So, you’ve got a big event coming up, and you don’t know quite how to get everything accomplished.
Once you made the decision to hire a professional, though, how do you know who to choose? Are they truly experienced? How can you tell beforehand, so you don’t end up learning that during the event the hard way?
Here are 10 questions you should ask your event planner before you hire them to find out…
- What types events do you handle the most?
If you have a corporate event you need help with, the last thing you want to do is hire someone who spends most of their time planning weddings. Be sure the event planning professional you choose has had experience in the type of event you are putting on.
- What skills does your team have?
Understand what they can and can’t do for you. Event registration? Promotion? Vendor coordination? What else? While Plan Ahead Events has access to a wide range of skills and talents because of its size, not all event planners do.
- Do you carry liability insurance?
This protects you and the event planner. It’s just a good idea to have another layer of protection.
- What is included in your fee?
Be sure you are clear on what the event planner is planning on providing you. Make certain everything is spelled out in the contract, and that you and your planner are both in agreement on what is included. If there is any doubt or confusion, get it cleared up ASAP.
- When things don’t go as planned, how do you handle it?
There is only so much that we can control. And weather just isn’t one of them. Of course, there are lots of things that can go wrong with an event, including the invitations, registrations, and more. Ask if they have any stories of previous events that required some quick thinking on their part, and listen to how they responded to the issue. Remember Murphy’s Law? If your planner isn’t planning for it, you might consider moving on to another option.
- What is your cancellation and refund policy?
Just as things can go wrong with an event, situations can arise that require you to cancel. Asking about the cancellation and refund policy up front will alleviate any disagreements on how much you might end up owing the event planning professional if you have to cancel after they’ve begun work on your event. This should also be spelled out in the contract you sign with them.
- Will I be dealing with you or your staff?
Some event planners have assistants that help them pull off events. Depending on how busy the planner is, their assistants might be your only means of communicating with them. For some people, that won’t be an issue as long as things go smoothly. If you would prefer to deal only with the owner, you need to state that up front.
- How early do we need to start planning for the event?
Experienced planners will know about how long it will take to make sure everything is in place for the big event. And different events take different lengths of time to plan for.
- Can you explain everything in the vendor’s contracts?
Vendors and venues can sometimes hide upcharges in the fine print. Be sure to ask your event planner if they can explain the costs associated with every aspect of your event. A good event planner should have relationships with various vendors and venues, and might even be able to get some costs waived or lowered for your event that you wouldn’t be able to do on your own. At the very least, your planner should be able to explain everything to you.
- How much will it cost?
We saved the best for last! Yep, you should always ask what the final cost will be. Some planners will charge a percentage of the costs associated with your event, while others will charge a flat fee or hourly consulting fees. Know which you are signing up for!
Don’t be afraid to ask as many questions of your possible event planner as you’d like. And if the answers don’t leave you feeling like they’ve got it all under control, consider moving on.
Do you have other questions that you’ve asked your event planning professional? Let us know.
I can only imagine how crazy it would be to plan and manage a event planning company. Not to mention just the headache of planning it all to yourself. One reason I think event planning companies are the way to go is because of the massive undertaking you have to get catering and entertainment. I really like what it said in this article about how event planners having good relationships with various vendors and venues.