Why You Should Start Out as a Venue-Side Event Planner
Many aspiring event planners I’ve talked to are hesitant to pursue venue-side positions, even early on, because they seem less creative and less glamorous than a freelance or special events company. Sure, who doesn’t want to be J Lo in The Wedding Planner, but there is more to event planning than earpieces and fabulous heels. You can learn so much as a venue-side planner that you can then use to launch your own freelance career, or land a higher-paid position elsewhere when the time comes.
I am so glad that I started out as a venue-side planner because I gained so much insight into the back-end of event planning. I learned things about the industry that I doubt I would have picked up on so quickly if I weren’t working for a venue.
I Learned What to Ask
When you first start out, you don’t know what you don’t know. Always check whether the maximum room capacity listed is a “comfortable max” or an “absolute max.” This could mean the difference between closing registration early, or an uncomfortable guest experience. Though the sales rep may say an extra five people is doable, it may prove to be intolerable.
I Learned How to Ask
If you can speak like a member of the industry — read: a member of your onsite contact’s side of the industry — any negotiations will go further in your favor. Start by acknowledging the factors driving your contact’s decisions. If you’re trying to upgrade your reception menu, remember that passed hors d’oeuvres are expensive because of the venue’s labor costs, but pasta is relatively cheap compared to other hot buffet items.
I Learned Venue Tricks
It’s so much easier to negotiate when you know what is superfluous. That 18% “Administrative Fee”? It’s literally just extra money to the venue. Negotiate that shit out of your contract. Did your menu get a “complimentary upgrade”? How about your room? Someone forgot to order and the space was double-booked.
I Learned What Information to Provide
It’s so easy for event planners to get caught up in the details that seem important to them that they neglect details that are crucial to the event venue. Knowing what information to provide, when to provide it, and to whom it should be provided is paramount to ensuring a smooth event. The content of the speaker’s presentation is less pressing to the venue than the final headcount; unless, of course, you don’t mind whether the food runs out.
