To carry a project to a successful completion a collaborative relationship is essential. The point of hiring specialists in is so event planning services you can enjoy your special occasion and not have to worry about the details. You want to be sure your event planner can handle both the predictable and the unplanned.
Ideally, the event planner you’re working with for your Calgary event will be organized, efficient, and resourceful. Providing some information and asking the right questions at the beginning of the process will help to take the stress of event planning away from you and will result in a memorable event for your guests.
Here are some important ways you can collaborate with an event planning service provider to ensure your event is a success.
Communicate your vision
You should not be shy about telling your event planning service provider what kind of event you want to have. Don’t just say “a surprise dinner for my parents’ 50th anniversary,” go ahead and call it “charming” or “sentimental.” Event planners love this kind of insight because it helps them create a memorable event.
Ask about previous experience
Look for people who have handled events and budgets similar to what you have in mind. Your event planner should be able to give you descriptions, budgets, and references from previous jobs. They should also be able to provide you with photographs and videos of previous events so you can judge if their presentation is in line with your expectations.
Identify your event priorities
As the planning process goes along, you might find that certain elements of the event are harder to achieve than others (i.e. the flowers you were hoping for are not available, or the caterer you chose discontinued the menu item you have selected. Communicating upfront with your event planning service provider as to what are “must haves” and what are “nice to haves” will help the two of you take any unplanned hiccups in perfect stride.
At Simply Elegant, we love planning and managing events. We excel at events where the expectations are clear. We encourage our customers to ask as many questions and share as much information with our event planner from the beginning so we can rock your event.
Define your budget
Even if you change your mind at some stage during the process, it’s good to give your event planning service provider an early sense of what you are looking to spend. Together you can develop realistic goals and objectives for your event.
Be aware that event planners may charge different fee rates depending on the type of services you need at your event. This might include the following:
- Hourly rate for staff or facility rentals
- Flat fee for decorations, tables, chairs or props
- Percentage fee for bringing in entertainment or other services
In addition to each of the above scenarios, planners may charge a markup for assuming the responsibility for services such as bands, decoration or catering. Clarify with your provider the costs that your event may incur and discuss alternatives that will ensure your satisfaction with the contract you negotiate.
Manage the risks
Planning has to include foreseeing possible difficulties that might arise. There are challenges at every event. However, accidents can happen. From clients injuring themselves, to the cancellation of your event due to disruptive weather, there are some situations you cannot control. Ensure that your planner practices Risk Management and holds liability insurance. Your venue, caterers, and all vendors should also all have insurance. It is wise to carry your own event insurance. An excellent event planner knows the ins and outs of managing risks and will be able to work with you to address your needs.
Arrange a communication plan
As you work with your event planner ensure that you know who your main contact will be. Ask about the number of meetings you can have with your event planner and talk about the best times for contact with one another. You might even develop an event-planning calendar that outlines when you need to communicate with each other. Clarify who will be working at the event itself and ensure you know the key contacts on site. The ideal planners will allow unlimited consultation to ensure your confidence.
If you want more information on how to choose an event planner, or want us to handle a special occasion for you, contact Simply Elegant!