Planning an event can be quite the task, but it can be simplified with the help of the right event planner. Choosing an event planner to suit your needs is an essential part of the process, and here is how you should go about it.
- Experience counts
Experience will make itself count. It translates into expertise and problem shooting abilities, and eventually into excellence. You may be tempted to hire the trendy new company on the circuit, but remember that the one with multiple years and events tucked under the belt is going to be the right choice.
- Recommendations are reviews in real time
While doing a background check, always give weightage to feedback from people you know. By all means, go through the online review section, but nothing beats word of mouth. To be personally recommended is a stamp of guarantee. Just make sure the recommendation includes words like organized, efficient, flexible and professional.
- One-stop-shop
A successful event planner needs a large repertoire of vendors. More vendors means more options and also a greater choice when it comes to price. After all, one of the advantages of hiring an event planner is the one-stop-shop experience. Being able to choose from a variety of options displayed in one place is satisfying, and being aware of the price range ensures that you have made the best choice.
- Suits your needs
Select a company that specializes in what you want. Planners typically cover many event types, but are known to excel in a few. Find the one that suits your requirements, so that your needs are not lost in translation.
- No hidden costs
Discuss budgets, fee and policies with your event planner before you sign on the dotted line. Ensure that the planner is upfront with you, and comfortable talking about money and policies. Leave no scope for a surprise in the form of hidden costs and clauses.
- Personality matters
An event where you and the organizer are on the same wavelength is bound to go off more smoothly than one where you have to spell everything out. A point person who is compatible with you and has the ability to anticipate your needs will deliver better.
- Communication
The success of any event depends on communication. If you are unable to communicate what you have in mind, its execution is bound to be faulty. Your event planner must be ready and available to listen, and also be confident enough to express an opinion. To give you the best experience, the experts at Hafla (LINK) believe in listening and then weighing in with their suggestions.
- Time frames and deadlines
Once you are done thrashing out details, the next logical step is setting a timeline. A good event planner will commit to a deadline and suggest a stepwise time frame as soon as requirements for the event have been spelled out. Hesitation here is a sure red flag!
- Flexibility is the name of the game
Event planning is not just about planning the perfect event, it is also about the response when faced with an emergency or a change in schedule. There may be a vendor no-show, or a sudden change in the number of guests, a power outage or weather issues – how your planner has dealt with unforeseen situations matters a lot.
- Go with your gut
Do the due diligence. It is very important to go through website reviews and do background checks, but always go with your gut. If there is something that tells you all is not okay, you must listen to your instincts and decide accordingly. After all, what looks good on paper may not work out in reality.