Confessions of an Event Planner

1. Event Planning is a World of Unexpected Ethical Dilemmas

Cleaning up the messes my clients and their guests have been known to make when they are permitted to run amok (translated to guests, company execs and their employees gone wild) with and without my client’s blessing is an entirely different matter and an expected part of the job.

Ethical gray areas. Event planners often find themselves navigating complex ethical situations, from clients requesting fictitious meetings for tax purposes to dealing with inappropriate behavior by guests or executives. These situations require careful consideration and a strong moral compass.

Examples of ethical challenges:

• A client asking you to book a fictitious meeting for tax purposes.
• A client's mistress showing up at an event where his wife is also present.
• Guests engaging in illegal or harmful activities during an event.

Importance of company policy. Event planning companies should establish clear ethical guidelines and policies to protect themselves and their employees from legal and reputational risks. These policies should address issues such as conflicts of interest, confidentiality, and appropriate conduct.

2. Discretion is Paramount in Event Planning

Being a master of discretion is a major requirement of a corporate and social event planner’s job, which can include being privy to sexual romps, financial shenanigans, ethical breaches and eyebrow-raising behavior by corporate execs.

Maintaining confidentiality. Event planners are often privy to sensitive information about their clients and their guests. Maintaining confidentiality and discretion is crucial for building trust and maintaining professional relationships.

Examples of situations requiring discretion:

• Knowing about a client's affair.
• Witnessing financial improprieties.
• Being asked to cover up unethical behavior.

Protecting reputations. Event planners must be able to handle delicate situations with grace and tact, protecting the reputations of their clients and their guests. This requires a high level of emotional intelligence and the ability to remain calm under pressure.

3. Client Relationships Can Blur Professional Boundaries

Some attendees, as well as those responsible for hosting their events, have ended up being fired on the spot, involved in fist fights, thrown into jail, packed up and moved out of the hotel they were staying in, escorted to the airport to be put on the plane home, ended up divorced, become the talk of their industry and sometimes, as we have seen lately, making headlines that have been flashed around the world via the media and the Internet.

Maintaining professionalism. It's easy for personal and professional lines to get blurred when working closely with clients, especially in high-pressure environments. Event planners must maintain a professional demeanor and avoid getting too personally involved in their clients' lives.

Examples of boundary violations:

• Clients expecting event planners to be available 24/7.
• Clients making inappropriate advances towards event planners.
• Clients expecting event planners to cover up their misdeeds.

Setting clear boundaries. Event planners should establish clear boundaries with their clients from the outset, outlining their responsibilities and limitations. This helps to prevent misunderstandings and maintain a healthy working relationship.

4. Safety and Security are Non-Negotiable

You can plan, you can prepare, you can anticipate and have a backup plan, but crisis mode management is something event planners, corporate and social clients, event suppliers, and venues have to be aware of.

Prioritizing guest well-being. Event planners have a responsibility to ensure the safety and security of their guests. This includes taking steps to prevent accidents, injuries, and other incidents that could harm attendees.

Examples of safety measures:

• Hiring security personnel to monitor events.
• Ensuring that venues are up to code and meet safety standards.
• Having emergency plans in place in case of accidents or other incidents.

Addressing potential risks. Event planners should conduct thorough risk assessments to identify potential hazards and develop strategies to mitigate them. This includes considering factors such as crowd control, alcohol consumption, and potential security threats.

5. Teamwork and Communication are Essential for Success

When you are running a live production, which is what a special event is, you don’t get a second chance to make things right or even do a dress rehearsal.

Collaboration is key. Event planning is a team effort, requiring close collaboration between event planners, clients, vendors, and other stakeholders. Effective communication is crucial for ensuring that everyone is on the same page and working towards the same goals.

Examples of effective teamwork:

• Holding regular meetings to discuss progress and address challenges.
• Using clear and concise communication channels to keep everyone informed.
• Delegating tasks effectively and empowering team members to take ownership.

Importance of clear communication. Event planners must be able to communicate effectively with a wide range of people, from high-level executives to hourly workers. This requires strong interpersonal skills and the ability to adapt your communication style to different audiences.

