When planning an event, there are so many factors to consider such as the menu, the decorations, and the music, just to name a few. It can be difficult to know where to start, and how to find time to oversee all the details. That's where an event planner comes in. Event planners can coordinate every aspect of your event, leaving you more time to enjoy the party.
Benefits of Hiring an Event Planner
You may enjoy planning a picnic or your child's birthday parties, but coordinating a large-scale, even formal, event can be challenging. Because event planners do this every day, they have the experience to put together an event quickly and seamlessly. Many even know how to trim costs while still maintaining quality.
What an Event Planner Does
An event planner's duties depends on their experience, expertise, and how much you ask them to contribute. Some planners excel at full-scale coordinating, choosing everything from napkins to music; while others only offer guidance or help you choose a location. An event planner can do any of the following:
- Select a theme and decorations
- Choose the menu
- Select and book a location
- Put together a guest list and send out invitations
- Book guest speakers and arrange for their accommodations
- Hire staff, such as waiters and caterers
- Supervise during the event.
How to Choose an Event Planner
- Research: Interview several event planners, and ask friends and co-workers for recommendations. If you've been to events similar to the one you're planning, and liked them, try to find out what planner coordinated it. Also, conduct an Internet search on event planners to find out what they usually do and charge.
- Ask about past experience: If someone has only planned weddings or birthday parties, they may not be a good choice to plan a formal awards dinner. Make sure the event planner has experience with the type of event you're planning.
- Get an estimate in writing: Always ask an event planner's fees before you hire them, including services they charge extra for. Get a detailed, written description of everything the planner will do, whether it's simply booking a venue and hiring staff, or coordinating decorations, selecting the menu, and hiring the entertainment. Remember to get the estimate in writing, so you'll have a record of your agreement.
- Trust your gut: Above all, choose an event planner you feel comfortable with. If they seem too inexperienced, too domineering, or just don't feel right in any way, move on to the next candidate. If you don't feel comfortable with them, it will be difficult to work together, regardless of how competent they are.
By L.E. Terry
