Surprisingly, the U.S. party and event planners market size stands at $3 billion, registering a 2.8% growth in 2021. The tremendous growth comes as more individuals and businesses realize the unmatched benefits of hiring event planners.
Hiring an expert planner saves your time and money. Furthermore, the planners are experienced. So you can count on them for professional insight.
With the right event planners, you will have peace of mind as you handle other tasks around your organization, and you are guaranteed that your event will run smoothly.
The challenge comes in choosing the best event planner, especially with so many choices in the market. Check out this complete guide that makes selecting the right event planner simple.
Set a Budget and Compare Prices
Before embarking on your search for the right event planning & production company, the first step is to set a budget. Establish how much you can comfortably afford to spend on the event while considering the critical aspects such as the number of guests and cost of supplies.
It will help if you overprice the supplies when planning your budget but lower your vision a little bit. You do not have to break your back to host an elegant event. You only need an experienced organizer to turn the little you have into a classic party.
After setting a budget, take your time to compare the cost of services offered by different planners. Conduct online research until you find the most affordable yet realistic organizer.
Keep in mind that low prices may indicate inferior services. And high prices do not necessarily mean that the providers are the best. Conduct due diligence before settling for the right event planner.
Consider the Event Planners’ Experience
Not all event planners are created equal. And when it comes to professional event planning, experience plays a critical role.
The right event planner should be knowledgeable about your specific type of event. The longer the planners have been in the industry, the higher the chances that they have mastered quality event planning requirements.
Take your time to look for an event planner that has been in the industry for at least two years. This means they have acquired the skills and expertise needed for excellence.
Moreover, if they are experienced, they have probably run into all types of event planning challenges and know precisely how to overcome them. They know how to plan an event exactly how you want or even to exceed your expectations.
Experienced event planners understand how long it should take to finish your event. They will strive to meet deadlines to maintain their reputation.
What’s more? Highly experienced event planners need no supervision. You can focus on other tasks with peace of mind, knowing that the service providers will do their best.
Experienced event planners have had their time to hone their craft. The goal is to find service providers who take pride in their work. Although you may have to pay more, the quality of services you get from a skilled professional is worth every coin you spend.
Specialization Matters When Choosing the Best Event Planner
Each type of event has its unique planning requirements. Suppose you are looking for the best wedding planner. You cannot settle with a provider who only has experience in corporate events planning.
It will help if you hire an event planner who has handled similar events as yours before. This increases the chances of meeting your needs within the shortest period.
The service provider should be willing to inform you of the kind of events they frequently work on. If the company deals with business-to-consumer events, they may not be the best fit for your business-business event, so you need to move to the next choice.
Similarly, if you run a construction company, hiring an event planner with previous experience with companies in a similar niche is more recommendable. The reason being, they are likely to understand the event industry better. You will spend minimal time explaining your likings and leave the rest to the best.
Do not forget to ask for case studies to confirm that, indeed, the event planners can handle your event. You may also ask for references to be sure that you are hiring the right provider.
Check the Range of Services
It is critical to understand the range of services the event planner of your choice offers to determine if they can comfortably handle your requirements. The right event planner should provide more than the basics.
They should be ready to simplify your work as much as possible by helping you select an excellent local venue, handling visual services, and arranging transportation, just to mention a few services.
The event planners understand the ins and outs of this market. They have a list of vendors, venues, and other relationships that you need for a successful event. So you can count on them to help you secure great deals that you can’t get if you decide to handle the tasks by yourself.
A good event organizer should be your only point of contact. They should connect you with other necessary stakeholders to ease your work and help you create more time to invite your guests.
The event planners should willingly prepare and establish schedules, find and manage all the needed supplies and manage your finances and budget for the event.
Besides saving your time, hiring an event plan that can handle all requirements saves you from last-minute frustrations. You don’t have to deal with different organizations and confirming if each one of them has done their part, thus minimal chances of confusion and errors.
Furthermore, if the event planner can handle all services, you only pay an agreed flat fee for all the services. And this will help you save a lot.
Consider the Event Planners’ Availability
Availability plays a critical role when selecting any service provider, and this case is not an exception. You need an event planner ready to start when you need them and who is committed to your project.
Event planning requires the experts to be on the lookout 24/7. They cannot afford to rest in between the project or handle more than one event planning project at once. Otherwise, they risk missing deadlines or leaving essential details that could ruin your entire event.
When looking for the best corporate event planner, the goal is to please the investors, customers, and everyone attending the event. The planners should pay attention to every detail to help you land deals and make sales without much effort.
This is only achievable through support and collaboration from the entire event planning team.
They should be ready to work together to ensure that the project is done within the shortest deadline, without any errors. Also, collaborations between the creatives help them brainstorm amazing ideas to bring your event to excellence.
The Refund and Cancellation Policy
Event planning is full of uncertainties. You may think you have everything figured out until something comes up and you have to change the venue, postpone or cancel the event altogether.
Such mishaps will cost both you and the event planner. And it will help if you already have an agreement on how much they will charge if that happens.
Most service providers charge for the products and services that have been utilized. Others may charge you for every hour spent on the event organization and the already made outlay.
What happens if you have additional service providers such as transportation and caterers? Will you have to pay them separately, or will the event planner handle the arrangements for you? Such are the critical aspects to discuss with the event planners before settling for the best.
Most importantly, discuss what happens if the event is postponed due to circumstances beyond your control, such as unfavorable weather or industrial actions. Asking these questions saves you from last-minute inconveniences and helps you maintain a good relationship with the organizers.
Which Technology Do the Event Planners Use?
Among the event planning best practices is to have the right management tools and technology. Pay attention to the kind of software and tools used by the service providers to streamline tasks and maximize accuracy.
The best event planners should willingly invest in registration, analytics, ticketing, and project management tools to offer their clients well-organized production and added value.
For instance, using a ticketing tool helps you to track your event’s return on investment. It also gives your guests an easy interface when checking in.
Streamline Your Event Planning Process With the Best Planners
Hiring professional event organizers gives you access to the recourse of skilled and experienced experts. But you need the best event planner for the best results.
The tips above will simplify your search process and help you locate a service provider who understands the industry requirement at the best price. Consequently, you can interact with your guests and have a great time without worrying about possible mishaps.
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