Monday, May 14, 2012

How to Hire an Event Planner

Posted by Maria Kamon www.mkpurediamondevents.com, www.mariakamon.com, www.meetingnevents.com
From Rob Harb, former About.com Guide

Whether it's your first time hiring an outside event planner to help you with an event or if you only need to occasionally hire someone, it's important to make sure you hire the right person or firm. This doesn't have to seem like a daunting task, but you should make sure you spend time sourcing the best event planners and then screening them carefully. After all, even those who are seasoned pros at this have stories they can share.
Simply follow these steps.
Difficulty: Average
Time Required: Biggest Tip: Plan Ahead
Here's How:
  1. What is your event objective?
Most people think that hiring an outside event planner or caterer begins by determining the event's budget, but the truth is that it's more important to begin by defining why you want to hold an event in the first place.
Before you reach out to an external or even internal resource who will help you plan that event, you want to be in a position to share the important goals of the event: answer your own relevant questions about who, what, where, when, why and how. There will be plenty of time to make adjustments.
  1. Why are you hiring an event planner?
Once you've defined your objectives, a few clear ideas will begin to emerge about what theme and message you want to convey at your event. But most importantly, what activities and services do you need the external resource to handle on your behalf?
Will they help with selecting the venue(s)? Will they build menus and make those recommendations? Are they helping with creating important communication items, such as invitations and other event materials? Do they need to source entertainment and speakers? Will they be needed on site at the event? Will they handle event registration?
  1. Okay, now it's time to estimate a budget.
Based on your event objectives, it's possible to create a general sense of how much it will cost for various elements of your program. This will vary based on the type of event you are hosting, and what it includes.
Many people who organize an event for the first time often fall into the trap of wanting to plan a champagne event on a beer budget (no offense intended to beer-themed events - we love those, too). Even that's possible -- not easy, but possible. And that's why many people turn to their event planner for help.
  1. Source a qualified event planner.
Oftentimes people think that word of mouth is the best way to hire an event planner for that anniversary party, breakfast business meeting, weekend retreat or other type of event. While it certainly helps, this is probably not the most effective approach.
If you're trying to find the best event planner for your event, then it's best to research someone who is experienced and holds a strong reputation within the community of event planners. Word of mouth provides an opportunity for easy sales for a planner wanting to find new clients, but peer reputation is very effective.
  1. Source event planners through professional affiliations.
Regardless of whether it's a social event or a corporate meeting, generally speaking, the rules of hiring an event planner or caterer remain the same. You want to hire someone who has expertise in your type of event.
Consider chapters of professional membership groups. Check with the national or local chapter of Meeting Professionals International, the International Special Events Society, the National Association of Catering Executives, the Association of Wedding Professionals, etc. It's also relevant to find out who is publishing articles in their industry.
  1. Source event planners through local CVBs, chambers and hotels.
Perhaps this one is overlooked the most. If you want to know who has a reputation for delivering services or expertise in a particular market, check with the local convention and visitors bureau. Many event planners are active members. They also maintain relationships with local chambers of commerce.
Another way to source experts is to reach out to the hotel convention sales department. While they may want to help you, they understand that many organizations want to consider an outside resource. They'll share with you who they trust.
  1. Interview three qualified planners.
Wow, we've only gotten to the point of sourcing and we're just on step 7. It gets easier. Most event planners will be eager to hear about your specific event, but provide them with brief details at first, and focus a bit more about their expertise.

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