Event planning is the process of planning a festival, ceremony, competition, party, or convention. Event planning includes budgeting, establishing dates and alternate dates, selecting and reserving the event site, acquiring permits, and coordinating transportation and parking. Event planning also includes some or all of the following, depending on the event: developing a theme or motif for the event, arranging for speakers and alternate speakers, coordinating location support (such as electricity and other utilities), arranging decor, tables...
Description Source: wikipedia.org/wiki/Event_pl...
1. What was the most difficult event you promoted? What made it difficult?
The most difficult event promoting for me was a Carnival that was set for the town. What made it difficult was the lack of sponsorship money from local businesses, especially during these economic trying times. Therefore, our promoting was limited to basically free advertising.
A Wedding because the bride kept changing her mind of what she wanted!
Getting people to stop and listen, they have places to go trains to catch so having the children do it was a great way to get peoples attention pull on their heartstrings but also something positive and educational for the kids also.
SF Chefs partnered with the Giants and it was a kind of event that was first of its kind at the ballpark. Audience was unfamiliar and didn't know how to receive it at first. It was hard getting them to buy into something like this. Easy onsite. Most difficult produce is SF Chefs 2012 union square, the complexity of it with the size, restaurants, wineries, and number of days, and logistics of Union Square management.
Bay Area Science Festival in November. The size and complexity of the coordinating roughly 150 exhibitors and 10 sponsors, but the unpredictable weather called for a rain plan and complete change of floor plan last minute.
2. What are important characteristics for an effective event coordinator?
3. How would you describe your work style?
Work Hard, Play Hard. I love to get the job done and do it right. Meeting deadlines, successfully completing tasks and give the task at hand my dedication is important; but you have have time to have fun, enjoy what you are doing and the people you are working with. If you dont love what you do then its harder to stay motivated.
I believe that I attain the work hard play hard work ethic. Work is to be done first and at work, and only once work is done is it time to play. My theory is that if I am going to spend a day at work, I might as well do as much as I can to make the day worth it.
I can strive in a team environment and also in an independant environemnt. Very malliable.
I'm very organized and professional, yet I'm also friendly.
I am very organized, detail oriented and determined to do a great job at the task at hand.
4. Describe your specific skills and experience related to Event Planning.
Setting up and event and breaking it down. Most importantly marketing.
My strength is that I have created and managed a wide variety of events and worked with diverse groups of volunteers. I always deliver on time and on budget, keeping cost in mind. I took over the Crew Soccer Foundation Golf Classic from a predecessor and was determined to spend less while still maintaining a positive atmosphere. We got more donated services, cut out unlimited alcoholic beverages and created sponsorship packages.
I am an extremely detail oriented person. I love using Microsoft Excel to organize and plan everything from prices to delivery dates. I also have superb communication skills, which are crucial in this industry.
I went to George Brown College in Toronto for two years for their special events planning course. After that I had an internship at a banquet hall where i shadowed the events coordinator allowing me to take my knowledge from school and put it into practice. Meeting with clients, ordering linens, meeting with the chef to go over the BEO etc. After that I got a job as a Conference Planner for a company in Toronto i have been working there for almos
I started planning in high school. I was the person who everyone came to for vacation planning; budget, booking the house, etc. I even organized a protest to our tyrant of a principal. Once I was in college I joined the SAEM Club...
5. If you had to describe yourself as detail-oriented or big-picture oriented, which would you choose? Why?
I would say a little of both. In order to get the big picture I need to focus on the details, but I try not to over examine things and keep in mind the main goal and big picture.
I enjoy visualizing the big picture, then adjusting the details accordingly.
A little bit of both. I love making sure the little details are perfect because in the end the big picture relies on the little details.
detail oriented. Cause i believe that every tiny little detail is important. For example in fashion the choice of fabric has a big impact on the dress you will be designing. As for an Interior?architect even an inch makes a big difference when it comes to measurements.
I would say I have always been very detail-oriented, at least when it comes to the day of execution. When it comes to the end goal I am big-picture oriented.
6. Give an example of a time when you felt the greatest sense of accomplishment in your job?
Seeing operators who learned under my training succeed.
When everything that could have wrong went wrong and at the end the job was still executed without making our guest feel the pressure.
My greatest sense of accomplishment was on the day of our fall fundraising event. i was so thrilled with how the event turned out. we had a huge showing of people and everyone really enjoyed themselves. we also raised more money than i had even anticipated. seeing all of my hard work come together so perfectly was the most incredible feeling
Passing my state certification to pass medication to patients.
When I worked at Beach Happy Services and completed a catering job and had numerous people rave about the food and service and told me that I am an asset to the company.
