Whether it’s a corporate conference, product launch, or community festival, the intricacies of event planning can quickly become overwhelming.
That’s where a professional event planner comes into play (and maybe us ;)), but the key to success lies in proper preparation.
This blog post will guide your business through the process of preparing to hire an event planner, ensuring a smooth and successful collaboration that will make your event a standout success.
What you need to Identify in your Business to Hire an Event Planner
One thing organisations do when they need an event planner is jump straight to the hiring process. But there are a few things that need to be done first. It is important to also:
- Know your audience: not just for your event but of course your business, which is also valuable information for the event planner
- Know your goals: again, not just the event goals, but your business goals. How is this event going to help you achieve your business goals? What is the ROI?
- Understand your vision: the vision of your business, your purpose, your why, all very important, this can also help you identify the event you want to create
- Know your values: your business values, this is important to ensure the event aligns with them!
This is all business foundations, but if you don’t know them, or haven’t thought about them in a while, now is the time!
1. Know your Event Foundations before you Hire an Event Planner
Once you have established your business foundations, it’s time to prepare your event. Now you might not know exactly what you need (which is why you need an event planner), but start thinking about the following:
Define Your Event Objectives and Budget
Before hiring an event planner, it’s crucial to have a clear vision of what you want to achieve with your event. Start by defining your event objectives. What are your goals? Are you looking to raise brand awareness, foster community engagement, or launch a new product?
Once your objectives are set, establish a realistic budget for the event. Having a well-defined budget will not only help you narrow down your choices but also provide clear boundaries for your planner to work within.
If you’re struggling with your budget, and can only come up with a ball-park, tell that to your prospective event planner as they can likely help.
Identify Your Event Needs
Every event is unique, and understanding your specific needs is paramount in finding the right event planner. Determine the type of event you are planning.
Consider the size of the event, the location, structure, audience and any special requirements. For instance, a corporate conference in a City hotel requires a different approach than a community festival in a park. Knowing your event’s specifics will enable you to find an event planner with the relevant experience and expertise.
2. Find Hire an Event Planner
After you have your business and event foundations, it is time to find the right person for you! This is when you can:
Research and Shortlist Event Planners
Now that you have a clear understanding of your needs and objectives, it’s time to research and shortlist potential event planners.
Look for event planning agencies or individual planners who have experience in organising the type of event you’re planning. Reading reviews and testimonials can provide insights, and don’t hesitate to seek recommendations from your network.
Create a shortlist of potential event planners based on their credentials, track record, and suitability for your event.
Interview and Assess Event Planners
Once you’ve compiled your shortlist, the next step is to schedule interviews with the prospective event planners.
During these interviews, ask about their previous experience in organising similar events, request references, and enquire about how they handle challenges and unexpected situations.
Pay close attention to their communication skills, creativity, and overall compatibility with your organisation. An effective working relationship with your event planner is vital to the success of your event.
It’s important to ensure you’re both on the same page with your event vision and business ethos.
3. Discuss Your Vision and Expectations
While speaking with potential event planners, be sure to clearly communicate your events vision and objectives. Share your expectations regarding event themes, aesthetics, and desired outcomes.
Provide any unique or specific requirements you may have, such as branding elements, special guest appearances, or technical specifications.
The more detailed and transparent your communication, the better your event planner will be able to align their services with your vision.
4. Compare and Reflect
Once you have met with prospective event agencies or individual planners, sit down and review all the information. Work out what are the most important items to you, and your team, and rate them based on that.
Is their proposal cost effective? Can they deliver on everything (or most) things you require? Did you have a good rapport with them? Are they onboard and understand your event vision?
Remember – cheap doesn’t necessarily mean cost effective and expensive doesn’t guarantee quality.
Once you’ve landed on your chosen event planner, then it is time to create magic together!
Final thoughts
Preparing your business to hire an event planner is a critical step toward ensuring the success of your upcoming event.
With a well-defined budget, a clear understanding of your event’s needs, and a shortlist of suitable candidates, you’ll be on the right track.
Remember, a successful event planner collaboration is built on open communication and a shared vision. Prepare thoroughly, and your event will undoubtedly leave a memorable mark on all who attend.