Steps to hiring an event planner

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Steps to Hiring an Event Planner
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• Hiring an outside event planner doesn't have to
  be a daunting task, but you should make sure you
  spend time sourcing the best event planners and
  screen them carefully.

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Determine your event objective.

• Most people think that hiring an outside event
  planner or caterer begins by determining the
  event's budget, but the truth is that it's more
  important to begin by defining why you want to
  hold an event in the first place.
• Before you reach out to an external or internal
  resource who will help you plan that event, you
  want to be in a position to share the important
  goals of the event. Answer your own relevant
  questions about who, what, where, when, why and
  how. There will be plenty of time to make
  adjustments.

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Determine your reason for hiring an event planner.

• Once you've defined your objectives, a few clear
  ideas will begin to emerge about what theme and
  message you want to convey at your event. But
  most importantly, what activities and services do
  you need the external resource to handle on your
  behalf?
• Will they help with selecting the venue? Will
  they build menus and make those recommendations?
  Are they helping with creating important
  communication items, such as invitations and
  other event materials? Do they need to source
  entertainment and speakers? Will they be needed
  on site at the event? Will they handle event
  registration?

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Estimate a budget.

• Based on your event objectives, it's possible to
  create a general sense of how much it will cost
  for various elements of your program. This will
  vary based on the type of event you are hosting,
  and what it includes.
• Many people who organize an event for the first
  time often fall into the trap of wanting to plan
  a champagne event on a beer budget (no offense
  intended to beer-themed eventswe love those,
  too).
• And that's why many people turn to their event
  planner for help.

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Source a qualified event planner.

• Often, people think that word of mouth is the
  best way to hire an event planner for their
  anniversary party, breakfast business meeting,
  weekend retreat or another type of event. While
  it certainly helps, this is probably not the most
  effective approach.
• If you're trying to find the best event planner
  for your affair, it's best to research
  someone who is experienced and holds a strong
  reputation within the community of event
  planners. Word of mouth provides an opportunity
  for easy sales for a planner wanting to find new
  clients, but peer reputation is very effective.

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Source event planners through professional
affiliations.

• Regardless of whether it's a social event or a
  corporate meeting, generally speaking, the rules
  of hiring an event planner or caterer remain the
  same. You want to hire someone who has expertise
  in your type of event.
• Consider chapters of professional membership
  groups. Check with the national or local chapter
  of Meeting Professionals International,
  the International Special Events Society,
  the National Association of Catering Executives,
  the Association of Wedding Professionals, etc.
• It's also relevant to find out who is publishing
  articles in their industry.

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Source event planners through local chambers of
commerce and hotels.

• If you want to know who has a reputation for
  delivering services or expertise in a particular
  market, check with the local convention and
  visitors bureau. Many event planners are active
  members. They also maintain relationships with
  local chambers of commerce.
• Another way to source experts is to reach out to
  the hotel convention sales department. They'll
  share with you who they trust.

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