7. What was the most successful event you've planned in the past?
Job networking for over 175 unemployed professionals. It was beneficial to everyone.
Rising star awards.
I single-handed coordinated the Coats for Kids drive for 2013. Without a committee and very few volunteers. I planned it, I marketed it, I married it. I feel it was so successful because I constantly thought about my clients (the kids). I wanted to make sure that my efforts and planning ensured that they got the best result.
The most successful event would have to be the Gene Kelly Awards. It took an incredible amount of work and it was really stressful but getting to see these high school students feel truly special for one day was incredibly worth the stress.
Large conference with 500 attendees, multiple breakout sessions, keynote speakers,
8. Tell me about one bad experience you've had, preferably something catastrophic, how did you handle it? Was the event still a success?
Because vendors at HF donated their time and services, we could not guarantee their commitment. One vendor, the face painter, canceled 30 minutes before start time. In order to avoid false advertising, I purchased a face painting kit from a local craft store and found a volunteer to paint guests instead. It worked great.
This was actually at our dress rehearsal not our main event but the CD must have gotten a scratch on it in transportation. I had a backup CD and was able to carry on without issues. For recital I made an additional backup since the fist backup now became the original. Always planning ahead.
SF Beer Week. Everything going great, going according to plan. Bathrooms underestimated. Lines got long, guests got very upset and no in and out policy began making ppl verbally angry. We oppened up the East Hall set of bathrooms.
I planned an event to transport a group to a gala. There was a set amount of people to attend and at the last minute 3 people were added, which made a spacious limo a bit tight. I had to provide refreshing drinks to make the ride enjoyable for everyone.
Yes the event was a success'
9. Tell me about a work situation that required a creative solution.
While working in Nashville our video system died which played a key part in orientation. I had to think quick on my feet with orentation only 30 minutes away. While knowing the clients where teenagers and having watched the video hundreds of times, I decided the best way to get orientation across was do a skit. I gathered the rest of the leaders and explained the issue, delegated jobs and topics, gathered props and put on a show. The students loved it, got all the important information and we ended up using the show for the remainder of the summer.
I had reserved a suite for a guest checking into a hotel I worked out. I got to work on the day he was supposed to arrive and say the suite had been given away and I just got a sick filling because we had talked several times to make sure everything was set up because he wanted his family to be able to stay in the same room. So what I did instead was give him two connecting rooms, so that the kids could their own room and the adults having theirs.
The masters bedroom of one of may clients had 2 beams on both sides that it almost took the space of the bed. As a solution I treated it with mirror to give it an illusion of space and covered the middle with padded headboard from floor to ceiling
I was director of a choir at Messmer Prep School. We had a child electric gutirist keep showing up and we ended up doing Christian rock. We had one drum set but lots of kids wanted to be involved, so we just had each kid play one part of the drum set. So three or four could participate at a time.
My company did the Raphael House Gala in May and we needed lighting, particularly spot lighting in the space but didn't have the budget. We found out that the next night the venue was hosting a private bar mitzfah. We negotiated with the lighting company to use their lighting and they could setup a day earlier. All parties won and we got spot lighting out of it
10. What brings out the most excitement for you in event planning?
Organizing/Marketing and event layout.
Being able to provide someone with a memorable experience.
Being able to create and design ideas and dreams and make them into a reality. maikng the impossible possible and seeing peoples faces and the success of the event at the end.
In the planning of the event itself, I'd say that I'm pretty excited throughout the whole process, but more when I am talking and coordinating with all of the vendors who will be making it happe, I envision it in my head and hope that it comes out as glamorous as I think it will be.
The actual day of the event. In my opinion, the moment everything comes comes together and u can finally take a breath of fresh air is the most exciting and rewarding part of event planning.
11. How do you multitask when you plan or manage multiple events?
At a fundraising event, my face painter canceled 30 minutes before the event start time. As I had advertised and promoted the event to have a face painter, I had to find a solution. I quickly found a local craft store and purchased a face painting kit. This was a great solution as any volunteer was able to use the kit. Not only did I prevent false advertising, I was able to avoid disappointed guests.
One time the groom forgot to wear his pants. And right before he walked out I ran to him and told him to go put his pants on. He blushed and then ran into his room (touchy) I had to go coax him to come back out and still get married. It was horrendous
While executing a fundraising event in a community park for a non-profit, the generator that was to be used by the food truck as well as the shaved ice vendor failed. With 30 minutes to start time, I had to quickly problem solve and found a local Home Depot that rented generators. In 15 minutes, we had a generator and both vendors were ready to serve.
