and suppliers to keep the show on the road without panicking. Experience develops the confidence needed to know that all will be well and handled professionally.
Having a backup plan ready
Corporate event planners are always two steps ahead with a few contingency plans up their sleeves. They need to be prepared for the worst possible situation while aiming for your best event. They have backups of most things so that, should disaster strike, the two main elements of your event remain on track: A/V and catering. The presentation will go on! And the food and drinks will be served. No matter what. These are the two things that will keep your attendees happy and will ensure your event is a success.