How to Become an Event Planner for Global Sports and Events

Key Takeaways

• Most event planners have a degree in event management, hospitality, or a related field such as business or communications. 
• Organizational skills, problem-solving abilities, communication skills, attention to detail, and adaptability are among the key skills an event planner must possess.
• Professionals need to network extensively and stay updated on industry trends to excel in the global market.
• Budget constraints, security risks, and weather changes are the main challenges that event planners face.

Ever wondered how to become an event planner and turn your passion for organization and creativity into a thriving career? Whether it's crafting unforgettable global sports events or organizing intimate gatherings, event planning is a dynamic and rewarding profession.

From coordinating logistics to managing budgets and working with vendors, event planners wear many hats. If you're ready to explore this exciting field,  it's essential to understand the key skills, certifications, and experiences required.

How to Become an Event Planner?

Event planning is the art of creating unforgettable experiences through perfectly orchestrated events. Event planners handle logistics, manage teams, and ensure seamless execution. However, to step into this role, a variety of requirements are essential, including education, experience, and certifications.

1. Pursue a bachelor's degree

A bachelor's degree is a valuable investment for anyone aspiring to become an event planner. Most event planners possess a degree in event management, hospitality, or a related field such as business or communications. This educational foundation provides essential knowledge in event logistics, budgeting, marketing, and cultural nuances—key components of organizing international events.

Swiss Hotel Management School (SHMS) offers the Bachelor of Arts in International Hospitality Management program to prepare students for a seamless integration into the event planning industry. With a specialization opportunity in Event Management, students will follow courses like:

• MICE and Logistics
• Hospitality Economics
• Event Experience Creation
• Event Experience Management
• Sustainable Event Management
• Entrepreneurship in Hospitality and Events

Beyond technical ability, this program helps students develop critical soft skills like leadership, problem-solving, and adaptability. It provides unique hands-on experience through internships and valuable industry connections along the way. 

Ultimately, a bachelor's degree is effective for equipping aspiring event planners with the confidence and credibility to excel in a competitive industry, paving the way for leadership roles in high-profile, international events.

2. Research the industry

Researching the event planning industry is crucial, especially when organizing large-scale events. 

Researching competitors and analyzing past events, for example, can provide valuable lessons and fresh ideas for event planners, helping them enhance their own projects. At the same time, event planners can gain insights into effective budgeting, marketing strategies, and logistical solutions. 

Through research, one can better understand industry trends, audience preferences, and emerging technologies, helping professionals deliver innovative and impactful experiences. This research also reveals best practices, common pitfalls, and cultural nuances, which are essential for events that cater to diverse international audiences.

In event planning, research extends far beyond online searches. Though that can be beneficial, event planners can also research by attending industry conferences, participating in webinars, and joining professional associations. 

3. Gain experience

Experience is a cornerstone for success in event planning, especially in the competitive field of global sports. Hands-on exposure allows aspiring professionals to apply theoretical knowledge, refine their skills, and build confidence in managing real-world challenges. Practical experience demonstrates adaptability and problem-solving abilities, traits highly valued in this dynamic industry.

Students at SHMS can gain experience through internships with event management companies, volunteering at local or regional events, or participating in university-led projects. In fact, just recently, our students, Faez Althobaiti and Abdullah Alasiri, were chosen by the Kingdom of Saudi Arabia to travel to Paris and contribute to the nation's efforts in their bid to host the 2030 World Expo.

Our dedicated alumnus, now a successful leader in hospitality, Yao, emphasizes just how valuable internships are, saying, "SHMS attaches great importance to the role of internships in the entire study. For master's students like me, this internship is most likely the last trial-and-error opportunity before full-time employment."

Assisting in organizing community sports events or joining professional associations for networking opportunities also provides valuable insights.

This hands-on involvement not only enhances their portfolio but also helps build a network of industry contacts, opening doors to future opportunities. Employers often prioritize candidates with proven experience, as it reflects their capability to handle responsibilities effectively. Gaining experience early positions students as competent professionals, paving the way for career growth in high-profile, international event planning roles.

4. Specialize in global events

Event planning is an exciting and diverse field, offering countless opportunities for specialization based on your passions and career goals. Whether it's weddings, corporate events, or global sports, there's a niche for every planner.

If you dream of orchestrating large-scale events that unite people from around the world, consider specializing in global sports and events. Imagine being part of iconic occasions such as the Olympics, FIFA World Cup, or UEFA Champions League finals.

At SHMS, you're uniquely positioned to enter this field, with the International Olympic Committee (IOC) and UEFA offices located right next door in Lausanne. This proximity not only can be inspirational but also offers unmatched networking opportunities with two leading organizations in this industry.

Before choosing this path, however, consider factors like your interest in sports, willingness to travel, and ability to thrive in fast-paced, high-pressure environments. Reflect on the unique challenges global events bring, such as time zone coordination, language barriers, and cultural sensitivity. 

5. Make connections

Networking is the backbone of a successful career in event planning, especially in the global sports and events industry. Building connections opens doors to opportunities, provides valuable mentorship, and keeps you informed about industry trends and best practices. 

At SHMS, you'll gain access to an extensive alumni network spanning the globe, connecting you with professionals who are already thriving in hospitality, sports, and event management. This powerful network builds collaborations that can make all the difference in a field where relationships are key to success.

To create meaningful connections, it's also important to attend industry conferences, workshops, and expos or networking at job fairs. These events are excellent platforms to meet professionals and gain insights into the field. Joining professional associations like the International Live Events Association (ILEA) or sports-specific organizations can also help expand your network.

