Tuesday 26 February 2013

Smart tips to hire events planners for successful event

Whether it is your first time to hire external events planners for the assistance during event planning or you want to hire someone occasionally, the main thing to consider the right firm or professional. It means hiring the best professional is not a tough task. But you have to be ensured about picking the right event planning partner and then screening them wisely. Here are smart things you can consider when it comes to hire an event planner.

1. Nature of your event: Though most people consider the starting point of hiring an external event planner is budget, but the reality is something different. In fact, this starts from the type and nature of your event. Before using outside or inside resources for planning your event, this is important to share information about why you are organizing the event. Before making any adjustments, ask some questions with yourself about how, who, what, when and where.

2. Motive behind hiring an event planner: After defining your desired goals behind the event, you will have to consider the theme and message to spread among the guests during the event. And most important, the services and activities you want in your event and organized by your external resource or planner. Ask these questions with yourself – will he select the venue? Is he capable to make menus and recommendations? Do they create some communication stuffs like invitation cards or other materials? Do they handle event’s registration?

3. Budget: Finally, the time of estimating the budget came. This is quite easy to estimate how much it will cost as per the objectives of your event. The budget may differ according to the nature of event you are going host and its included items. Many first-timers get stuck into the trap of estimation between champagne event and beer party. Though it is not so easy for you, but it’s not impossible. That is why many people depend upon their event planners.

4. Pick up a qualified professional: More often, people believe on words-to-mouth publicity when it comes to hire an external partner to organize any event including breakfast business meeting, anniversary event, or outdoor retreat and so on. Though it works more certainly, but this is not always effective to all. In this way, researching on your own is very effective because there is a 100% chance to get the experienced and reputed event planning partner. For a newbie planner, words-to-mouth publicity is a way for them to increase sales.

5. Find event planner with professional ways: Whether you are organizing a business conference or a social event, the rule always stay same when it comes to hire an event planner. You may ask some professional member groups near you if you want an expert event planning partner.

6. Find event planner with regional hotels or chamber: Many expert and experienced event planners are active members of the local chamber of commerce or hotels. You may need to know about the reputed event managers through local visitors’ bureau or convention in a particular market. You can also checkout the sales department of a hotel.

7. Interview the qualified event manager: Finally, we have reached no.7 and this is the scoring point for you. Most events planners are more eager to know about the event you are organizing. But give them brief information about your event and try to know more about their expertise. Try to know their information about their experience, business and their strategies to plan for an event. Since you are the only one to hire a planner, make sure to listen about what you have asked. Interviewing an event planner is just like you are hiring an employee. But here is the difference – the event planner will also try to know you.

8. Provide details regarding the event: The excellent event planner will definitely want to know your objectives on event, budget, timeline, no. of guests and attendees and your personal preferences. In addition, they will also ask about your company, objectives and the particular event that can fits best with your circumstances. This will help them to organize the event with more ease and without any hurdles. Whether it is the business meeting or a social event, this works the same for them.

9. If possible, meet your event planner personally: This is not always possible to personally meet any professional, especially when you are organizing event out of your town. However, this is very critical step because of the value and budget of your event. Remember, hiring most experienced one is not always the best choice. In fact, someone’s passion and professionalism also matters on selection.

10. Check out references: Going alone only on your instinct is not a good idea. In fact, the idea of your colleagues, buddies and family also works. After all, this is your event and your reputation and name in the market related with it. So, asking with your near ones is not enough. You should go deeper. Ask with your event planner about their last clients and know more about their business. Check them out with using your own references.

11. Try to negotiate: The event planners also ask you for advance and to provide deposit to the venues and services they provide. In this way, you have to try to negotiate and avail the best advice from your own legal counsel. 

12. Stay ready to switch the planner: If everything is going as per your plan, then you have hired a correct partner. But if everything is not going smoothly and with hurdles, then it’s time to get ready to fire an existing partner and hire a new one for your business. Make sure to work with patience and wait for the things to go smoothly again. But if everything doesn’t recover easily, then be ready to make a tough and important decision to switch a new event planning partner.

These above are the smart ways for you to get a best event planning partner for your event of any type.
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