Planning an event could be a herculean task and surely it would require an expert to handle such affairs smoothly. Market is flooding with event management companies which boast about being the best among others but hiring a good event planner would ask you to be little critical in judging the best. Therefore these 5 tips would prove to be the deal breaker while hiring a perfect event planner for your events.
- Defining your objectives
Assessment of your scope of work and defining clear objectives is a must for starters, before you set out to hire an external agent to plan your event. Start by answering some basic but important questions like - what, why, how, when and where, to set the clear goals you want to achieve with your event. Select a venue, time for your event and thereafter choose an appropriate theme you would want to decorate your whole event with or if there is a message you’d like to deliver through your event. Define an estimate budget you’d like to allocate for the complete event and then look for the event planner who’d fit in your budget.
- Area of expertise
If you have zeroed in on few event planners available in the market, find out their area of expertise. Whether they are experts of B2B events or B2C events, which industry or category they claim to be their home-ground for their best play. For example, if you’re a technology services company, and your event is all about new technological breakthroughs in the industry, you wouldn’t want someone to plan your event, who is experienced in handling events in FMCG sector. Their experience in terms of number of events they have done and also the number of years they have been into event planning, matter most, as no technology and strategy can beat experience. Make sure to ask for their previous case studies of their successful and most talked about events in that industry. Therefore, their rich experience in that specific industry would definitely add grace to your event.
- Reputation in the market
Any event no matter the scale, can’t afford to have failures of any kind as it would only compromise on your brand’s image. So you shouldn’t forget to factor in the relationships of your event planner you hire, with the vendors and people. Their reputation in the market would tell you a lot about your scope of work with them. If their reputation is clean, then not only he would be having good vendors under his umbrella but also he would ensure good quality services at your event. Use your local sources and online review if available, to deal with this issue and perform a reputation check before you engage. They must be punctual with the event timelines, and also responsible enough to respond to every call and email from you.
- Latest Tends, technology and techniques
You can't survive if you don't evolve. You wouldn't want to lose out on obsolete technology, out of trend ideas and mundane concepts, while planning the event. Therefore ensuring that whosoever you choose to plan your event must be well equipped with state of the art technology and techniques to ensure a wonderful experience for the audience. Refer to their case studies to see the extent of their creativity in their past projects. Including latest trends from the industry or social media, into their gigs during the event would add memorable moments for the audience. So your event planner must be well versed with these tricks and trades, along with a creative bent of mind, to lighten up your event. Also keeping pace with digitisation of everything around, ask them if their marketing and advertising team is god with digital marketing as promoting your event on social platforms would result in good and relevant attendance at your event, making it a success.
- Fee Payment
The very area where chances of misunderstanding and dissatisfaction are highest is, payment part. There are chances that the event planner would charge you a bomb but deliver just a fire-cracker. There are always hidden costs which they don't disclose in the beginning so you need to be clear about the fee from the very first discussion. While discussing the payment part, you must ask all the possible questions regarding the fee, whether the fee would be payable in full or in installments, whether or not there are any hidden costs involved, modes of payment available with them. You need to ask about their cancellation and refund policies. Making all these inquiries would not only save you from the troubles later regarding payments but would also allow you to focus on other important things during the event.
Having mentioned these five tips to ensure a good hire as your event planner, you must also monitor them so that there is no scope left for any glitches. These tips would help you sort the grain from the chaff and get you a professional to plan the perfect event for you.