Event planning is an exciting, fast-paced career that requires creativity, organization, and strong communication skills. Whether you dream of coordinating corporate conferences, weddings, or large-scale festivals, becoming a successful event planner takes dedication, strategy, the ability to adapt and some hustle. With 22 years in the business of planning corporate events in Calgary, here’s a step-by-step guide to help you build a strong foundation in this industry.

 Understand the Role of an Event Planner

Before diving into the field, it’s crucial to understand what an event planner does. Event planners are responsible for organizing and executing all aspects of an event, including:

• Venue selection and logistics
• Budgeting and financial management
• Vendor coordination
• Program and schedule creation
• Attendee experience and engagement
• Crisis management and troubleshooting
• Post-event evaluation and reporting

Success in this field requires a mix of organizational skills, problem-solving abilities, and the ability to work under pressure.

Develop Key Skills

To thrive as an event planner, you need to cultivate essential skills, including:

• Organization: Non-linear thinking and the ability to juggling multiple tasks and deadlines is a must.
• Communication: Clear and professional communication with clients, vendors, and teams is key.
• Creativity: Designing unique and engaging experiences sets you apart.
• Negotiation: Working with vendors and securing contracts that meet budget and expectations.
• Problem-Solving: The ability to think quickly and handle unexpected challenges is crucial. I would say that this skill is one that sets great planners apart from the rest.

Gain Education & Training

While formal education isn’t always required, having a background in hospitality, business, or marketing can be beneficial. Consider:

• Degrees & Certifications: A degree in event management, hospitality, or business. Here in Calgary Mount Royal University and SAIT both offer well rounded programs.
• Industry Certifications: CMP (Certified Meeting Professional) or CSEP (Certified Special Events Professional) can add credibility.
• Online Courses: Platforms like Coursera, LinkedIn Learning, and Eventbrite offer courses on event planning fundamentals.

Get Hands-On Experience

Experience is the best teacher in event planning. Here’s how to gain it:

• Volunteer at Events: Many organizations look for volunteers for corporate events, charity galas, and festivals.
• Internships: Work with an established event planning company to learn the ropes.
• Freelance: Start by planning small events like birthdays or community gatherings to build your portfolio.

Build a Strong Network

Networking is essential in the event industry. Ways to connect include:

• Join Industry Associations: Groups like MPI (Meeting Professionals International) or ILEA (International Live Events Association) offer networking opportunities. I wrote a blog about this – Should I join an event planner organization?
• Attend Events & Conferences: Engage with industry professionals and stay updated on trends.
• Leverage Social Media: Follow and interact with event professionals on LinkedIn, Instagram, and event planning forums.

I think of my vendors as partners in everything we do. Always remember that great events are a collaborative process.

Develop a Portfolio & Online Presence

Potential clients and employers will want to see your work. Build a professional portfolio showcasing:

• Photos and videos from past events
• Testimonials from clients and vendors
• Event budgets and planning documents
• A website or social media presence to market your services

Consider Specializing

The event planning industry is vast, so finding a niche is a must. What you put your focus on will inevitably contribute to helping you become a subject matter expert. Consider:

• Corporate events & conferences
• Weddings & social events
• Festivals & large-scale productions
• Nonprofit & charity events
• Destination events

Stay Up-to-Date & Keep Learning

The event industry is constantly evolving. Stay ahead by:

• Following industry blogs and news sources
• Attending workshops and certification programs
• Experimenting with new technology, like event management software

 Final Thoughts

Event planning can be stressful, with long hours and unexpected challenges. I wrote a blog about this called – So you want to be an event planner?

However, a passion for bringing people together and creating memorable experiences will keep you motivated. Stay adaptable, be prepared to think on your feet, and always look for ways to improve your craft.

By developing the right skills, gaining experience and building a strong network, you can establish yourself in the event industry. Whether you work for an event company, a corporation, or start your own business, the opportunities in event planning are endless for those who are passionate and driven.