Building Blocks of an Event Organiser

Posted on 05/08/2013 by Chloe

We’re a special breed. Have you ever been in a conversation with someone about something seemingly unrelated to our industry but you manage to start deconstructing the elements of the conversation and re-organising them? There’s a lot of us out there in different variations, who can’t help but organise anything and everything - as long as there’s a purpose of course.

After various conversations with a few people it got me thinking, what stuff are we made of? Here are some of the building blocks that make up event organisers in their varying forms:

Precise planning and exceptional organisation. I touched upon deconstruction earlier but when faced with an event I like to carefully examine it in a chronological step by step way so each and every element is carefully considered and therefore planned for.  Sending this to AV/Production/Supplier personnel will also uncover any further elements that require attention, ensuring all bases are covered from every perspective.

Consistency. Once the best way of working throughout the organisational process of event planning has been settled on - we stick to it.

Attention to detail. This ties into the precise planning and exceptional organisation whereby everything has to be considered in minute detail and actioned. I like to action things immediately so they’re not forgotten. This also prevents an endless list developing in front of me.

Prioritising. Armed with the Event Schedule (posted 24/7/13) this is a little easier. We all know, however, that each and every day tasks are thrown our way that need immediate action. I love my daily lists and keeping it on one A4 sheet of paper allows me to see at all times what needs to be done throughout the day. When I scribble anything down whilst on the phone for instance, I always ensure this is either written on the A4 sheet or immediately transferred after the conversation. That way I know that everything needing to be done is right there on that page.

Working under pressure. Remaining calm together with the ability to think on your feet with fabulous problem solving makes for a fantastic event organiser. Your toolbox comes into fabulous use in instances like this.

Hands on. It goes without saying that some events are pretty hands on, requiring active participation. The key is to ensure you’re aware of which events require this level of participation so you can get extra bodies on board to assist as required.

Delegation. Event teams are organised. Everyone knows where they stand and what they’re doing. Every element of the event is covered at every stage of the project from conception to completion. The ability to delegate in a way that plays to a team’s strengths is key. Not all team members have sales and marketing skills or are creative for example.

Networking. Many organisers love networking and no wonder as it’s a great way to meet vendors and suppliers – even competition!

Creative solutions and innovative thinking. Event professionals inspire and enthuse, we think outside the box but know when to remain in the confines of that box.

Positive attitude, enthusiastic, motivated and determined. Key characteristics – enough said.

Admin & IT skills. Paramount to being organised. I like to eradicate paper where I can with every project so IT skills are a great ability to have in this mission.

Sales and marketing skills. At some point each event professional will have to sell or spread the word about a particular event, however, it’s understandable that it’s not for everyone.

Negotiation & Budget Awareness. Keeping on top of budgets is a key building block for event organisers. Event Managers will constantly be asked for updates. Equally, in order to know how much can be spent on different suppliers, budgets need to be kept up to date. Negotiation is paramount – you don’t get if you don’t ask. I’m certainly not shy of negotiation – may sound weird but I love it!

Technology knowledge. In our fast paced world, technology constantly develops. Keeping up to date with trends in production including lighting, stage and set design is of importance to some organisers. It’s great for inspiration.

Appreciation of the role events play for individuals and companies. This is vast but events are incredibly important. Appreciating the host’s strategic plan for the event is a great ability.

Listening.

People skills. Events are in effect, the business of people. Every which way you turn, there’s people.

Communication skills. Coupled with organisation and listening, this is the absolute golden rule. In every walk of life communication is key.

Not all organisers share the same attributes, but you can bet your bottom dollar that they all bring something to the event table. With great organisation comes great power and a lot of satisfaction.