I was throwing a party and an hour before it was about to pour rain so i called a couple freinds to come over and we threw up a large tent, making sure there would be sufficient room for the expected number of guests and rain proofed what was needed.
i think it wopuld help bacasue of the people you have to deal with
12. What would you do if the DJ is late and not responding to calls or emails?
First of all I would have a DJ on standby. I never give the dj the start time of the event because I always schedule for them to arrive 3 hours early before the start of the event and if they are not there by the time I requested, I call on the backup DJ to assure that I am never without a DJ
First of all, I would never wait for 2 hours to pass before I started looking for a back up. If the DJ was 10 minutes late I would already be trying to get into contact with him and if I couldn't reach him I would already be working on a back up plan just in case it turns out that he doen't show. You should always have a generic background music track available just in case. Even if your DJ shows up, there is no guarantee that he won't experien
Improvise. Find a radio as a temporary solution then when that is set up I'd start calling other DJ companies.
I would play pre-recorded music, based on the information provided by my client the type of music played. I would then contact one of my on call dj on standby to come and provide services.
Always have an iPod or equivalent ready with appropriate music. If you have the number to a DJ who can come in on-call, call him/her.
13. What was the most challenging event you've planned in the past?
Planning HF for BHGH was a big challenge because an event like it had never been done by this organization and there was no budget. Therefore, we had to get absolutely everything donated, we had to manage volunteers, and we had to trust that the vendors who said they would donate their services and time held their commitment. Although a challenge, we involved over 17 different local businesses who donated their time, money and/or products.
Wedding that had a wedding party of 45.
What made you choose to apply to Wedding planner
Christmas party event.
I have never planned an event.
14. What are some strategies you use for managing and prioritizing work for yourself when there is too much work and too few staff members to complete the tasks at hand?
Event deadlines and size play a huge factor in prioriting events. For example, while planning a week long retreat that was happening in 8 months I also had to continue planning weekly meetings as well as small events. I broke the major event down into major tasks (one for each month) and broke that down to a "to do" list. Once that was broken down I scheduled my weekly to do lists on top of that. I was able to see effieciently each item I had to do daily to accomplish things in the near future as well as far.
I see if there is anything time sensitive first, then I look for what can be delegated and distribute the work accordingly if I can't do it myself. I also look for any temp or part-time help that might be available (stay at home staff members) that might be able to accomplish virtual work and finally, I break the work down to see if any of the work is similar to what other staffers are doing and ask them to assist as they are doing their work.
I always start by taking a few minutes to asses the situation; it is important to remain calm is stressful situations. Then I prioritize what needs to be done by what is important to the client and what is most time sensitive. After that to-do list is made, I start at the top and do the most quality work that I can. I would rather get 5 things done well, than get 7 done wrong.
I would prioritize the works that needs more attention but needs a few staffs to finish.
I write everything down and prioritize. I know strenghts of everyone in my team and I delegate accordingly. I motivate my group and keep them focused to the goal. Nothing is impossible and as a team we can complete any task.
15. Tell me about your experience working with an event planning committee?
My experience in event planning happened over time through a destination restaurant. We were looking for different ideas to impove our bottom line. We offered a panoramic view of the intracoastal and we decided to start working hotels and sending out e-mail blasts to start booking rehearsal dinners, weddings and any everything in between. I discovered I had a flair for decorating, networking with the community to really wanting to do this full time. I have worked with the local chamber and woman's club in various positions on committees and they keep asking me to come back because I get results in what I am assigned to do and that I am a great team player that is reliable.
Fun fun fun.
My first event planning experience was when a friend of mind asked help in designing her daughter !st birthday party invite. I asked her if she had any specification or themes in mind, a certain color palette or a cartoon character she intends to coordinate w/ the theme.
I do not have any event planning experience.
• My experience in event planning happened over time through working at the Civic Auditorium. Over the time I worked there I was able to see what worked and didn’t. The experience was in all types of situations and I was able to help new clients and groups to by sharing my experience in planning. Good communication is essential in working with groups or committees, using the skills that I highlighted previously are essential in working with groups.
16. If you were hired, when could you start?
If possible, I would like to give my current employer two weeks notice.
Right away. I have kept an open schedule because work comes first.
I would need to give my two weeks notice and can start this month.
Right away. This is an opportunity and company I am excited to get started with.
17. How good are your listening skills? How do you know?
I believe my listening skills are good. I always make it a habit of writing everything down so I don't have to worry about whether or not I remembered what you asked.
Theyre good. being on an executive board, i had to listen to everyones opinion because we all had the same equal power.
My listening skills are suburb. I pride myself in taking a personal interest in every individual that I come in contact with, and connect with them on some level. By asking questions of the person, I can clarify anything that I believe I may have heard incorrectly. I also tend to repeat their comments back to them in conversation, to ensure the details I have heard are correct.
