How to Be Travel and Events Planner - Job Description, Skills, and Interview Questions

Apr 12, 2020 / 6 Minutes Read / By Albert

How to Become

Professional Organizations

FAQ

Links

Traveling for events can be a great way to enjoy yourself and make lasting memories. When done correctly, it can also save you money and time. Planning ahead is key to success when it comes to travel and events.

Researching potential destinations, researching transportation options, budgeting, and finding accommodations are just some of the steps that should be taken in order to have a successful trip. if you plan to attend an event, it is important to research the event itself and purchase tickets in advance, as this will save you time and money. By taking the time to plan ahead, you can ensure that your travel and event experience is both enjoyable and affordable.

Steps How to Become

Earn a Degree. Earning an associate's or bachelor's degree in hospitality management, tourism, event planning, or a related field can provide the necessary training and knowledge to become a travel and events planner.
Gain Experience. Working in the hospitality or travel industries can provide hands-on experience for those interested in becoming a travel and events planner.
Consider Certification. While certification is not mandatory to become a travel and events planner, it can be beneficial. Professional certifications are offered by professional organizations such as the National Association of Event Professionals and the National Tour Association.
Develop a Network. Networking with other professionals in the hospitality and travel industries can help expand a travel and events planner's reach and knowledge.
Create a Portfolio. A portfolio of past work is essential for travel and events planners looking to attract new clients. The portfolio should include photographs, reviews, and other details about past events.

The path to becoming a skilled and competent travel and events planner requires dedication and hard work. It begins with having a keen eye for detail and organization, as well as the ability to handle a wide range of responsibilities. Once these skills have been acquired, planners must then gain experience in the field either through internships, apprenticeships, or other job opportunities.

This will give them hands-on experience in planning events and trips, as well as the knowledge and confidence to take on more complex tasks. Furthermore, taking courses in travel and event planning or earning a degree or certification can help to enhance a planners skills, making them even more marketable and competitive. With the right combination of dedication and hard work, travel and event planners can become highly successful and sought-after professionals.

You may want to check Travel Account Manager, International Airline Ticketing Agent, and Travel Procurement Specialist for alternative.

Job Description

Travel and Events Planner: Responsible for researching, planning, and organizing travel and events for individuals or companies. Duties include creating detailed itineraries, arranging transportation and accommodations, negotiating rates, and managing budgets.
Travel Coordinator: Responsible for coordinating travel arrangements for individuals or groups. Duties include researching destination options, securing reservations, obtaining visas and passports, and managing travel expenses.
Event Planner: Responsible for planning and organizing events such as conferences, conventions, weddings, or parties. Duties include selecting venues, coordinating vendors, budgeting, and managing logistics.
Meeting Planner: Responsible for planning meetings and conferences for businesses or organizations. Duties include booking venues, arranging catering and audio-visual services, and coordinating registration and other activities.
Destination Manager: Responsible for overseeing the planning, marketing, and promotion of tourism activities in a particular region or destination. Duties include developing marketing plans, coordinating with local businesses and attractions, and managing tourism operations.

Skills and Competencies to Have

Excellent organizational skills
Ability to multi-task and prioritize
Ability to work with minimal supervision
Attention to detail
Excellent communication skills, both written and verbal
Excellent customer service skills
Ability to negotiate and come to agreements
Knowledge of event planning software and tools
Knowledge of travel industry, including airlines, hotels and other related services
Knowledge of relevant health and safety regulations
Ability to manage a budget
Ability to work under pressure and to tight deadlines
Ability to work as part of a team
Ability to research and develop new ideas for events and travel plans
Knowledge of the local area, including potential venues for events and travel options

Organizing events and trips requires a wide range of skills and knowledge. The most important skill for any travel and events planner is the ability to effectively manage time and resources. This involves the ability to plan ahead, anticipate potential problems, and develop strategies to address them.

Being able to coordinate different elements, from logistics to budgeting, is also essential in order to ensure that the event or trip runs smoothly. good communication skills are needed in order to effectively communicate with other stakeholders and ensure that everyone involved is on the same page. Finally, problem-solving abilities are essential in order to quickly identify solutions to any issues that may arise.

