Associations are groups of people, usually non-profit, who create an organization to accomplish a purpose. There are associations of all kinds, in every industry, to fulfill many different purposes.
Many people are familiar with homeowners’ associations – a group of people who are not paid (and usually pay fees or dues) who work together toward maintaining a community or a building. Also, the American Cancer Society is an association – a very large one, but at its foundation is the same; a group of people with a common interest (to educate the public about cancer and to assist people living with cancer). You can see the difference in these two extreme examples; one is local, and run strictly by volunteers; the other is international, with many paid positions, as well as countless volunteers.
For our purposes, there are three main (and very important) reasons you need to be involved with event planning associations and organizations.
Networking
Volunteering
Jobs and/or Freelance Work
Let's look at these in greater detail:
Networking In a way, this first step is interlaced with the other two; and can lead to opportunities both for volunteering and for jobs or freelance work.
The event industry is, you will find out, a relatively “small” one. There are thousands and thousands of events held every year; however in certain circles it seems as if everybody knows everybody. Not literally, but you’ll be surprised at how often you run into someone that knows someone that you know.
This will come in handy for a number of reasons. Obviously, for volunteering and for work – which we will discuss below. But there are other reasons to join event planning associations, particularly when you are first starting out.
Here are just a few of the many reasons you can benefit from an event planning association:
You are just starting out in the industry, and you aren’t sure what the going rate is for a freelance planner in your area. Ask your friends at the association!
You just landed a new client, and you’re suddenly overwhelmed. You will be planning an event in LA, but you’ve never been there. You need a DMC, some ideas for venues, a hotel recommendation, and some entertainment – but the resources on the internet are endless. How do you pick and choose your suppliers from the internet? You don’t! You attend a few association meetings or events, and start asking around.
You’ll be surprised at the extensive network of first-hand knowledge that will suddenly be at your fingertips…even though you might live in Atlanta, you will be networking with people who have worked in LA, and give you personal recommendations.
You are having problems with a client, and need a good attorney. How do you find one? Again, people at your event planning association not only have first-hand experience, but will know lawyers who are experienced in events.
And, perhaps most obviously, networking will bring you work….so keep reading!
Your contacts will become more and more important as you grow in your career, and need favors and connections. Also, the event planning associations will offer answers for you when you feel stuck or unsure how to handle an issue. As an event planner, you need to become a lifelong networker….it never stops!
This, of course, is only the tip of the iceberg, but you get the idea. As the old saying goes…. “It’s not what you know, it’s who you know.” And that holds true more in the event planning industry than just about anywhere else!
Volunteering As we discussed on the “Career Planning” page, if you are just starting out in the events industry, you need some experience; and the best way to get that experience is to volunteer!
Volunteering not only will help build up your resume, but it will also confirm whether you really do enjoy working in event planning. Wouldn’t you rather find out now after spending some of your personal time volunteering, then years down the road after countless hours trying to find work in an industry you are not even sure you’ll enjoy?
We've established how corporate events are planned (by in-house planning departments or event planning companies).
However, for most special events, festivals, fundraisers, and some sporting events, there is usually an organization that is in charge of the event. Within this organization or association, there are usually a few people that work full-time for the association, and who act as the main contacts. Sometimes these are actual planners, sometimes they aren’t.
These full-time people will outsource additional people on a temporary basis, either as paid freelance planners or volunteers, to assist with the event. The availability of paid positions vs. volunteer positions will depend on the size of the event and the association in charge of it.
So, whether you are looking for volunteer work (to gain experience) or for paid freelance work (as an independent planner), these are the people and the organizations you want to find.
***Important Note*** Remember that most events are planned at least 6 – 9 months or even a year in advance, so plan accordingly. Don’t call an event planning association one week from the event and expect to be able to help plan. They most likely will be happy to put you in a volunteer (or sometimes paid) position working on-site at the event, but you will have missed out on the planning portion. Look ahead on your calendar year, and start calling now!
Work!
More than likely, your volunteer experience will open some doors and networking opportunities, and you might not even get to this point of having to search for work.
However, this is an industry where about 90% of the work comes from referrals. Then what is the key to finding work?
