Event Organizer
Several companies have invested heavily in corporate events
to overcome competition and market competitiveness, which is increasingly
fierce. Whether in lectures, symposia, congresses or workshops in the area, the secret lies in promoting the exchange of knowledge and strengthening ties with
customers, suppliers, and partners, as well as strengthening the brand and
retaining talent.
To achieve all of these goals, these events must be as
organized as possible. And that is where the role of the event planner comes
in. Within this context, the profession has stood out, as it is up to this
professional to plan, organize, and make the most diverse types of corporate events
really happen.
They, therefore, play a crucial role in almost any management.
But what does an event planner do in practice and what is the role of this
professional within companies? That's what you'll find in today's post!
Continue reading and stay inside!
What does
an event organizer do?
Basically, the event organizer is the professional
responsible for planning, systematizing, and producing any type of event:
conferences, lectures, fairs, and corporate dinners, among other possibilities.
The activities involved in the profession range from the
creation and development of the event concept, through the provision of all
necessary documentation, researching budgets and contacting suppliers,
customers, and the work team. It is also he who will take care of the
reservation of premises and equipment, promotion, marketing, and monitoring of
the event. Of course, to handle all of this work, the event planner usually has
the help of a team, who helps him with the tasks necessary for the plan to turn
into action exactly as imagined. And it is precisely by managing a work team
that this professional also works as a link between the team and the company's
board of directors.
What should
be the profile of this professional?
As you may have noticed, being a corporate event organizer is
a job that requires a lot of effort from its professionals, right? But, in
addition, to stand out in the profession, some characteristics are more than
welcome. In fact, they are key pieces.
Organization
Researching and negotiating with suppliers, promoting marketing
actions, looking for partners and managing a team are some of the basic
responsibilities of the event organizer.
It is for these and other reasons that the organization must
be a very well developed character in this professional. After all,
managing all these activities with excellence can become something very complex
without the minimum of organization and control, don't you agree?
Flexibility
There is no escape: things do not always go as planned. And
the reality could not be different in the market for corporate events.
Unforeseen events may even appear late, but eventually, they do tend to be
present. That is why the event planner must have an excellent game in order to
circumvent the adversities that appear along the way, so as not to let them
hinder the carriage floor or make the event a failure.
Communication
As we mentioned earlier, the event planner is responsible for
managing a team and making contact with suppliers, sponsors, and customers.
Therefore, having excellent communication skills is an indispensable item. This characteristic can even be crucial when it comes to negotiating values and
closing contracts, as well as to obtain sponsorships and donations.
Leadership
Still following the premise that in the organization of
events, there is always a team working together, it is up to the organizer to
lead, manage and guide his team, so that everything goes according to plan, flowing
in the best possible way.
It is necessary to understand that each member of the team
works as a piece that has a specific function, essential for the functioning of
the whole. Thus, leadership skills, active listening, conflict mediation,
emotional control, and the ability to maintain motivation in pursuit of the final goal are essential characteristics.
Creativity
In addition, creativity is also of great help in this
profession. To be more realistic: it is essential. As they are responsible for
creating the event and, before that, for its whole concept, this characteristic
can contribute a lot to the planning of really surprising experiences, out of
common sense, and overcome the challenges that may arise.
What about
technical knowledge?
Of course, having all the features mentioned above is already
a big step when it comes to standing out as an excellent event organizer. But
it is necessary to clarify that just having a good profile may not be enough to
perform this function.
After all, with the increase in demand for professionals in
the area, qualification and technical knowledge started to count a lot. In this
scenario, marketing, logistics, finance, administration, information
technology, technology, and even knowledge in psychology, sociology, writing and
languages are part of the technical scope necessary to be a truly qualified
event organizer for the performance of the profession.
So much so that, today, there is already a considerable
amount of higher education, specializations, and postgraduate courses in the
sector across the country! These courses last an average of two to four years
and include content that will facilitate understanding of the structural
organization of an event, contracting services, documentation, social etiquette
for contacting customers, protocol classes, planning and project creation.
Believing that the organization of an event depends only on
personal talent can cause problems for professionals. As in other professions,
any mistake can compromise your image and that of your client. There are many
causes, including catastrophic events with falls from the platform and irregular
documentation that made it impossible, for example. And any negative situation
falls to the organizer's account. Avoiding them is possible with technical
preparation, updating, and knowledge of the best paths to follow. In addition,
the more qualified a professional is, the more in demand in the market he will
be.
The good news is that there are companies that specialize in
organizing corporate events, which can help a lot in creating, planning and
organizing, all in an extremely professional manner. In these cases, the event
organizer acts as the main bridge between the contracted company and the
corporation, representing the interests of the business and making sure that
everything will go according to the script.
What are
the biggest challenges?
An organizer will have a life marked by surprises, after all,
you never know what can happen during an event and what problems will have to
be solved quickly. In a career, in general, other challenges can also hinder the
life of this professional. Check out some examples:
- Establish a good network
Before launching your name on the market it is important that
every event organizer establishes a good network of contacts. Networking is
important for any profession, as it opens the door to opportunities, but in the
case of this professional, he becomes essential to bring together the best suppliers,
employees, and future customers. To create your network start to relate to the
people around you!
- Create an image on the market
How do people know your work? How can they contact you
and request a quote? Establishing a good image in the market is important
to attract potential customers, so invest in good personal marketing. That
is: know how to sell yourself!
This involves publicizing your experiences, creating a
portfolio of events and taking care of yourself, observing the way you behave,
your professional appearance, and the way you treat people.
- Understand customer interests
No event has a pre-established booklet that can be followed
by all organizers. While some are more sophisticated and have stricter
protocols, others are simpler, with a smaller audience. To make them work
it is necessary to know how to identify the profile of your
customers and the public that they intend to reach.
And this is one of the biggest challenges of this
profession. After all, there is no point in using all your knowledge and
creativity to create something that is out of the personal taste of interested
parties and contractors. From the choice of location to the choice of
services, everything needs to be adapted to the tastes and preferences of the
client and its target audience.
- Dealing with unforeseen events
As we have already said in this article, even though an event
is planned in the smallest details, some unforeseen events can
arise. Having a game to know how to deal with them and always keep a plan B is important, even if you have no idea what problem will arise.
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