Certified Meeting Event Planner

What to Ask an Event Planner Before Hiring Them

Hiring an event planner is the same as leasing a new worker. They will end up being your manager, assistant, friend, and coworker all through the planning process to ensure the event is perfect. You need to ask the right questions to find the perfect fit for your party.

First, you need to ask them what kind of events they organize the most. There are various kinds of parties, and you want to make a point to find a planner that has experience with the type you want to put on. Asking about the events they have managed before, gives you insight into their qualifications and experience.

Depending on the size of the agency, the person you speak with while interviewing may not be the same planner you will work with during the process. Ask if you will work with the interviewee and, if not, who will work with you. You need to know it because a good connection with the planner is imperative.

Ask pretty much all services included in their fee and what additional costs you can anticipate. Most planners are upfront about their costs, yet some assume that you understand what services are included and what are definitely not. Ensure you get a complete list of everything included in the fee alongside services that will be additional. This will help abstain from going over budget.

Some planners will have a limit on what number of meetings and calls they will take from you. It is essential to know this number so you can figure out your very own planning schedule. Ask if there is a cost or included availability for additional meetings.

Ask about the size of the staff that will help on the day of the event. This is essential if you have planned a big event. At the point when a planner is nearby for the event, they will be asked about every single issue, regardless of how insignificant. If your event has many moving parts, ensure your planner has an assistant that will help manage the smaller details of the event.

It is also vital to ask about their cancellation and refund policy. Things may come up that are beyond your control, causing you to cancel, postpone, or change a huge aspect of your event. Understand the planner’s terms and the terms of all vendors that will be hired. Ask the planner if they will communicate with the vendors about the cancellation in case that happens.

Frequently, the planner will charge for all hours and services used until a change or cancellation occurs. They also usually charge for all purchases that have just been made, including vendors. Be that as it may, every contract will be a little different, so ensure you know the details before signing with a planner.

Finally, every planner should have a list of references or a portfolio of past events they have planned. Ask to see it and ensure he has it accessible on request. Regardless of whether the planner is new and just starting, he should have a list of events he has worked and planned for different companies or agencies.

What Type Of Events Do You Organise The Most?

Not all events are created equal and there are many different types. Knowing what events the planner has managed and worked before will give you a better insight into their qualifications to execute your event.

Will You Be My Day-To-Day Contact For The Event?

For smaller agencies you usually will work with the person you are meeting with, but for larger companies you can sometimes be assigned to someone else once the contract is signed. Part of the interview process is making sure that you have a good connection and feeling about whom you are working with, so be sure that you meet them!

What Services Are Included In Your Fee? Are There Any Additional Costs That I Should Expect?

While most planners are very upfront about all of their costs, sometimes services you assume are included are not. If you aren’t careful these little items, here and there, can quickly put you over your budget. Make sure that you discuss fee and services in detail upfront with your potential planner so that can avoid any surprises later.

How early do i need to start planning the event?

Anywhere from three months to two years before. “The most important thing is the venue,” says planner Marcy Blum of New York. “Anything is doable once you have the space.” Allow guests up to six months to plan their schedules, more if the event involves long-distance travel.

What Kinds Of Events Have You Previously Planned?

Scrutinize planners’ websites and portfolios to get a feel for the style and type of event they typically plan. “Ask them exactly what they did,” says Blum. You should know if it was the planner who picked the place settings or designed the flower arrangements and what his creative process was. Then, ask for references.

Is There A Good Rapport?

Your event planner is someone you should not only trust but also feel comfortable with—you’ll be spending a lot of time with him or her. Try getting together at least twice to discuss your event before making any commitment.

Questions to Ask Your Event Planning Company

Many professional event managers have the talents you need.  However, there are individuals out there who call themselves planners, but they may lack the breadth of skills and experience necessary to effectively produce and manage your event.  This can lead to poor outcomes, and even place your organization at financial, public relations or legal risk.

You will be working very closely with your event team. Make sure they are a good fit for you and your organization, as planners can differ greatly in management styles, approaches and processes.

By the way, get references from vendors as well as clients.  Ask if your prospective manager is good to work with.  Do they communicate well?  Do they pay their bills in a timely manner?

Here are sample questions you may want to ask:

Q:  What type of events do you organize the most?

There are crucial differences between conferences, trade shows, weddings, reunions, sporting events and fundraisers.  Find out about their qualifications for handling your particular type of event.

Q:  How do you staff your projects?

Is the work done by one person or a team?  Are they full time staff, independent contractors, interns, temps?   Who will be your key point of contact?  Who will be on-site at the event?  Is there backup support if a key person is not available?

Q: What is your experience in fiscal management?

Your event manager may be processing large amounts of money on your behalf.  If they handle funds for you, they should have a fidelity bond. Ask about the size of the budgets they manage, their ability to handle cash flow, how they handle registration funds and their payment cycles.

Q: Do you carry liability insurance?

A professional event planner will – it protects them, and you, during an event.  Check whether they can provide advice on risk mitigation, and if supplemental insurance is recommended for your organization.

Q: What services are included in your fee?

Event planners have different ways of charging for their services; hourly, flat fee, percentage, cost-per-person. Most are upfront about their costs, but something you think is included may not be. Discuss fees and services in detail and avoid surprises later. Do they mark up third party vendor costs or take commissions? If so, they should disclose this in advance.

What skills do you need to be an event planner?

An event planner needs a variety of skills in order to create events that are tailored to their clients’ visions. The following skills are typically needed by event planners.

  • Organization: Event planners need to have superb organizational skills in order to keep track of multiple event projects at the same time while still staying on track. They will need to monitor the amount of time needed for preparation and make sure that all the materials for the event are ready ahead of schedule.
  • Problem-solving: Event planning might entail a lot of last-minute issues or changes revolving around an upcoming event. Event planners should be able to adapt to misfortune and provide solutions that will still satisfy the needs of their clients.
  • Communication: An event planner should have great communication skills in order to coordinate between vendors, venues and their clients to create an event that will make their clients happy.
  • Creativity: Regardless of the event type, an event planner should have a creative mindset that allows them to come up with aesthetically-pleasing decorations, themes and color schemes. They should also be able to come up with creative solutions to venue-specific problems.