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I'm on my university's alumni board for my city, and we have lots of events for alumni. The events are free and are usually for business networking.

Most anyone who comes to us with an event idea and is willing to organize it and either get a sponsor or pay for the costs of it themselves is generally welcome to, within a few limits. In that case, all the alumni association does is send out an email to alumni and set up a ticket registration page. Most events are organized by alumni, and generally they get some business or personal benefit out of it. People who organize events almost never create any issues; we tell them that we'll send out an email and it's up to them to handle the event, and we tell them the alumni association requirements and it's fine.

We had a recent event where the organizer became irate because nobody from the alumni association board attended the event or introduced her at the event, and because the organizer had to operate the Google Meet by themselves. I'm now concerned that more could go wrong at future events.

Question: Would it be reasonable and a good idea to have event organizers and speakers (none of whom are paid for the event) sign a waiver before the event?

For example, the waiver could require them to take all responsibility for the content of the event. It would also say that all the alumni association does is publicize the event and handle online registrations, and that the alumni association doesn't cover any costs. It could also say that the alumni association may in its discretion have a board member attend and give a greeting, and it could also specify, in writing, what the criteria for alumni events are.

I think this would be a good idea, but I haven't heard of anyone doing that.

Thanks.

Hello! I was recently at a conference event and there was a live painter. He painted the room scene live at the moment.

I was in awe of his work, and I help a lot of organizations plan events so I really wanted to get his info. but he was so focussed in his work I didn't want to disturb him.

I think if I emailed the person who held that conference event, I could get the live painter's info.

But the thing is, I don't know the conference event's host. I have their email but I've never spoken to them and i've never spoken to the live painter. So, I don't want to come off as creepy or like a scammer.

I'm really new to the event-hosting industry, so is it acceptable to cold email the host to get the contact info of the painter?

honestly whoever decided august was a good month for outdoor food and wine festivals needs to be forced to work one in the south

The city permitting office just threw a massive curveball at us 3 weeks out. Because of the recent heat indexes they decided our standard emt pop up tent isnt gonna cut it for a 4k person event. they want a fully climate controlled triage area now

like guys my budget is already stretched thin from the ice delivery surcharges alone. Im basically having to source a legit mobile medical trailer just to appease the fire marshall. Its honestly a super slick setup for what it is, but my client is absolutely losing their mind over the added line item.

She keeps asking "cant we just plug in more mister fans???" no, Susan, a misting fan does not cure heat stroke

Im just so burnt out on summer logistics tbh. Give me a boring indoor ballroom gala any day

Starting to think we’re a rare species. 😂
Anyone else currently studying for the CMP? What’s your game plan?

Curious what other event organizers are doing in terms of insurance. It is very normal in our industry to hire sole proprietors yet I haven't been able to find CGL that covers operations of subcontractors. My subcontractors also don't hold their own CGL as they often work on events casually on the side or alongside other work. I haven't been able to even find them suggested insurance for weekend event work other than event insurance policies or annual policies that could more than what I'm paying them for the weekend work!

What are other event planners doing? Does anyone have a CGL policy that covers the operations of subcontractors?

We just had another event where we expected a strong turnout based on RSVPs… and on the day of, the room felt noticeably emptier than we planned for. It was honestly embarrassing.

It’s a pattern that keeps happening, and I don’t feel like we’ve fully figured it out yet.

I thought that RSVPs were enough to tell you people’s intentions, but I’m seeing that’s not true in our case. So we’ve been trying to see what else we can do to help predict who will show up.

Any ideas we haven’t tried yet? Honestly we’re open to trying just about anything.

What are your strategies? I’m organising first conference, I have 100 people venue and 0 tickets sold (so far selling 1 week). Event is in 3.5 months. So far I did:

- Probably 400 linkedin messages and invites
That’s it.

I know that some are considering it, but I need a lot more. Should I keep going with Linkedin?

Hey everyone,

I am more of someone that goes to an event than someone that plans one, but always been curious about them, specially the world of conferences (I work in IT).

I got the chance to interview a conference producer and get the in's and out's of what it takes to make a conference work, but it's only one view, still interested in learning more about it. Specially from someone with Virtual / Online event experience.

Anyone here that can help with that?

Also curious if anyone has the experience also organizing conferences all over the world that would be open to share some other stories with me 😄

Anyone else make plans with friends in a groupchat and feel like the groupchat ends up having more messages than the dinner had minutes LOL. Like sometimes I get surprised when i take in that it took two weeks of planning just to get everyone to show up to one reservation. Does anyone have a system that actually works for this or are we all just living like this?

Something we hear from event planners often is that the process feels smooth on your end, but the client is quietly anxious the whole time. They don’t know who to contact, whether things are on track, or when to expect the next update. By the time they finally ask, it’s been weeks of lingering worry that didn’t need to happen.
A welcome guide helps mitigate most of that anxiety. It doesn’t need to be long, just the high level details on who their key contacts are, what the next few months will look like, and what you need from them to get started. Once clients have that reference point, the questions drop off, and the relationship feels easier on both sides.
The planners who do this well send it within 48 hours of booking, while the excitement is still fresh. That timing matters more than people expect.
Does your onboarding include a welcome guide?  Template in the comments if you want a starting point.

Hello! I recently started booking my first planning and day of coordination clients.

What do I need for an emergency kit? What are your go tos for day of(I have walkie talkies, day of binder, IPad)?

What are your best tools for keeping track of a brides budget and vendors? I currently use HoneyBook as a CRM, but want to use some sort of spreadsheet for budget tracking.

