How Does an Event Planner Spend the Day

How an event planner spends the day is entirely dependent on the particular phase of the planning process. The initial phase requires meeting with clients and establishing the vision for the event. The coordination phase involves making phone calls and traveling to various locations and venues. On event day, the planner interacts with clients, speakers and service providers.

Event planners perform a variety of tasks including strategizing, coordinating and problem solving. For this reason, their responsibilities may vary from one day to the next. The planning phase of the job typically involves holding meetings with clients and service providers. During this phase, decision must be made and schedules must be coordinated. On the day of the event, the plans must be executed, requiring a different set of activities.

An event planner's day during the planning phase of the job may begin with an initial meeting with the client. During this meeting, the client expresses the purpose and characteristics of the event. The event planner usually takes notes, asks questions, and makes suggestions. Once an understanding is reached about the vision for the event, the planner begins to coordinate the activities.

During the coordination phase, the event planner may spend the morning making phone calls to venues, caterers and various service providers. In-person meetings may be necessary, in which case the planner may travel to various locations. When examining new venues, the event planner will typically travel to the site to ensure its suitability for the event.

On the day of the event, an event planner generally begins by making any last minute phone calls to ensure that all things are in order. He or she will arrive early at the event venue to instruct various people on their next steps. Caterers must be told where to set up. Speakers need to know what time they will speak and for how long. Audiovisual technicians must be instructed on when to play music and how to light the event. Event planners spend the day of the event moving around and speaking to various people to solve any problems and make sure that all elements of the event proceed smoothly.