Whether you are hoping to throw the wedding of the year or you desire to put a unique twist on your next corporate event, it is always highly recommended to weigh up the options regarding enlisting the expert help of an event planner.
At first, for many, the thought of putting your full trust into an outsider may be slightly daunting, which is human nature, however, hiring an event planner can be incredibly beneficial. Here we discuss how to find the perfect event planner.
Tips For Hiring The Perfect Event Planner
A common misconception, which regularly puts people off opting to hire an event planner, is the idea that as soon as you hand the responsibility over to them, you no longer have a say in what happens. Although you may come across the odd bossy planner that is set in their ways, it is very rare that this will happen and if this does happen, it’s recommended to look elsewhere. With good research and a detailed plan of action, you will still be able to have as much of an influence as you would do so planning independently, just a lot less stress and more time to enjoy the build up.
So, if you’re in the process of looking for an event planner that will be able to bring your vision to life and plan the perfect event, keep reading for our guide.
1. Determine Your Objectives
The first step towards finding the perfect event planner is to determine precisely why you need their help. What can a professional planner bring to your event that you are unable to do alone? Do you struggle to stay on top of tasks and remain organised? Or are you worried about the high cost of expenses and are unsure how to negotiate a lower price? Ascertaining both the professional and personal skills you would like to have in an event planner is important to ensure that you can work as a team.
Next, you will need to set goals. Although your event planner is likely to have a whole host of experience organising different events, they cannot work from a blank canvas. Create a list of objectives for them to work towards and understand what you would like to gain out of the event. A great way of gathering ideas is to take the ‘who, what, where, why and when’ approach.
Lastly is your budget. Budget is one of the, if not the most, important aspect of determining objectives. If you have no experience planning an event, it may be tricky to put a set price on how much you wish to spend on each aspect. If this is the case, decide on an overall budget and then note down everything you would like to be included. You may want to consider investing into a hard-back organiser or planner to keep track of spending and note down each expense. You can always ask your chosen event planner to give a realistic estimation of how much each factor will cost. If you’re unsure on how to start your budgeting, take a look at this useful Endless Events article!
2. Thorough Research
Each individual has their own style and likes or dislikes; this also applies to the mind of an event planner. Some planners may be very niche and only provide their services for particular types of events, and others are broad, it is your choice what option you decide on. Although it is vital to be wary, you don’t want to hire a planner that specialises in extravagant weddings if you’re looking to throw a corporate event.
Take a look through their portfolio; it’ll give you an insight into the type of event they are best suited to whether this may be modern or traditional. Ultimately, you want your event planner to meet your vision not conflict your ideas, so taking a browse through their portfolio is the perfect indication as to whether they are for you.
Also, research into whether your chosen planner has won any awards or gained any industry level accreditations. If they have, it reassures you that they care about their quality of planning and have been recognised for their strengths.
3. Arrange a Meeting
A meeting prior to hiring an event planner and putting down a deposit is incredibly important. A face to face meeting is always recommended to grasp whether you can relate to them and your personalities do not clash, however, a meeting over the phone will work sufficiently if this cannot be arranged. Speaking to each other verbally rather than over email or text message will give you the chance to ask any questions you have and understand their experience in the role.
Before your meeting draft up a brief that you plan to present on the day including any specific requirements you have, again, covering all five ‘who, what, where, why and when’ factors, along with questions you wish to ask. Take a long as much information as possible to your meeting including photos of things you’d like if possible. This will allow your event planner to start thinking of ideas on how they can tailor their services to meet your needs.
It is a long-running rule that if during your meeting your potential planner does not ask any questions or give any ideas and simply just agrees to all of your ideas then they may not be for you. The whole reason behind hiring an event planner over independently planning is that they can bring unique ideas to the table and share the knowledge you may not have.
Try not to be too disheartened if you do not find the perfect event planner for you immediately. It may take a few unexpected meetings and a little extra research, but it is most definitely worth it in the long-run.
4. Check References
This may not apply to all event planners, however many have a number of references that you are able to contact to get a more personal and honest opinion on their skills. Utilise references to your advantage; they’re there to be reached, so make the most out of the extra information you have.
Find The Perfect Event Planner!
Remember you are putting trust into your event planner to bring your vision to life, so ensuring that you carry out research and gather as much information on them as possible is crucial.
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