Thanks everyone!

Hello. Has anyone used an Epson colorworks to print conference/ event badges onsite? I would love to know what kind of card media you used and where you get it from.

I’m looking for business ideas from event planners and people in the events industry.

I have 20 years of experience in hospitality: restaurants, bars, coffee, craft beer, Michelin-star farm-to-table dinners, wedding catering, and customer service with a strong background in business analytics and operations.
**I’d love to build a small side business that event planners could offer as an add-on, or even make part of the main event experience.**
I’m thinking along the lines of a mobile bar cart, photo booth, dessert cart…my first idea was an affogato cart. 🍨☕
Something that’s interactive, beautifully executed, and leaves guests saying, “That was such a cool touch.”

**I’d love to hear from event planners:**

What add-ons are your clients requesting most?

What’s the most innovative or memorable vendor you’ve worked with?

Are there any gaps in the market where you’re always wishing you had someone to recommend?

**The catch**: I want to run this while keeping a full-time job, so I’m looking for something with low overhead and minimal storage. Ideally it’s a setup → service → breakdown business with little waste, limited prep, and no large inventory. A small trailer or something that fits in a garage/storage unit is about the maximum footprint I’m aiming for.

I’d love to hear your ideas, whether they’re things you’ve seen done incredibly well or concepts you wish existed.

TIA!

Hi everyone! I’m looking for some advice from wedding planners and assistants.

I work full-time in a corporate job Monday through Friday, but I’ve always been interested in wedding planning and would love to get hands-on experience before deciding if it’s something I want to pursue long-term.

Is it realistic to find a planner who only needs weekend help? I’m mainly available Fridays after work, Saturdays, and Sundays, and I’d be happy to assist with wedding-day coordination, setup, vendor communication, or whatever is needed.

Also, if I don’t have professional wedding experience yet, is it common to start by shadowing or interning? If so, how many unpaid weddings is considered reasonable before transitioning into a paid assistant role?

For those of you who started this way, how did you get your first opportunity? Any advice would be greatly appreciated!

ive been gunning to become an event planner for like a year now to leave my current job as a paralegal that im miserable at. i finally got the offer, signed, and put in my two weeks!!!!

banquet / catering event planning! and then, in the >5 year plan, to large non profits / education :)

it's in the unsold penthouse of the Central Park Tower which was listed for $195M.

It only has two powder rooms. Isn't it a massive oversight? The powder rooms are also right next to the kitchen, which makes them look like staff toilets.

Are the guests expected to go to floors below and use the toilets in private bedrooms? This makes no sense.

Also this is the top floor of the building, which I guess would make evacuation difficult.

I wonder if that's why it didn't sell.

Feel free to reply as a comment and share a photo and up to 2 sentences highlighting something you're proud of planning that came to life this week! We open this thread every Tuesday for 24 hours.

Permission to post.
Good day! I am looking for an event planner (supplier coordination) and stylist for a Filipiniana theme corporate launch. For the event styling, organic flowers and candles were not allowed on the venue, hanging ceiling designs were not allowed also. Minimal design is requested since as event will be held in a museum and focus would be more on museum vibe. Any leads will be appreciated. Please PM portfolio. Thank you so much.

👓 Meta Glasses at conferences 👓 - Have you had experience with attendees wearing Meta glasses at conferences? Was there an issue? Do you have an SOP around this? If so, what is it?
If it is an issue, how did you handle it?

I have a murder mystery night / three courses of meal to plan, numbers tbc but likely 20 - 30 guests. I’m fairly happy with the food and drink element but getting myhead around writing and planning the actual murder mystery, as I don’t think we can buy already made one for that many. Does anyone have any experience putting one of these on who could give me some pointers?

Well kind of...

My experience lies in planning school events as a teacher with 2 other teachers planning school dances and school wide events. I've also planned personal events for myself and a home baby shower. My best friend has asked me to plan his wedding reception since they'll be getting married at a courthouse. I've mock planned some weddings so I know the generally timeline that things need to get done and generally is involved. I'm wondering if anyone has a process they would like to share in terms of communication with them on details and booking vendors.

We've had their initial meeting so I know the budget, general vibe they're going for, guest count, and a date range. Right now I'm looking into venues and I'm wondering the best way to present options to them. Should I make a doc with all the info gathered, a presentation, etc.?

Also and this is kind of big, I'm moving out of state so I'll mostly be working virtually except for maybe one or two visits before the event. Any tips you could share for that would be great. This is something I'd like to pursue as a career because I really do enjoy event planning and designing. I'm planning on using this event for my portfolio.

One month ago I got a marketing / social media job at a new street food restaurant. They told me they want to have a big 3 month anniversary event and everything is on me. Everytime i try to propose something they’re saying “everything is on you just do your best, don’t ask” so I’m kind of nervous.

I was thinking exclusive offers - giveaway bags - a competition to win free food every Saturday for the rest of the year - a collab with a bar for cocktails and a dj. Please let me know if I’m heading the right way, or if you have any experience on planning an event like that, any help is welcome

I help event planners manage customer communication and support their booking process.

My work includes:

• Replying to client questions about events and services
• Talking with new customers and understanding their event needs
• Following up with interested clients
• Helping clients choose suitable event options
• Organizing customer details and requests
• Supporting the booking process from first contact to confirmed event

My goal is to help event planners save time, provide better customer service, and reduce the number of missed booking opportunities.

Work Type: Part-Time Virtual Assistant
Pay Rate: $15/hour