With these skills, a travel and events planner will be able to successfully plan and execute a successful event or trip.

Corporate Travel Specialist, Air Travel Consultant, and Travel Manager are related jobs you may like.

Frequent Interview Questions

What experience do you have in travel and event planning?
How have you successfully managed the logistics of a complex event?
What strategies have you used to stay within budget while managing events?
How do you handle difficult customer requests or issues that arise while planning a trip or event?
What techniques do you use to ensure all stakeholders are aware of their responsibilities when planning an event?
How do you stay current on trends in the travel and event planning industry?
Describe a time you successfully coordinated multiple vendors for an event.
How do you prioritize tasks when planning a trip or event?
Describe how you handle situations when deadlines are not met or expectations are not met?
How do you ensure the security and safety of those attending a travel or event destination?

Common Tools in Industry

TripIt. TripIt is a travel planning app that helps you organize and manage all your flight, hotel, rental car, and restaurant reservations in one place. (Example: With TripIt, you can create an itinerary for your next business trip with all your travel details in one place. )
Eventbrite. Eventbrite is an event management platform that helps you create, promote, and manage events. (Example: With Eventbrite, you can create an event page, promote it to potential attendees, and manage ticket sales and check-ins. )
Google Calendar. Google Calendar is a calendar application that helps you keep track of your events and tasks. (Example: With Google Calendar, you can create, share, and view events with other people. )
Doodle. Doodle is a scheduling tool that helps you find the best time for group events and meetings. (Example: With Doodle, you can create a poll and quickly find out when everyone is available to attend a meeting. )
Expensify. Expensify is an expense tracking tool that helps you keep track of your travel expenses. (Example: With Expensify, you can track your expenses for a business trip and generate reports for reimbursement. )

Professional Organizations to Know

International Association of Professional Congress Organizers (IAPCO)
Meeting Professionals International (MPI)
International Special Events Society (ISES)
American Society of Travel Agents (ASTA)
National Business Travel Association (NBTA)
Global Business Travel Association (GBTA)
Cruise Lines International Association (CLIA)
National Tour Association (NTA)
American Hotel & Lodging Association (AH&LA)
Event Planners Association (EPA)

We also have Travel and Logistics Analyst, Luxury Travel Advisor, and Corporate Travel Administrator jobs reports.

Common Important Terms

Itinerary. A detailed plan for a journey, often listing places to visit, activities to do, and transportation to use.
Budget. A plan for the optimal allocation of financial resources to achieve a desired goal.
Accommodations. Places to stay, such as hotels, resorts, and other types of lodgings.
Transportation. Modes of travel such as planes, trains, buses, cars, and boats.
Venue. A place where an event or activity will be held.
Food & Beverage. Culinary items and beverages, such as food and drink, that may be served at an event.
Entertainment. Activities designed to provide amusement and enjoyment, such as live music, games, and activities.
Logistics. The process of planning, organizing, and managing resources needed to carry out an event or activity.
Staffing. The process of hiring people to work at an event or activity.
Permits & Licenses. Documents that may be required to hold an event or activity in a certain area.

Frequently Asked Questions

How much does it cost to hire a Travel and Events Planner?

The cost of hiring a Travel and Events Planner will vary depending on the size and scope of the project. Generally, most planners charge an hourly rate of around $50 - $150 per hour.

What services does a Travel and Events Planner provide?

A Travel and Events Planner typically provides services such as organizing transportation, lodging, venues, catering, entertainment, decorations, and more for events. They may also provide budgeting, scheduling, and marketing assistance.

What type of events can a Travel and Events Planner help with?

A Travel and Events Planner can help with a variety of events, such as weddings, corporate functions, family reunions, conferences, seminars, and more.

How long does it take to plan a trip or event with a Travel and Events Planner?

The amount of time it takes to plan a trip or event with a Travel and Events Planner will depend on the size and complexity of the project. Generally, most planners need at least two to three months to plan a successful trip or event.

What qualifications do I need to become a Travel and Events Planner?

To become a Travel and Events Planner, you will need to have excellent organizational skills, strong budgeting knowledge, experience in event planning, customer service experience, and excellent communication skills. Depending on the job, you may also need to have a degree in hospitality management or related field.