Event Planner Onboarding Checklist

Event Planner Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Event Planner starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Hospitality onboarding experience or just need an onboarding checklist for your new Event Planner, you’re in the right place. We’ve put together a sample Event Planner onboarding checklist below and have created onboarding templates & resources to help.

Event Planner Onboarding Checklist

1. Introduction to company culture and values: The task involves providing a comprehensive overview of the company’s culture, values, and mission. This helps the new event planner understand the organization’s core principles and align their work accordingly. Typically, the HR department or a designated company representative performs this task.

2. Familiarization with company policies and procedures: This task entails acquainting the event planner with the company’s policies and procedures, including those related to event planning, client interactions, and safety protocols. The HR department or a senior event planner may be responsible for providing this information.

3. Introduction to event planning software and tools: As an event planner, it is crucial to be familiar with the software and tools used by the company for event management. This task involves providing training and guidance on how to effectively utilize these tools. The IT department or a designated software trainer may perform this task.

4. Understanding the company’s target market and clientele: To excel in event planning, it is essential to have a deep understanding of the company’s target market and clientele. This task involves providing insights into the types of events the company specializes in, the preferred demographics, and the expectations of the clients. The marketing or sales department may be responsible for sharing this information.

5. Shadowing experienced event planners: Shadowing experienced event planners allows the new hire to observe and learn from professionals who have been successful in the field. This task involves pairing the new event planner with a seasoned colleague who can provide guidance, answer questions, and share best practices. Senior event planners or team leads typically perform this task.

6. Introduction to key stakeholders and departments: Event planning often requires collaboration with various departments and stakeholders within the company. This task involves introducing the new event planner to key individuals, such as the marketing team, operations team, catering department, and venue managers. The HR department or a designated mentor may facilitate these introductions.

7. Reviewing past event files and case studies: To gain insights into the company’s previous events and strategies, the new event planner should review past event files and case studies. This task helps them understand the company’s approach to event planning, identify successful practices, and learn from any challenges faced. The event planning team or a designated knowledge management department may provide access to these resources.

8. Attending team meetings and brainstorming sessions: Active participation in team meetings and brainstorming sessions is crucial for an event planner to contribute ideas, collaborate with colleagues, and stay updated on ongoing projects. This task involves including the new event planner in relevant meetings and encouraging their involvement in discussions. The team lead or department manager typically facilitates this task.

9. Training on vendor management and negotiation: Event planners often work closely with vendors, such as caterers, decorators, and audiovisual technicians. This task involves providing training on vendor management, including how to source and negotiate contracts, maintain relationships, and ensure quality service. The procurement or operations department may be responsible for conducting this training.

10. Introduction to event budgeting and financial management: Understanding event budgeting and financial management is crucial for an event planner. This task involves providing training on creating and managing event budgets, tracking expenses, and ensuring profitability. The finance department or a designated financial manager may perform this task.

11. Familiarization with event safety and emergency protocols: Event planners must prioritize safety and be prepared for emergencies. This task involves providing training on event safety protocols, including evacuation procedures, first aid, and risk management. The HR department or a designated safety officer may be responsible for conducting this training.

12. Introduction to event marketing and promotion strategies: Event planners need to have a basic understanding of event marketing and promotion strategies. This task involves providing an overview of the company’s marketing initiatives, including social media campaigns, email marketing, and partnerships. The marketing department or a designated marketing manager may perform this task.

13. Reviewing event contracts and legal considerations: Event planners often deal with contracts and legal considerations. This task involves reviewing sample event contracts, understanding legal obligations, and ensuring compliance with relevant laws and regulations. The legal department or a designated legal advisor may provide guidance on this task.

14. Introduction to event technology and trends: Staying updated with the latest event technology and trends is crucial for an event planner. This task involves providing information on emerging technologies, event apps, virtual event platforms, and other industry trends. The event planning team or a designated technology specialist may perform this task.

15. Setting performance goals and expectations: To ensure clarity and alignment, it is important to set performance goals and expectations for the new event planner. This task involves discussing key performance indicators, targets, and timelines. The department manager or team lead typically performs this task in collaboration with the HR department.

16. Ongoing mentorship and support: Providing ongoing mentorship and support is essential for the new event planner’s growth and success. This task involves assigning a mentor or coach who can provide guidance, offer feedback, and assist with any challenges that arise. The mentor may be a senior event planner or a designated mentorship program coordinator.

By completing these onboarding tasks, the new event planner will have a solid foundation to start their journey with the company, ensuring they are equipped with the necessary knowledge, skills, and support to excel in their role

Setting Up Your Employee Onboarding Process

From reading through the items in the example Event Planner checklist above, you’ll now have an idea of how you can apply best practices to getting your new Event Planner up to speed and working well in your Hospitality team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.