How to Select a Professional Event Planner For Your Next Event

If you're responsible for planning a corporate event, regardless of how large or small, you know it can be filled with stress. The utilization of an event planning company can make the challenge of a successful corporate event much easier. An event planning company has the expertise and experience to handle all aspects of the event thus saving you time and often money. It's important that you research and select the right event coordinator that will not only operate within your budget but has an understanding of the goal you're attempting to achieve for your event.

Selecting An Event Planner

The first step is to interview prospective event planning companies. If you are a member of a trade group or association, check with other members for recommendations. If you've attended a corporate event that impressed you, ask about who handled the planning.

It helps if you can have only a single point of contact within the event planning firm. You'll need to meet with them to ensure you have a clear understanding of the communication process they prefer and that they have a personality that compliments yours as you will be working very closely with this person. In the interview process, it's also a good idea to become familiar with their billing structure and planning fees. Nobody likes an unpleasant surprise at the end.

Corporate event planning takes some preparation. In order to give you a proper proposal, you will need to have a clear idea of the type of corporate event you wish to hold. You'll want to have the approximate number of guests you expect to attend, the potential date and the amount of your budget. The event coordinator will work with you to ensure that you stay within your financial limits.

References Are Must

It's difficult to know if the event planning company you plan to hire has the experience and knowledge to handle your event. It's always a good idea to contact past client references, especially if their planned event is similar to the one you're planning. It's possible that they will not want to disclose the names of past clients for fear of releasing proprietary information. If this is the case, the company should be able to provide a portfolio of previous functions they have supervised.

Many times if the company has a web site, they will have a list of clients they have served in the past and you may then proceed to contact them for a reference. The amount of time the event planning company has been in business is another good thing to verify. You may or many not want to be their first large client.

A Full Service Event Planning Company Can Do It All

When reviewing the services of an event planning company, make sure they are able to offer the level of service you will need. You will want to hire a full-service firm if you need someone to handle all aspects of the upcoming event from start to finish. They will customize the event's location, arrange entertainment, produce media components and write, print and distribute necessary material. Most importantly, a full service company will ensure that you do not have to handle any aspect of the planning tasks.

See An Event First Hand

The best way to see how an event planner truly operates is to ask if you may attend an upcoming corporate event. This gives you the opportunity to witness them in action, often while under pressure of performing their duties. It will also give you the chance to see how the various event components such as media coordination, entertainment and location selection all combine to make an effective corporate event.