I have very good listening skills i know because people have told me in the past that they could talk to me for hours because they feel they have my full attention; which i do give.
I know that my listening skills are great because I am able to plan events that reach the client's goals, wants, and needs. The last event I planned, helped raise awareness among college students by 7% while raising financial support from the community; exactly what the client asked for.
18. Describe your experience with designing and developing advertising graphics and publications used to market programs and services.
I do not have personal experience in developing advertising graphics and publications, however I do have experience in hiring for that program to where it is done professionally and within the time frame given.
Challenging but fun.
I held a party at the white house about 20 years back,and it was fun.
I wrote a book once...
I use InDesign and Publisher for all advertising and graphics.
19. What approaches do you use in communicating with different people, customers, staff, co-workers, management? How do you know you are communicating effectively?
I am a very diverse individual so I have the ability to communicate effectively with a variety of people.
Communication starts with the right time and place. Then, after organizing my thoughts and ideas, I speak clearly and articulately. I also use body language, such as my hands and facial expressions, to keep the person engaged and involved in the conversation. Finally, I listen to the person's reply and thank them for listening. I know I have effectively communicated if the person is actively involved, responsive, and shows understanding.
My approach is basic, by just being personable and respectful, especially of of differences. Everyone has something to bring to the table, and you need to understand that it might not be presented to you in one fashion. I believe making sure that you are communicating effectively with anyone is to have them communicate back to you what they understood from what you asked of them.
Have we got it.
I always ask have we got it.
20. Tell me about a time when you had to deal with a difficult client. How did you manage that relationship?
During college, I was in charge of an event where alumni from our organization came for dinner and spoke to the group. I enjoyed the aspects of planning the airport pick up, deciding the best hotel room, to picking the best restaurant in town. All in all, it was a tremendous experience.
After I Worked for my mom, once she sold her company I realized how much I missed it.
When I was fourteen, I planned my own birthday party with my sister. I realized I liked planning the party, and although hard work the final result gave me satisfaction. I realized I would like to make other people happy by planning a successful event.
I have been in the industry for a while now. ready to make a change in my career always thought it would be fun to plan events for people and their special day.
21. We've read your resume and seen where you went to college and your work experience, but could you walk us through this period and tell us how you made the decisions you did regarding your education and work?
I actually transfered to CSU from Converse college after attending one year. I chose Charleston Southern because I wanted a christian environment, a place where I could grow and not be tempted. While their I found my passion for youth and teens so decided to major in youth ministry. Throughout that process I felt out of place, realizing my favorite class was our programming class that went into the details of running a program, planning events, and weekly gatherings. Classmates hated that saying that youth ministry is more than programming, yet I loved it. I loved planning the events. My professor refered me to a job as a youth coordinator where I learned that I loved planning retreats and events more than the weekly meetings. I started to get confused, then I started to think I want to do camp ministry where I would coordinate a summer camp, so upon graduation I moved to Nashville where I would learn more about that career direction. I loved it, however; still was unsettled. While in Nashville I was planning my wedding, a bridal brunch, various showers and birthday parties for friends and realized that this was becoming an outlet for me. Something I enjoyed and could get lost in and brought me joy, where my "dream job" was not. I evaluated my skills and work ethic and realized I could make this a career, as an event planner. Having no connections in the industry, and little experience, and no professional social planning experience, I knew it was a long shot. So I got a job to pay the bills while I continued to gain practice in social events, and seek companies who saw something in me.
I have always planned events and i love doing them.
Oh it was fun.
I love going to school, and then I also love working so being able to do both kept things interesting. And of course I needed to pay the bills.
There isn't any particular part that bring excitement when doing an event it all of it . if i had to say a part is the final product seeing the room set up tables,plates,silverware,ect.
22. Explain a time when you disagreed with your boss. How did you handle this situation?
23. Tell me about a mistake that you made on the job. What did you learn from it?
24. What value will you add to our team?
25. Tell me about a time when you were working within a tight budget for an event. What was the outcome?
Many employers prefer applicants who have a bachelor's degree and some work experience in hotels or planning. The proportion of planners with a bachelor's degree is increasing because work responsibilities are becoming more complex and because there are more college degree programs related to hospitality or tourism management. If an applicantÂ’s degree is not related to these fields, employers are likely to require at least 1 to 2 years of related experience.
Meeting, convention, and event planners spend most of their time in offices. During meetings and events, they usually work on-site at hotels or convention centers. They travel regularly to attend the events they organize and to visit prospective meeting sites, sometimes in exotic locations around the world. Planners regularly collaborate with clients, hospitality workers, and meeting attendees.