Additionally, don't underestimate the power of social media; platforms like LinkedIn are perfect for reaching out to industry leaders and staying updated on job openings. Volunteering at events and interning with reputable companies are also great ways to connect with experienced professionals. Every handshake, email, or conversation could lead to your next big opportunity.

6. Get certifications

Certifications are a powerful tool for event planners looking to deepen their knowledge and gain a competitive edge. They demonstrate expertise, commitment to professional development, and reliability, helping to earn the trust of clients and employers. In the global sports and events industry, where credibility is crucial, certifications can set you apart.

Here are some valuable certifications to consider:

1. Certified Special Events Professional (CSEP): This certification focuses on event planning, design, and management, showcasing your ability to handle complex events.
2. Certified Trade Show Marketer (CTSM): Perfect for those working in large-scale exhibitions and sports expos, this certification emphasizes marketing and strategic planning.
3. Certified Meeting Professional (CMP): Ideal for event coordinators, it highlights expertise in logistics, event design, and risk management.

By pursuing these certifications, you'll not only refine your skills but also position yourself as a trusted professional capable of managing high-stakes global events.

7. Keep up with trends

Staying informed about industry trends is crucial for event planners, as it enables them to innovate, meet evolving audience expectations, and maintain a competitive edge. By embracing new technologies and methodologies, planners can enhance event experiences and operational efficiency.

To keep up with industry trends:

• Engage in continuous learning: Attend workshops, webinars, and conferences to gain insights into the latest developments.
• Subscribe to industry publications: Regularly read event planning journals and blogs to stay informed.
• Network with peers: Engage with fellow professionals to share knowledge and experiences.
• Leverage social media: Follow industry leaders and relevant hashtags to catch emerging trends.

Looking ahead, several trends are shaping the global sports events landscape:

• AI integration: AI is set to dominate both in front and behind the scenes at events, enhancing personalization and operational efficiency.
• Sustainability and social responsibility: There's a growing emphasis on eco-friendly practices and social impact, influencing event planning decisions.
• Hybrid events: The combination of in-person and virtual experiences continues to grow, expanding reach and accessibility.

What Do Global and Sports Event Planners Do? 

Event planners for global events have a challenging yet rewarding role, managing every detail to create seamless experiences that captivate audiences worldwide. Their responsibilities are vast and require precision, creativity, and adaptability. Main tasks include:

• Logistics coordination: This involves managing travel arrangements, accommodation, venue selection, and transportation for attendees, ensuring smooth operations across multiple time zones and locations.
• Budget management: Planners must create and monitor budgets, balancing cost efficiency with high-quality execution. They negotiate contracts and allocate resources effectively to prevent overspending.
• On-site execution: During the event, planners oversee everything. They manage teams, address unforeseen challenges, and ensure that all elements come together as planned.
• Vendor and stakeholder communication: Event planners coordinate with vendors, sponsors, and stakeholders to align expectations and guarantee flawless delivery of services.

Essential Skills for Event Planners

Event planning requires a unique blend of skills to ensure events run smoothly and leave lasting impressions. For global and sporting events, these skills become even more critical due to the scale and complexity involved. 

• Organizational skills: Effective organization allows planners to juggle multiple tasks, deadlines, and stakeholders, ensuring nothing is overlooked.
• Communication skills: Clear and professional communication is vital for coordinating with vendors, clients, and team members. "With every event I organize, I try to build a rapport with my clients and the people I work with, as teamwork and trust are essential in event planning," says SHMS alumnus Dasom Kim, now an event planning executive.
• Problem-solving abilities: Events rarely go exactly as planned. Quick thinking and creative solutions help resolve unexpected issues efficiently.
• Attention to detail: Small details can make or break an event. Meticulous planning ensures every aspect is executed flawlessly, from decor to schedules.
• Adaptability: Global events require flexibility to navigate cultural differences, time zones, and last-minute changes. Flexibility is the term that our alumnus Dasom Kim highlights, saying, "You need to be flexible and either move with the tide or change course quickly."

Challenges of Planning Global and Sports Events

Event planners face numerous challenges that require strategic solutions. Budget constraints are one of the primary hurdles, as large-scale events demand extensive resources. To address this, planners can focus on negotiating better contracts, seeking sponsorships, and finding cost-effective alternatives without compromising quality.

Security risks also pose a significant challenge, particularly for international events that attract large crowds. However, planners can mitigate these risks by working closely with local authorities, hiring security professionals, and implementing comprehensive safety protocols.

Another potential hurdle is how the environmental and weather changes can disrupt event schedules, especially for outdoor activities. This way, planners should always have contingency plans, such as backup venues or indoor alternatives, to accommodate unforeseen weather conditions.

Wrapping Up

In global event planning, key elements like strong organizational skills, budgeting, and effective communication are essential. Pursuing an event planning degree helps students master these skills while gaining hands-on experience. 

In addition to the bachelor's program, SHMS offers a Master of Science in International Hospitality Management program that prepares you for success in the dynamic world of global sports and events. Start your journey toward an exciting career today!

Frequently Asked Questions (FAQs)

How do event planners make money?

Event planners make money by charging fees for their services, which may include event coordination, logistics management, and vendor negotiations. They may also earn commissions or bonuses based on the event's budget or success.

What degree do most event planners have?

Most event planners have a degree in event management, hospitality, or a related field such as business or communications. This education provides the foundation for planning and executing successful events.

Do event planners travel a lot?

Yes, event planners, especially those working on global events, often travel to various locations to oversee logistics, meet clients, and ensure smooth event execution. Frequent travel is common for those handling large-scale or destination events, just like SHMS had the honor to welcome events management specialist William O'Toole on both of our campuses.