Whether you are planning a wedding, baby shower, end of year function or birthday, it is always crucial to stay organised whilst planning for your event.
There are thousands of event planners out there…but how do you choose the right one for you?
An event planner can select the venue, recommend the food and beverage choices, source the entertainment, create the invitations and be on-site on the day of production.
If you cannot manage any of the above on your own, then you need to start your search for an event planner.
Firstly, you should know what you are asking the event planner to do.
Before you start your search for an event planner:
- you need to work out your event’s objectives,
- decide on a budget you will be working with
- and you need to know your reasons for choosing to work with a planner.
The above list allows you to be able to communicate the broad outline of the event with your planner.
Regardless of it being a wedding or a milestone birthday, the rules for hiring an event planner are the same. You want to hire someone who has the expertise in creating your type of event. Most event planners will be excited to hear about your event.
Always give your shortlisted candidates brief details and focus on their capability.
The one that is eager to learn more about your event will stand out from the rest.
A good planner will walk you through a discussion about your event’s overall objectives, timeline, budget, guest count and personal preference.
To ensure that you get the right woman or man for the job here are a few questions you should ask before hiring an event planner:
1.What are their areas of expertise?
- Ask them what type of events they normally work on.
That is not to say that your chosen planner needs to have a lot of experience in your niche area to do a good job.
It is worth asking if they have ever planned an event that is similar in style and scope to yours.
2.What services do they offer?
- It is important to make sure that the services offered by the event planner you are considering will be able to manage your requirements fully.
Do you need them to find a venue, organise catering, entertainment, etc?
A good planner already has formed relationships with vendors, and they can help to secure deals that you could not as an individual.
3.What is included in their fee?
You should always ask how they charge.
- Are there travel expenses?
- Do they mark-up third party vendor costs?
- You need to know when the payment is due and what their payment terms are.
4.Who will be working on your event?
As a paying client you will need to know who your day-to-day contact will be.
If that is not the person you are meeting with, you need to arrange an introduction meeting.
5.What is their cancellation and refund policy?
- Make sure you know the details of your event planner’s contract terms upfront.
- If you must cancel, postpone, or dramatically change your event, you need to know if your planner will charge an additional cost.
Most event planners will charge you for the hours and services already utilised.
Bear in mind that the third-party suppliers like the venue and the baker will have their own cancellation terms, so you may have to pay them separately.
Event planning is not for everyone, which is why it should be left to the pros.
When choosing an event planner be sure to interview and evaluate several planners.
You should hire someone you like because your event planner will be your new best friend.
You will be working closely with each other till your big day. This could take several weeks or even months. So, make sure you can communicate well with the chosen planner and you won’t get tired of speaking to them.
Are you ready to work with Fiona?
Contact me to discuss your next event, for partnerships or to collaborate.
You can also contact Peek-a-Party to discuss your next event planning needs.
Contact Me:
Email: fiona@peekaparty.co.za
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Visit: www.peekaparty.co.za