NETWORK, NETWORK, NETWORK.
Go to every association event that you can. Take a lot of business cards. Dress professionally and wear a smile. And don’t worry about going alone; this isn’t a house holiday party. People are there for the purpose of meeting people. Learn the art of conversation (click here to go to “Event Planning Resources”). Openly tell people you’re looking for work.
People (in general, not just the event planning industry) feel more comfortable hiring someone for a job if they’ve met this person before (even if it was over a margarita at an association networking party). They also are more likely to hire someone that a colleague or a friend recommends (even if THAT person only met you over a margarita at an association networking party), as opposed to hiring a stranger off the streets.
***So, the more people you meet and network with, the more likely you will find someone who is in a position to hire you.***
It’s a numbers game. Play it, and it will only be a matter of time before you find someone who knows someone who wants to hire someone….and that could be you!
How do I find these event planning associations and organizations?
For the purposes of volunteering or finding work, think of a large special event, festival, or sporting event in your town that you've been to and enjoyed; or perhaps you attended at one point and thought, "I could do better." Then start researching!
The following are great resources to find out who plans special events in your area:
Convention and Visitors Bureau (CVB): a great resource for planners and wanna-be planners, every major city has a CVB. (Side note: you can also ask your CVB for a list of events and meetings that are coming to your city in the next year; then target these companies and see if they need local planners to assist them).
Chamber of Commerce:
also a great resource. Chambers are a great network of local businesses, usually smaller companies, and also have their finger on the pulse of many community events.
The Internet
(of course!)
Networking Associations:
Go to where people know people in the industry in your area. Ask around to find out who plans the particular event you would like to be a part of. And again, you have a better chance of finding your “in” with a personal contact than just another faceless resume.
Once you find out the association that plans the events you are interested in, begin networking! Call the event planning association and ask if:
They have an entry-level paid positions available
If not, are they taking volunteers?
If not, can you take them to lunch for an informational interview? (In case you missed it, learn more about Informational Interviews on the
Career Planning
page).
If you are looking for event planning associations for networking purposes, you will still utilize the above resources. Quite often there are fees or dues to join some of these associations; so pick wisely. However, if you make even one contact at the event that leads to a job or a stellar supplier, then the fee has paid for itself in one event!
Event Planning Associations
Of course, the internet is an endless resource to find specific associations and organizations that meet your needs. And nothing beats talking to a human at your local CVB or Chamber of Commerce.
However, to get you started, below are some of the largest and most respected national and international event planning associations.
Meeting Professionals International:www.mpiweb.org
MPI is probably the largest association of its kind; focusing mainly on corporate meeting planning. MPI is international in scope but has local chapters based all over the country. There are many resources, including a job bank, on its website. Check out their website for resources and how to join your local chapter. It is a little more expensive than some other associations to join; but you also get more for your money due to the international size and scope of the organization.
International Special Events Society:www.ises.com
ISES is the largest association specializing in special events. Like MPI, it is international but has local chapters based across the country. ISES has numerous resources and its focus is maintaining professionalism and integrity in the special events industry. Check out their website to see if there is a local chapter in your area!
Destination Marketing Association International:www.iacvb.org
The International Association of Convention and Visitors Bureaus, also known as Destination Marketing Association International (DMAI), is also international with state and regional chapters. Their website offers many resources for professionals from all angles; whether you are a CVB, a tourist, a meeting professional, or a student interested in learning more. There is also a job bank (under “Resources”, and you don’t have to join to see the listings) and a discussion forum (for members). This is a great resource in itself; but will also lead you to other event planning associations and organizations.
Meetup.com:www,meetup.com
Meetup.com is not an official event planning association; however it is a free or low-cost service that helps you find people in your area with common interests. You can search to see if there are people in your area who are interested in meeting and talking about events, meetings, or incentives; and this is a great casual way to meet others in the industry or who are interested in learning more about the industry. You can never know too many people, so give this a try!
Again, nothing beats just good old-fashioned researching and networking to find the options that best suit you. But networking can literally make or break your career; so put on a smile and get out there!
