Discover what makes a great event pro—communication, flexibility, reliability, and relationships.

Part 4 of the Stronger Together Series

Somehow, someway, we’re here because we love planning and executing events—even when it means doing it under pressure with a brand-new cast of characters every time. From the client with the vision to the person flipping off the lights at the end of the night, it’s a lot of personalities to navigate.

Most of us? We chose this life and like it. And thrive on the hustle, challenges and control of something fragile, wild, and lovely—all at once. There is a gift to turning a bunch of ideas and adjectives into something real. And then—poof—it’s gone in a moment.

“What makes a great event pro? Well, first it’s acknowledging that most people outside this industry have no idea what you actually do—and being fine with that. We work with thin air, creating intangible experiences and memories that are gone in a blink. We herd details, wrangle personalities, and the great event pro makes it look seamless, effortless, and actually fun.”
— Dawn Williams, VenuHub/VendrHub

In the fast-paced world of events, the qualities of a great event professional come down to more than job titles or client lists. It’s how we show up—with intention, curiosity, and respect—and how we treat people along the way.

PC: Alex Medvick Photography

Communication & the Domino Effect

One of the most important traits of a great event pro is communication. Events don’t fall apart because people aren’t working hard enough—they wobble when one small change isn’t shared all the way through. Every timeline shift, dock schedule, or vendor adjustment has a ripple effect. If it’s not updated at the core and pushed to everyone who needs it, the dominos start to fall.

Picture this: your rental truck hits traffic and runs 45 minutes late, and the planner shifts the load-in schedule but only tells a couple of key vendors. When the photo booth crew arrives on their original timeline, the dock’s already packed with catering and rentals. After circling the block and calling for help, the only option left is hauling cases through a side door. Nobody caused the problem; they acted on the information they had, but missing updates triggered a ripple of stress.

Everyone in events has a story like this. Pulling it off anyway is part of the job. Looking back, the real difference-maker is communication—the double-check, the extra confirmation, and the respect for how tightly every domino is connected. That’s the mark of a great pro. Communication shows up on every “what makes a great planner” list for a reason. TerraEvents highlights it too in their Mastering the Art: Tips and Tricks for Meeting Planners blog—reminding us that clear, consistent updates are the backbone of every successful event.

Flexibility With Systems: What Sets Outstanding Event Professionals Apart

Another quality of successful event pros is flexibility. Every vendor and venue has a different way of working—email, Google Docs, text threads, software, even a clipboard with taped-on spreadsheets. There’s no single “right” system, which means the best pros don’t force everyone to adapt to their style, they do want to remove stress from systems that don’t align. They figure out what will actually keep this team moving smoothly.

Great event pros adapt, read the room, and find a system that works for everyone. Caring more about keeping the team aligned and less about whose method wins. That kind of flexibility doesn’t just keep an event on track—it makes the day feel smoother for everyone.

Think back to the real estate comparison we used in the VenuHub blog on the real cost of day-of changes, it’s the same idea: the venue sets the foundation, and the systems are the framing. When the walls don’t line up, nothing else fits. Keeping the structure solid requires working together.

Reliability & Respecting Time: Hallmarks of a Successful Event Professional

Reliability is another hallmark of experienced event professionals. Being on time shows professionalism and respect—for the planner managing a packed schedule, the vendor waiting on another piece to finish, and the venue juggling multiple moving parts.

When teams arrive on time—or early—it sets the tone: let’s go, respect, collaboration, and ease.

Customers notice that rhythm. Colleagues notice and remember. Over time, steady reliability builds trust and becomes part of a professional’s reputation. It isn’t glamorous, but it’s one of the clearest signs that the people in the room value one another’s work.

Relationships That Last

Ask industry veterans what sets outstanding event professionals apart, many point to the relationships they’ve built along the way. Don’t get me wrong – skills and systems matter – but people drive the heart of every event. What lasts are the friendships with people we laughed with at 3 a.m. with no sleep for 18 hours. Or, the partners who pulled off a last-minute fix, and the trust that builds after enough show sites together.

“Some of my closest friendships started on a show site or over a timeline. We’ve worked late nights, solved problems no one saw coming, and laughed a lot in the middle of it. When you’ve done enough events side by side, you realize the best ones aren’t just about flawless execution—they’re about the relationships you build while getting it done.”
— Carlo Stuart, Founder/CEO, Denali Alignment

Great event pros bring positivity, precision, and calm energy into every project. Because of that, colleagues become collaborators, and collaborators often become lifelong friends.

“I’ve built lasting relationships by being kind, on time, and detail-driven—and the joy is that so many of those colleagues have become true friends. Great events go beyond logistics—they succeed because of the people who make them happen.”
— Amanda Nsheiwat, Owner, Colorado Lighting & Event Services

At the end of the day, these are the habits of top event pros: communicate well, stay flexible, respect everyone’s time, and build genuine connections. Thanks so much for reading this series with us!