6. Creativity and Adaptability are Key to Overcoming Challenges

Savvy and skilled program directors use the ABC principles of event planning (A=Anticipation, B=Backup Plan, C=Code of Conduct), which varies from client to client, guest to guest, to handle situations that crop up so that they don’t have to kick into crisis management mode.

Thinking outside the box. Event planners must be able to think creatively and come up with innovative solutions to unexpected problems. This requires a willingness to challenge conventional wisdom and embrace new ideas.

Examples of creative problem-solving:

• Finding a last-minute replacement for a cancelled performer.
• Adapting a venue to accommodate a larger-than-expected crowd.
• Developing a new activity to replace one that has been rained out.

Embracing change. Event planning is a dynamic field, and things rarely go exactly as planned. Event planners must be able to adapt to changing circumstances and make quick decisions to keep events on track.

7. Personal and Professional Integrity are Paramount

I’d much rather a client who assigns beach patrol duty. They mean business and not monkey business.

Upholding ethical standards. Event planners must maintain a high level of personal and professional integrity, even when faced with difficult or tempting situations. This includes being honest, transparent, and fair in all dealings.

Examples of ethical behavior:

• Declining to participate in unethical or illegal activities.
• Disclosing conflicts of interest.
• Treating all clients and vendors with respect and fairness.

Building trust. Event planners who demonstrate integrity are more likely to build strong, lasting relationships with their clients and their colleagues. This can lead to increased business and a positive reputation in the industry.

8. Nonprofit Events Present Unique Challenges and Rewards

Confessions of an Event Planner returns me to the event planning realm. It came into being as a direct result of readers’ queries as to how to handle situations on-site that no one had prepared them for and how to protect themselves from legal and ethical repercussions from actions they were privy to both in corporate boardrooms and resort guest bedrooms.

Limited resources. Nonprofit events often operate on tight budgets, requiring event planners to be resourceful and creative in finding ways to maximize their impact. This may involve seeking in-kind donations, securing sponsorships, and relying on volunteer labor.

Examples of nonprofit event challenges:

• Raising awareness for a cause.
• Securing funding for programs and services.
• Engaging volunteers and donors.

Making a difference. Despite the challenges, nonprofit events can be incredibly rewarding, providing an opportunity to make a positive impact on the community and support important causes. This can be a powerful motivator for event planners who are passionate about giving back.

9. The Best Events Create Meaningful, Memorable, and Magical Experiences

Your life is the ultimate special event—design it with care.” —Emma Starr

Beyond logistics. Event planning is more than just logistics and coordination. The best events create meaningful, memorable, and magical experiences for attendees, leaving a lasting impression and fostering positive emotions.

Examples of creating memorable experiences:

• Incorporating unique and unexpected elements.
• Personalizing events to reflect the interests and preferences of attendees.
• Creating a sense of community and connection.

Focus on the human element. Event planners should always keep the human element in mind, focusing on creating events that are engaging, enjoyable, and enriching for all involved. This requires empathy, creativity, and a genuine desire to make a difference.

10. Continuous Learning and Adaptation are Essential for Event Planners

I have learned that there is an amazing benefit to living an active lifestyle at home, at work and as you travel around the world on site inspections, fam trips and on-site programs; to being fueled by nurturing and nourishing foods and fitness workouts, not just caffeine and meals on the run when they can be fit in between work deadlines and demands that can be intensive in this 24/7 industry; and to bringing wellness, fitness and health lifestyle elements into not only your everyday and work life but the programs that you design so that others can experience the benefits.

Staying current. The event planning industry is constantly evolving, with new technologies, trends, and best practices emerging all the time. Event planners must be committed to continuous learning and professional development to stay ahead of the curve.

Examples of staying current:

• Attending industry conferences and workshops.
• Reading industry publications and blogs.
• Networking with other event professionals.

Embracing new technologies. Event planners should be open to experimenting with new technologies and tools that can improve their efficiency and enhance the attendee experience. This includes everything from event management software to virtual reality.

Last updated: March 8, 2025