What are the essential qualities of a good event organizer?
The event organizer is a conductor. He takes care of the design of an event from A to Z, whether it is the planning of sporting events, cultural events, private events such as birthdays or weddings (wedding planner), trade shows and other corporate events.
Do you want to organize a conference, a business seminar or even a product launch party? Entrusting your project to an event creation expert has several advantages: saving time, creativity, budget management, expertise... But How to choose the right event provider ? Here are some essential qualities for a good corporate event organizer.
The job of event organizer
The role of the event organizer is crucial. He can help you organize part of your project or take charge of its design from start to finish to deliver a turnkey event.
The missions of the organizer are very varied: he manages logistical and material planning, event communication, the rental of the room, he imagines activities and workshops according to the target audience and the types of events, he ensures good coordination between the various service providers, he manages and optimizes your budget, he ensures the smooth running of the event...
Using an event agency guarantees the success of your project and allows you to approach D-Day with complete peace of mind. Discover the key skills needed to organize exceptional events below.
1. Creative vision and innovation
This is probably the most important quality: the ability to contribute fresh and original ideas, to offer unique events. The event organizer must of course listen to the needs of his client in order to offer an event that is faithful to the company's brand image and event strategy, but he must also be able to propose ideas that will leave a lasting impression on the guests. Some events are more codified than others, but regardless of the occasion (seminars, Team building, exhibition, cocktail, conference...), event project managers are generally brimming with imagination!
They should also remain curious and interested in industry news. Some event trends give them the opportunity to be creative without limits: virtual reality and augmented reality make it possible, for example, to immerse guests in immersive worlds. The trend is also to organize events in unusual places and offbeat events, or even to the planning of hybrid events (both face-to-face and digital).
2. Good budget management
The experience of agencies in budget management is also a major asset. Knowing what budget to allocate to this or that item of expenditure, knowing how to negotiate with service providers... This is part of the role of organizer! An event company will thus help you Define your budget total, at Respect it and even at Optimize it without compromising the quality of your professional event. Indeed, their network of partners and their knowledge of the sector help them to obtain attractive prices depending on the services.
3. Organizational skills and attention to detail
Planning an event requires a great deal of versatility since you need to be able to juggle dozens of different tasks and coordinate the various service providers. To design an event without a hitch, a keen sense of organization is therefore required from the various people involved in the project.
A sense of detail is just as important: it's what can make a difference for your guests and it's especially what makes it possible toavoid the unexpected as much as possible. A good organizer can visualize the entire project while remaining attentive to each element. To ensure a smooth organization, event planners use a few project management techniques: detailed checklist, specialized software, etc., and of course, their know-how and their field experience!
4. Communication and relationships
Good interpersonal skills are necessary to fully understand customer needs and communicate with all service providers involved in organizing the event. An event organizer should also know how to accept constructive criticism and be open to new ideas. An event planner is expected to adopt clear, respectful and caring communication to collaborate effectively with all the people involved in the success of the project and thus achieve its goals.
Of very good oral expression skills, to negotiate and to convince are also appreciated. These qualities are particularly useful if disagreements arise during the design of the event. Finally, he must have skills in digital communication to communicate effectively around your event and reach as many people as possible.
5. The ability to manage the unexpected
Event planning is an exciting job that is sometimes punctuated by unexpected events. Whether it is necessary to replace a technician at the last minute, repair part of the decor, manage a power outage or even a late delivery by the caterer... The ability to adapt and the ability to keep your cool are essential qualities.
Indeed, even with flawless preparations, some unexpected events require the modification and adaptation of the initial plans. The event project manager must therefore be full of resources and inventiveness to find a solution to each challenge. It is also necessary to have a good resistance to stress in order to react quickly and effectively.
6. A network of professional contacts
Based on its experience, an agency specializing in the creation of events has a solid network of service providers, of venues and professionals in the sector. A good organizer therefore makes you benefit from its network of collaborators and reliable suppliers (caterers, equipment rental, entertainment, decorators...) to offer you quality services, as well as negotiated rates.
7. Technical and logistical expertise
Whether you choose to use an agency for a turnkey offer or only for the management of certain logistical aspects, the event project manager has the necessary knowledge to manage all technical aspects essential: sound system, lighting, video projection, etc.
Internet speed too low to broadcast videos or broadcast the event live, faulty computer equipment, online registration problems... Your organizer is there to anticipate technical challenges before your event and knows how to manage them. Calling on a professional thus makes it possible to avoid technical problems that could be penalizing on the day of the event.
8. Sense of customer service
The customer experience is an essential issue in any event strategy: it is at the heart of the success of an event. It includes the experiences of the guests before, during and after the event. The organizer must make sure to offer a smooth customer journey. Before the event, this means offering a place accessible to all, easy to find and offering a quality welcome.
He must then be able to create value for your event by offering, according to your expectations, a personalized, immersive, atypical, and above all interactive experience. For increase participant engagement, it is now essential to offer events during which they can interact, test, exchange through workshops or digital devices.
The role of the organizer does not necessarily end at the end of the event. The customer experience continues afterwards with, for example, a thank you email, the sharing of photos and other content, a satisfaction questionnaire. By taking care of the customer experience, the event agency of course guarantees the satisfaction of participants, but also that of its customers.
Do you want to call on a team of experts to organize your professional event? Specialists in room rental and events, the group's teams Formeret put their know-how at the service of your corporate events: cocktail dinner, gala or product launch evening, seminar, symposia, incentive, training, conference... We offer you the rental of atypical spaces and exceptional, as well as a wide range of services for a tailor-made event: audiovisual, furniture, catering, staff, IT... Do not hesitate to contact us to find out more!