In most areas of life, collaboration is a-must when it comes to carrying a project to a successful completion. It’s the same story when it comes to working with an event planning service provider.
Ideally, the event planner you’re working with for your event will be organized, efficient, resourceful and helpful. That being said, he or she is not a mind-reader, so sharing some information at the beginning of the process will help him or her do his or her job — taking the stress of event planning away from you and creating a memorable event that your guests will enjoy and remember.
So, what kind of information do providers of event planning services require?
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 budget. That way, they can help you set realistic goals and objectives for your event.
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.
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 had 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.
We at Simply Elegant 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. Talk to an event planner, contact Simply Elegant!
Questions to Ask your Event Planning Service Provider
The point of hiring specialists in event planning services is so you can just enjoy your special occasion and not have to worry about the details. You want to be sure they can handle both the predictable and the unplanned. Ask them the following questions to help you decide if they’re the right people for your event planning project.
What events have you planned?
Look for people who have handled events and budgets similar to what you have in mind. They should be able to give you descriptions, budgets, and references from previous jobs. They should also have photographs so you can judge if their esthetics are similar to yours.
How often will we meet or touch?
Ask about the number of meetings you can have with them and how many of their staff will be at the event itself. The ideal planners will allow unlimited consultation.
What kind of insurance do you have?
Accidents can happen at any event, from clients injuring themselves at the event right to the cancellation of your event due to situations out of your control like weather. Ensure that your planner practices Risk Management and holds liability insurance. Your venue, caterers, and all vendors should also all carry insurance. It is also recommended that clients carry their own event insurance.
How much do you charge?
Planners charge differently depending on the services needed.
- Hourly rate.
- Flat fee.
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.
If you want more information on how to choose an event planner, or want us to handle a special occasion for you, please contact us.