All those memorable events you’ve attended—have you ever stopped for a few seconds/minute and thought of the relentless planning, last minute improvisations and behind-the-scenes back and forth that made them flawless?
No matter the size of an event, whether it’s a small/intimate event, or a large event, a high level of detail goes into the planning, organizing and management of an event. An event planner according to Rome Business School is responsible for organizing and coordinating all aspects of an event to ensure it runs smoothly and meets the client’s expectations. This means ideating from scratch based on the specific details the client has shared for their event. It also includes taking ownership of all the elements of an event so as to deliver a seamless event for the client.
What does an event planner do every day?
Typically the roles of an event planner include but is not limited to:
- Understand client needs and wants
- Event conceptualization and design
- Location / venue scouting and booking
- Managing the event planning process
- Creating and executing an event plan
- Managing event budget
- Organising suppliers, caterers, staff, and entertainment
- Coordinating with vendors
- Drafting event contracts for vendors
- Client communication and updates
- Overseeing vendor set-up and clean-up
- Performing pre-event checks and final test runs etc.
- On-site coordination and execution
At FunKey Events we have a track record of planning social and corporate events across Africa, the UAE, UK and US. In this article, we’ll walk you through a typical event day in the life of Funke, our lead event planner in based in Dubai, as she organizes and shows us how to plan an event in Dubai. In this case, a social event – A birthday celebration event!
Mornings usually start slow and as early as 7:00 AM but tend to pick up after a few hours. ”After waking up, I have my quiet time in the morning and mentally prepare for the day’s tasks and event. I grab a cup of coffee and start getting things in motion. I check my email’s and to-do lists, clarify who is in charge of executing what, make vendor calls to know the status of their – deliverables/supplies, check event timelines and agenda and prepare to head out for the first on-site visit of the day, as it is event day”.
It is the little details that can truly make or break an event, for instance, what gadget will be connected to the projector? Is there a backup? Are suppliers aware of the loading bay information? How will guests access drinks? Answering these small questions often have the biggest impact! This is why at FunKey Events, one of our processes includes drawing up a detailed event agenda with timelines, to ensure smooth execution.
By 9:00 am, Funke is on-site to coordinate with vendors. ”I meet with suppliers for the birthday celebration; venue managers, catering, decor, entertainment (DJ, live band), photographer, and others. I carefully review each supplier’s itinerary to ensure everything aligns perfectly, double-checking for any errors. I take a walk around the event space to ensure it has been cleaned and the right furniture and layout is what has been displayed. I also make confirmations with the DJ/ AV technician regarding sound, lighting, and speakers. I also ensure the decorators begin their work before leaving the venue to return later.”
After this first check-in with the venue and suppliers, Funke gets in touch with the client to provide updates and generally reassure them about any previous concerns. By being prepared before the event, she can now devote all attention to the client and their needs to ensure the event is a success.
Later in the day, Funke arrives at the venue early to oversee the final setup. “ I direct the team, oversee vendors, and ensure that all preparations are proceeding according to plan. Being on-site early allows me the opportunity to address any last-minute issues that may come up, coordinate with vendors and venue staff, and provide guidance to their team members on aspects like table settings, floral arrangements, lighting, signage etc. At this point we conduct a final venue walkthrough, a full technical run-through (testing speakers, LED screens, and lights), and a sound check.” Having a structured timeline makes a huge difference in ensuring nothing is overlooked before the guests arrive.
As guests start to arrive, Funke is on standby to welcome them, offer assistance, and provide directions as needed. “From this point, the event agenda and timeline play a crucial role. Throughout the event, I oversee the flow of activities to ensure that everything runs according to schedule. This includes coordinating transitions between the host, entertainment, speeches, presentations and performances. Also, I check-in with the catering team to ensure timely food and beverage service. I closely monitor the timelines, making necessary adjustments in case of delays to keep the event on track and ensure that all planned activities are successfully executed. Another thing I’m doing is staying in communication with vendors”.
Managing an event in real time requires quick thinking and the ability to resolve challenges without disrupting the guest experience.
“After the event ends, I ensure the event breakdown starts on time and check in with the client. They express satisfaction with the turn out and coordination of the event. They also shared other valuable feedback which we greatly appreciate. I then meet with my team and suppliers to discuss what worked well and take note of any areas of improvement for future events”.
We take this step seriously at FunKey Events because it helps us improve our efficiency. In fact, many of our most effective processes and procedures have been developed through continuous reflection and a learning mindset.
One event may be done and concluded, but planning for the next is only just the beginning. Event planners have to first understand the vision of the client for their event, only then will they be able to plan accordingly and be on top of little details. An event planner juggles many details, thinks on their feet and makes sure the client’s vision comes to life. It is all these that make event planning so fulfilling. Funke considers herself a ‘Vision Implementor’.
If you have an upcoming event, whether it’s a social or corporate one and require this same level of commitment and creative execution, it’s time to hire a professional event planner to bring your vision to life. Please feel free to contact us today for expert event planning tips and stress-free event planning in the UAE. Call or send us a message on WhatsApp: +971 55 104 4502 or Email: funke@funkey-events.com. Our services include event planning, event coordination and event management.