Ever wondered what a day in the life of an event planner looks like? The answer is there is no average day! Each day is so different, depending on if there is an event in that week, a wedding rehearsal, a new client, post event reporting, no two days are the same!!
To give you an idea here are just SOME of the things I would complete on a WEEKLY basis..
- Emails and Calls: The day starts with checking emails and responding to client and vendor inquiries.
- Social Media Updates: Updating and batching reels for the week based on new content – (I do all photo posts 3 months prior)
- Client Consultations: Consultations with clients to discuss their vision and progress both new and existing clients.
- Venue Visits: Visiting venues to finalise details and ensure everything is in order.
- Timeline Creation: Finalising details of upcoming events and creating timelines.
- Vendor Coordination: Communicating with vendors to confirm bookings and logistics.
- New Connection/Opportunity Calls: Connecting with other businesses and vendors for partnerships and deals.
- Updates: Updating the website and other content.
- Follow Ups: checking in and following up with existing clients based on answers required and their wedding or event timeline to ensure on track.
- Weather Evaluations: Check events for that week and consider the weather to evaluate if the plans need to be altered.
- Final Communication: Final checkins with all vendors to confirm all timings etc for events of that week.
- Printing: Signage and menu printing.
- Styling Collection: Collection of styling elements from client ready for events.
- Event Execution: If there’s an event, the evening is spent overseeing the setup, ensuring everything runs smoothly, and troubleshooting any issues.
- Post-Event Follow-Up: After an event, we conduct a quick debrief and start planning for the next day.
- Multitasking: Balancing multiple tasks and events at different stages of planning.
- Problem-Solving: Quickly addressing any issues that arise to ensure a seamless experience for clients.
And MUCH MUCH MORE! Given that I am also running a business, there are so many more things I do, and depending on the event there could be 5-10 other things like going to the flower market, item collection, AV testing, and more.
So for those who don’t think you need an event/wedding coordinator – imagine doing all this on your wedding/event day…