From social to corporate events, there are several types of activities you may need to host every year, each of which serves different purposes and requires distinct settings, planning, and expenses. Fortunately, you can find plenty of event planners out there to help you in planning a successful and stress-free event.
Still, with so many event planners available in the industry, it can be quite challenging for you to pick the best one that fits your needs. This article walks you through the five essential factors you need to consider when selecting a party planner for your event.
Areas of expertise
To pick the best event planner that fits the purpose of the events, customers or organisations need to look into the portfolio or working background of the event planners. Customers should research the types of events the planners usually work on and see if their experience is sufficient to fulfil their needs.
For instance, customers who wish to hold a social event, such as a graduation party, should not hire event planners who are more inclined to doing corporate events. Meanwhile, a tech company should work with event planners who have years of experience in the technology industry as they have a deeper understanding of the company’s needs.
Services
Customers need to look into the services the event planner may offer to make sure they can handle the party satisfactorily. Services they may offer include:
- Finding and booking a suitable venue
- Organising a catering service
- Audiovisual presentation service
- Transportation service
- Accommodation service
- Hiring speakers
Also, customers can take a peek on the list of venues and vendors the party planners usually work with for an event. A good party planner can secure a more affordable and better deal with these vendors and companies.
Cost
Another crucial factor customers need to pay attention to when it comes to selecting an event planner is the service fees. How will the party planners charge their services, is it hourly, flat fee, percentage or cost-per-head? What about travel expenses or third-party vendors cost?
Customers must inquire about the fees upfront to avoid any unnecessary or hidden expenses down the line. They should also ask about the payment due and the forms of payment the planners would accept.
Software and technology
Special event tools, software, and technology could help ensure a well-organised production, especially when it comes to the budget and registration management. This technology may also provide a seamless system of invitation with social media integration. There are also tools like Rentopian which serve as party event rental software designed to keep track of your rental equipment.
Refund and cancellation policy
Nobody knows what will happen in the future. Hence, customers should prepare a leeway when an undesirable situation occurs, such as the sudden cancellation, delay, or change of event. They can do so by hiring event planners that offer some refund or cancellation options. So before signing a contract with the event planners, customers need to read the disclaimers and terms and conditions section thoroughly.
They should also inquire about what will happen if the event cannot take place because of bad weather or other unforeseen circumstances. Knowing what to expect in case of a failed event is crucial to maintain a good working relationship with the event planners.
Hi there! I’m Sethu, your go-to guy for all things tech, travel, internet, movies, and business tips. I love sharing insights and stories that make life more interesting. Let’s explore the world together, one article at a time!
