Launching Your Event Planning Business Essentials

Hello there! Zoe here! So, you’ve thought about it long and hard, maybe even had a few late-night chats with your bestie (or your dog, no judgment here)—and you’re ready to start your own event planning business. Well, friend, you’re in for a wild but worth it-ride.

I’ll tell you a secret, planning an event is like being a master conductor of a chaotic orchestra. The people, the logistics, the surprises (oh, there will be surprises)—it’s all on you to make magic happen. But before you freak out and start hoarding sticky notes and colored pens, let’s talk about the actual essentials.

I’m not just throwing a bunch of items at you. We’re talking about accurate, life-saving, career-saving tools that make you look like an event-planning superhero. (Cue the superhero music 🎶.)

So, let’s get to it!

1. Your Phone — The Lifeline You Can’t Live Without

You’ve probably already figured this out, but as an event planner, your phone is an extension of your hand. Forget water bottles—you’ll cling to that phone like it’s your lifeline. And let’s be honest—it kind of is.

I’ll be honest: this one time, my phone died in the middle of an event (yes, the horror), and I legit had to borrow a landline phone. A landline! I didn’t even know people still had those. Safe to say, that will never happen again.

Pro tip — Get a phone with killer battery life, or you’ll be asking random strangers if they have a charger.

2. A Laptop That’s Light (and Won’t Break Your Back)

Here’s the deal: your laptop is your mobile office. You will be hauling this thing from venue to venue, sometimes squeezing in emails between meetings in your car (or parked outside a Starbucks, just for the Wi-Fi). Been there.

What you don’t want is a heavy, clunky machine that dies halfway through uploading seating charts.

3. Business Cards — Because You Never Know Who You’ll Meet

Let’s talk old-school. You never know when you’ll bump into someone who needs an event planner. It could be at a wedding, or at a totally unrelated place like your local coffee shop or, believe it or not, the DMV.

I once booked a gig while waiting in line at the post office! Someone saw me sketching out table arrangements on my laptop and struck up a conversation. Fifteen minutes later, I had a new client. If I hadn’t had business cards ready to go, that opportunity could’ve slipped through my fingers.

So, no excuses. Get yourself some chic, professional business cards. Bonus points if they match your branding—nothing says “I have my life together” like coordinated stationery.

4. High-Speed Internet: For When You Absolutely Need to Be in 10 Places at Once

If there’s one thing that will make or break your sanity as an event planner, it’s reliable internet. Seriously, when you’re juggling client emails, vendor contracts, and surprise guest list changes, you’ll need Wi-Fi that doesn’t throw a tantrum mid-upload.

Imagine this: It’s 11 p.m., the night before the event, and your client asks for “just a few adjustments” to the seating chart. You need the internet to work now, not after three reboots. Trust me, I’ve been there; this is not where you want to cut corners.

• Pro Tip: Ask around to see what other small businesses in your area use for their internet. And always, always go for the fastest option within your budget.

5. Your Car — Because You’ll Be Zooming Around Like a Crazy Person

If you think event planning is all spreadsheets and mood boards, think again. You’ll be driving to venues, meeting with clients, scouting locations, picking up decor, and probably grabbing last-minute emergency supplies (because something always comes up). I hate to break it to you, but public transportation might not cut it.

Anecdote Alert: One time, I had to race across town to pick up 300 cupcakes the caterer “forgot” about. If I didn’t have my car, those cupcakes—and, let’s face it, my reputation—would’ve been toast. Instead, I got them to the venue just in time for dessert.

So, whether you already have a car or are in the market for one, remember that your ride will be your second office. You’ll need it for venue scouting, décor pickups, and last-minute runs (and trust me, there will be many last-minute runs).

Pro Tip, Keep a car organizer stocked with essentials—measuring tape, notebook, extra chargers—so you’re ready for anything when you hit the road.

6. A Printer: Because Sometimes Clients Want to Hold the Paper in Their Hands

You’d be surprised how many clients still prefer physical copies of things—especially floor plans or inspiration boards. Some feel more comfortable holding the paper in their hands rather than scrolling through an email attachment. That’s where a trusty printer comes in handy.

Sure, we live in the digital age, but something is reassuring about seeing it in print, and having an easy-to-use, wireless printer can be a game-changer. When a client wants a last-minute change or a hard copy of their favorite centerpiece mockup, you don’t want to be the one running to Kinko’s 15 minutes before the meeting.

7. A Tablet: Your Lightweight, On-the-Go Organizer

Picture this: You’re meeting with a client; they’re flipping through Pinterest ideas faster than you can blink, and you’re trying to keep up with a million notes. That’s where a tablet is a lifesaver. It’s lighter than your laptop, quick to access, and can handle everything from event diagrams to client notes.

Also, pulling out a sleek tablet looks more professional than scribbling notes on the back of a napkin.

8. DSLR Camera: Capture the Magic (and Use It for Your Portfolio)

Trust me, documenting your events with high-quality photos is an absolute must. It will let you show off your hard work (hey, you deserve the credit) and give you stunning visuals for your website and social media. Hiring a photographer is great, but owning a decent DSLR camera means you’ll never have to wait for someone else to get those behind-the-scenes shots.

Confession Time: One of my first events? I relied on a friend with an iPhone to get photos… let’s say those pixelated shots didn’t exactly scream “professional.” Lesson learned. Now, I always carry my own camera to capture every little detail.

Recommendation: Canon EOS Rebel T7 DSLR Camera – Affordable and beginner-friendly for pros-in-training.

9. The Office: Make It Reflect Your Style

So, you’re official now. You need a space where clients can meet you and get a sense of your vibe. Your office is not just a place to get work done—it’s also a showroom for your skills.

Got a love for modern, chic decor? Let your office reflect that. Is your style more boho and laid-back? Show that off. Clients will immediately know if you’re a good fit based on the environment you create.

Personal Story: When I started, I worked out of my living room with piles of papers everywhere (a natural aesthetic, I know). My first official client meeting? I got some major side-eye. Fast forward to now—my office has a dedicated event inspiration wall and a coffee station that could rival Starbucks—no more side-eye.

10. Refreshments — Because Coffee Makes Everything Better

To make your clients feel comfortable and welcome, having a little refreshment station in your office is a game-changer. Plus, we all know that great ideas happen over coffee (or tea—again, no judgment). Your clients will appreciate the extra touch, whether it’s snacks, a coffee maker, or some fancy bottled water.

Final Thought — You’ve Got This!

Starting an event planning business is no small feat, but you can crush it with the right tools (and a bit of humor). Just remember to stay organized, plan, and always have a backup plan (or two). And hey, if all else fails, a good cup of coffee and a dash of charm can go a long way.

Now get out there, show the world your event-planning magic, and don’t forget to have fun!