It is no secret that running an event takes a serious knack to master. While the process might be stressful for some, others find a passion for it and become event planners. Those are the people you want to have in your corner if possible, but what do you do when you do not know anyone who has a real knack for the event planning process?
Whether event planning is new to you, or if you’re tired of putting on event after event and stressing out over every little detail, hiring an event planner can save you time, energy, and – with the right connections – plenty of money.
If you are feeling overwhelmed with the amount of effort it takes to provide planning for an event, you might take a look online and find several planners in the area. It is at this time when you start asking yourself what makes a good event planner, and, “how do I choose an event planner?”
In this article, the team at Anticipation Events, a full-service event planning company in Chicago, will answer your question, “How do I choose an event planner?” We will provide you with everything you need to know about choosing an event planner, what questions you should ask during the opening interview, and how you know they are the right fit for your event, whether it’s corporate or personal.
why hire an event planner?
Hiring an event planner is no small task, but it is a lot less stress, time, and energy than planning the event yourself. [1] For many people, saving time and energy is not enough of a reason to hire someone to plan an event, and they burn themselves out on the process trying to do it all themselves. Luckily, there are plenty of reasons why a client would want to hire an event planner that is much more tangible.
- Event Planning Expertise You Can Trust
Instead of asking yourself, “how do I choose an event planner?” a good question a client should ask is instead, “which event planner is the more experienced?”
Experience begets expertise in any industry, and a business that plans an event is not exempt from this truth. A company that plans an event relies on the reputation of her business to continue working. When a business has good decision-making experience and a good reputation, the more they will help their clients.
- Negotiation Skills with Vendors
A professional event planning business has many advantages over those who have never run an event before in their lives, the first of which is insurance.
The second advantage for clients is a strong network of local vendors and venues that they can negotiate with. These vendors and venues are used to negotiating with this event planner, they are familiar with the way the planner likes to work, and they can extend better offers because they know that the better deal they make for the planner, the more bookings they’ll get from the planner in the future.
Likewise, not all vendors or venues are happy to accommodate your event so readily. Luckily, the event planner has experience that will include negotiating with these connections. If a certain vendor is booked over the week of your event, they might be able to negotiate services ahead of time and make the time work, or they might be able to find another vendor that can provide the needs of your event. Whatever needs to be done to make your event run smoothly will be done.
- Post-Event Cleaning
Let’s face it. No one wants to clean up after an event, especially if you are off the clock or it is a big personal celebration. After all, you want to join in on the guests’ fun, too!
Whether clients are planning a wedding or corporate company event, hiring a cleaning service business often goes forgotten and the task is left up to the event coordinator. An event planner will make sure that the event is cleaned up afterward, keeping the venue happy and ensuring clients get their security deposit back.
- Out-of-the-Box Ideas
An event planner can bring ideas to the table that clients might not have thought of on their own. They have the experience and creativity to get vendors in the area to supply activities that keep guests engaged throughout the event.
how do i choose an event planner planning business for my event?
At first, doing the research and choosing the right event planning business can feel overwhelming for many people. There might be a lot of choices for your area, but luckily, there is a process that can help you choose.
The best event planner will provide people with plenty of testimonials and positive customer reviews upon request. Once you find an event planner who looks trustworthy, it’s time for clients do a little digging into what services they provide and what their typical event process looks like.
make sure services match your needs
First thing first: Do they offer the services clients need? If you are planning a wedding, you don’t want to hire a corporate event manager. Often, individual event planners will specialize in a particular type of event to keep their portfolio clean.
Event planning teams, on the other hand, will offer a variety of services for all of your event planning needs, as they have specialists available and can work around your schedule more easily than an individual can.
price needs to fit your budget
Every professional business comes at a price, and this will include event planning. The event planner will charge a fee to its client on top of the event budget. The event budget covers the venue, the vendors, any decorations, catering, and event activities that guests will enjoy. Fees charged by the business will cover the time and energy spent negotiating with vendors, securing a venue, and working with you to create the perfect event.
ensure planner’s personality suits your own
Above all else, it is important that clients get along with the event planner and can work with them in a professional setting. Your event planner will need to be in contact with you throughout the planning and post-event process to ensure everyone goes smoothly. If their work ethic or personality does not mesh with yours, it will be difficult to coordinate details of the event together.
tip for what questions to ask an event planner
When you first talk to your event planner, there are a few key questions people should ask the company about their business before making a decision. Likewise, the business should have questions for clients. A good event planner will want to learn about your event objectives, the budget they are working with, and what they are expected to do. [2]
Depending on the event and the event planner, clients may have additional questions to ask. It is important to have all questions answered before hiring the business so people know what to expect when working with the event planner.
Your event planner is not going to assume people know everything there is about event planning, so feel free to ask anything that comes to mind about the process, the event, and their work ethics.
what experience do you have?
Asking for the relevant experience of the business is a practical question for clients to ask. Your event planner should be up-front with you if they have never worked with your type of event before, and you should be able to ask for portfolio examples of events like yours. The event planner may have an all-inclusive portfolio that showcases some or all of the events they have worked on, or they may have a specialized portfolio for certain themes or events.
how much do you charge?
Money is an awkward subject for a lot of people, but it is a necessary question to ask before making a decision. Your event planner will need to charge a fee for their time and services on top of the event budget. Both numbers are important, as the event planner will need to know the event budget they are working with, and how many hours they can reliably spend on the event to keep their business running.
how often will we be in communication?
Some event planners like to be in contact with their clients every day, while others work best with weekly check-ins so they can focus on searching for the perfect venue or working with the caterer on the best menu items. Asking how often you can expect to be in communication with your event planner – and what method of communication is best – will help you understand what to expect.
Before making a decision, contact Anticipation Events today to see how we can make your event special.
