5 Easy Steps to Help Choose Your Next Event Planner
Your calendar is full of social events, work events, meetings, phone calls, and so much more. It’s time to lighten your load and hire an event planner to take on your upcoming events but where do you get started? Hiring an event planner can be time-consuming and quite frankly a bit exhausting but it doesn’t have to be! I thought I’d share a few helpful tips to help you choose your next event planner because they’re supposed to make your life easier, not harder!
To learn more about why you should consider hiring an event planner, visit our blog!
Step 1: Decide on Event Types
First, it’s important to decide what type of events you want to have an event planner for. Is it your upcoming wedding, a corporate event, a large family gathering, a fundraiser, a gala, or a tradeshow? It’s important to narrow this down as some event planners only focus on particular events such as weddings or fundraisers (don’t worry there are some that do it all too).
Action Item: Create a list of the events you have for the upcoming year
Step 2: Do Your Research
Just like hiring any professional, you usually conduct your research. In terms of finding an event planner, a quick Google search is a great way to start your research journey. Make sure to include the location of where you would like your event planner to be or if you are looking for a specialized event planner. See the examples below.
- “Edmonton Event Planner”
- “Edmonton Wedding Event Planner”
Another great way to find an event planner is by thinking back to an event that you attended that you really enjoyed! You may be able to find out who the planner is by visiting the event website or contacting the event contact.
Action Item: Create a list of possible event planners
Step 3: Investigate Further
Now that you have your list of possible event planners it’s time to do a little investigating! Start by visiting their websites and social media channels. It’s great to check out the galleries to help decide if they may be a good fit.
Action Item: Narrow the list down to 2-3 planners
Step 4: Get in Touch
It’s time to get in touch with the few event planners you have listed. Email or by telephone is a great way to get in touch and ask the questions you need to ask to help you decide who is the right fit. Wait hold on, did I say questions? Don’t worry I’ve provided a list of questions below to help you get a better feel for each planner and ultimately decide who you will hire.
Questions:
- How long have you been in the event planning industry? Can you tell me a bit about your experience?
- Can you provide me 2-3 references for past events you have organized?
- What types of events do you specialize in?
- Do you have a list of preferred vendors?
- What is the process you use to plan an event with a new client?
- How much do you charge or what would planning for this size of event roughly cost?
- What do you do when things do not go as planned?
There are lots of questions you can ask but ultimately you need to ask the questions that are important to you so that when it comes time to make a decision it is as easy as possible. Also, a big question that your potential event planner will ask you is, what is your budget, and does that budget include the event planners fee? This will help the planner know right away if they are going to be able to help with your event, or be able to provide you with a more realistic budget for the event you are planning.
Step 5: Make a Decision
Once you’ve had the chance to chat with each event planner, it’s time to make a decision. If you are having a tough time deciding between two or even all options use a decision matrix to help.
To learn how to create and use a decision matrix, visit Asana’s helpful guide.
Using the five steps above you should be able to hire an event planner that suits your needs. As always, Planit Events Inc. is here to help with all of your event planning needs. We have years of experience in the industry, a trusted list of vendors, and experience planning and executing a variety of events. To learn more about our services, contact us!