Event Focus - Becoming an Events Planner

When planning an event as an Event Coordinator, it is likely that you will outsource most of the products and services of the event. The bare essentials are necessary; a mobile phone, business cards, a diary and a laptop/computer. Placing an advert in your local newspaper, the telephone book and on the internet will probably be necessary. There are many websites that offer free listings, www.gumtree.co.za for example.

Most important is liability insurance, you really don't want to be facing a lawsuit for damage without any kind of insurance.

As with most industries, a formal certificate or diploma in events management is advantageous along with some relevant practice and understanding within the industry. There are, however, a few lucky people who have succeeded in the events industry with no experience. There are many establishments that offer training in various areas of events management; marketing, sales, business management to name but a few. Completing a few of these would be very beneficial to starting your own business.

The most important aspect would be marketing. While you are advertising your company, you are also marketing yourself. Professional behaviour and good manners will ensure your success. References from clients are like gold, so treating all clients and suppliers professionally will ensure that you are advertised by word of mouth in a positive manner.

Creating a clear and professional identity will ensure recognition in the market you are targeting. Your logo and colour scheme should be applied through to all of your company stationery emails, letters, business cards and website.

The internet and more specifically, social networking, presents many opportunities to meet potential clients. Social networking sites include FaceBook, LinkedIn and Twitter. You might meet specialists in the events industry who are more than happy to provide you with their experiences, tips and advice. You will also be able to find and make contact with suppliers such as catering companies, hiring services and event venues. Using the internet will help keep you up to date on the latest trends and upcoming events. Establishing a network of various contacts is essential. This will determine how successful you are.

Creating a straightforward website is cost effective. Keeping it up to date with past events and interesting articles and photos will prove to be invaluable. This not only keeps visitors coming back; they spread the news of your articles and you start building a fan base.

Email campaigns are a great way to spread the word of your new company. Your contact list should include anybody and everybody who might have the need for your services. The email should not be complicated or too long. Be sure to include your company name, what you are offering and the contexts in which they might use your services (e.g. birthdays, anniversaries, conferences, expos, seminars, baby showers, etc...). One important fact to remember is to never use the individual email addresses in the "To" box. Unless you are planning on emailing each contact individually, never let the recipients see all of the other contacts you have sent the email to. When sending to many contacts at once, type the email addresses into the "BCC" (Blind Carbon Copy) box. Don't pester them either; send only one follow up email.

As mentioned earlier, the start up costs needed to start your own events business are minimal. This is beneficial when applying for finance from your bank. If you already own a company that is involved in events coordination, like a catering business or venue, your bank is likely to be more willing.

Events coordination is a fun yet stressful industry. You need to be able to multi-task, ensure that you are well organised and can handle bumps along the road while remaining positive and professional. If you are able to work in this way, event planning is the route for you.

Good luck!