Online Class: Party Planning 101

Of course you can't be expected to possess all of these traits right off. Many party-planning qualities are learned through good old experience, and others may be outsourced. The questions are intended to give you a broad perspective on how to prepare yourself for the fun and challenging business of a party planner. 

A shared industry philosophy is, "You're only as good as your last event." That's why following up with clients with a phone call and sending thank-you notes is so important. You'll always need references when you bid on your next event. If you like the excitement of taking the mundane and turning it into the extraordinary, the great news is you already possess an essential quality for being a professional and successful party planner. In the party-planning business, there is no right or wrong ─ only a desire to make the client happy. 

 Elements of a Successful Party Planner - What You Need 

Although party planners design the party and hire personnel to work the event, they must be prepared to step in where needed. Besides personal traits, there are other important skills required of a planner: 

• Organizational ability - Take a hard look at your closet and dresser drawers. Do they scream out, "Deal with me," or are you smiling with a sigh?
• Diplomacy - An upbeat and positive attitude is essential, even when the lights go out. Candlelight is romantic.
• Excellent communication skills - a positive and helpful attitude is key to a successful relationship with clients.
• Attention to detail - There are a tremendous amount of details for a party planner to attend to. Eyes should scrutinize a room full circle.
• Ability to make the right decisions - If it takes an hour to select a pair of earrings, then you should consider another career.
• Nerves of Steel - Never allow the client to see you fall apart over the unexpected.
• Creativity - This can mean all sorts of things to party planners, from coming up with missing champagne, to locating the speaker's spectacles.
• People-pleaser - The industry has a proclivity for taking care of people and meeting their needs.
• Flexibility - There are almost always glitches in a plan. The ability to adapt is a great attribute. 

Make use of the skills you have and outsource the rest. You may love the look of a professionally decorated table, however, you couldn't set the silverware in all the right places if you had all day to do it; so you hook up with a consultant in the industry who knows how these things are done. How do you find them? This is where networking becomes important to your business. Call another party planner or attend industry trade shows and conferences, such as the International Special Events Society (ISES), and exchange cards with party consultants who also attend these functions. Set up a card file listing the consultants by what they specialize in. Drop them a note (even two sentences will suffice) and say how much you enjoyed meeting them, or thank them for the tip they may have given you. It only takes a minute and invaluable connections can help keep you and your business afloat. Down the road, when you have enough events under your belt, people will be calling you. 

Taking Stock of Your Skills and Carving Out Your Niche

Do you think you have what it takes to be a successful party planner? Did we forget to mention high energy, entrepreneurial insight, leadership, and being absolutely driven? Clearly, it takes many different characteristics to become accomplished at party planning or, for that matter, owning your own business.  

You may have a talent for certain aspects of the job, but cringe at the thought of other tasks. That's okay. Everyone should learn to set limits and party planning is a limit-setting process. Do well what you can do and generate the support you need to accomplish the rest. 

If you are still unsure you're up to the task, try volunteering. Why? It's a great way to learn event planning. Offer to assist the chairperson of a good-sized fund raising event. Follow that person around and sit at all the meetings, help with dealing with all the grunt work it takes to push the event over the mountain. This not only gives you heaps of experience, it helps you to establish your party planning niche.  

You may find signing on with an event-planning company is the way to learn party planning from the bottom up. Industry meetings and seminars offer excellent insight into the business. If you already have an idea of the types of parties or events you would like to plan, turn your volunteer efforts in that direction. 

If you enjoy the full start-to-finish planning, you may, if time allows, play a larger role in the details, such as designing floral center pieces, guest gifts, and other props. Enjoy yourself when doing this, but it isn't always an efficient way to operate. Whichever you decide, the choice should be cost effective and time efficient. Linens, tables, chairs, china, glassware, silverware and even larger flora and fauna are usually sourced out. This is where building a support network really pays off. No matter how successful you are, you may find yourself up on a ladder hanging swags or, after the party is over, disassembling tables. 

If you have talent in entertainment or marketing, shift these skills into your event-planning arena.

The Upside and Downside of Party Planning

As with every job or business, there is always an upside and a downside. Party planning is no different. Let's look at the good news first: 

• You have the option of being the boss of your own business. Well, almost. The client may not always be right, and at times, downright emotional, however, you do have to please the person paying the bill.
• You satisfy your creative side. Many people never take the opportunity to do so. Everyone has a creative side, and it's up to you to see that you cultivate it. You work in an upbeat atmosphere. Think Christmas party, birthday party, children's party and the hundreds of party excuses to throw a bash.
• You plan and execute your events. Here is where you can really shine for the social client, such as weddings, birthdays, and bar and bat mitzvahs.
• You have the opportunity to share your sophisticated side. Years ago, a party was no more than a tablecloth and a centerpiece. Today, a certain quality and high level of style are expected. Originality and a magical touch are much in demand. 

There is never a dull side to party planning. When Murphy's Law rears its head, be ready for the unexpected: 

• It so happens that the limousine vendor, who came highly recommended, sent a limo with a broken air-conditioner in 90-degree heat. It pays to get references, rather than take another party planner's word.
• As exciting as party planning can be, there are times you wish you could just turn-off. Perhaps in the middle of a wedding reception, just when the kitchen is serving the food, you feel a migraine coming on. Take 10 deep breaths and a moment.
• Mistakes are incredibly big, and often quite obvious. Forgive yourself and consider whatever happens, bad or good, a lesson learned.
• Ending the party can be difficult. It all depends on how well you plan. This is as good a time as any to begin breaking down the room. "Sorry but the rental company will be here early in the morning."
• Over-the-top drinkers. Alcohol can become a problem if people drink too much celebratory punch (or champagne). If you haven't planned for a certain person to be on the look-out for this, things could get out of hand. Security is extremely important where a large function is held at a hotel or public facility. Bartenders should be given instructions on when to "cut-off" certain people, and to notify security when necessary. 

While this is not always true, many planners attend the party or event to assure things run smoothly. Making yourself available is a great plus with clients who are concerned about something going wrong.

If you specialize in events, such as fund raisers and award ceremonies, you may be asked to handle marketing or accommodations. Making promises you can't keep, or over-committing yourself upsets the client and you. Getting involved in your own business is understandable ─ but putting the delicate balance between business and personal is hard to avoid. Having interests other than your business life helps keep you energized and up-to-date on what's going on around you. Joining business organizations will help you keep up with the latest event trends and allows you to network with industry personnel.  

If you have hopes of staying in the event-planning game, balance yourself physically, emotionally, intellectually, and financially. Renew, restore, and benefit from a flourishing business and personal life.