
From Planning to Showtime: Navigating a Week in Events
I have been working in the events industry for 18 months, and doing my qualification and landing this job has been the best thing that has ever happened to me. I did a degree in Marketing and Commerce and was keen to embark on an exciting career. Imagine my disappointment when all that I seemed to do was sit in an office and create content. By comparison, the events industry is dynamic and fast-paced and relies on my creativity, organisation skills, and buckets of adaptability. I have been involved in everything from weddings and corporate functions to festivals and trade shows. I often work long hours, but every one of them is fun-packed and is not like work at all. Here’s a glimpse into a week in the life of an event professional.
Monday: Planning and Preparation
Monday is all about laying the groundwork for the week ahead. (This planning day may be different in different organisations) The day starts with a team meeting to review upcoming events, delegate tasks, and set goals. We are a pretty small team of 6, and we all work together to support each other. This meeting is crucial for ensuring everyone is on the same page and ready to tackle the week ahead.
After the meeting, the focus shifts to logistics. This includes confirming bookings with venues, finalizing contracts with suppliers, and coordinating with clients to ensure their vision is being met. Attention to detail is of prime importance here. If we don’t get this bit right, there will be a lot of wasted time, effort, and money down the track.
Tuesday: Vendor Coordination and Site Visits
On Tuesdays, I make sure I contact my vendors to book, confirm, or finalise orders. This could involve catering menus, coordinating with florists, or reviewing AV setups with technical teams. I have built strong relationships with my vendors, as they play a crucial role in the success of any event.
Sometimes I will need to do site visits. This could include a walk-through of a venue for an upcoming wedding or a visit to a trade show location. I find visits are important for visualizing the event and identifying any potential challenges.
Wednesday: Creative Development and Marketing
I plan mid-week to be focussed on promotion. This might involve brainstorming sessions with the design team to develop themes, layouts, and décor ideas. This is where the creative magic happens, turning abstract concepts into tangible plans. I love it when I am working on a themed event. Recently I had a beach party theme for a corporate event at a resort, and I love doing the Halloween events.
Midweek, I also touch base with the marketing team. We plan social media content, design promotional materials, and work with the client for distribution of information.
Thursday: Final Preparations and Client Check-Ins
As the week progresses, Thursday becomes a day of final touches and client communication. This is the time to double-check all details, from seating arrangements to guest lists. It’s also an opportunity to have a final check-in with clients, ensuring that their expectations are being met and that they feel confident about the upcoming event. I also make sure any materials required are picked, packed, and ready to go.
Friday: Event Day
Friday is not necessarily an event day. Often it is Saturday, and I have Friday off. But this will give you an idea of Event Day. This is the finale and is a real buzz! The day starts early, with the team arriving on-site to begin setting up. This could involve arranging seating, setting up stages, testing AV equipment, or coordinating with vendors as they arrive. Timing is critical, as every minute counts.
Once the event kicks off, the team’s focus shifts to ensuring everything runs smoothly. This includes managing the schedule, handling any unexpected issues, and ensuring that guests are enjoying themselves. The ability to think on your feet is a must, as events rarely go exactly as planned. During the day I record on my phone any things I would change in the future. At the end of the event, the team often has a social drink and discusses what worked and what didn’t. There is nothing to describe the feeling of pulling off a successful event. It is a real celebration for the whole team.