How do I choose a great event planner?

If you want a GREAT event, then you must choose a GREAT event producer. Ask yourself "How do we or I pick a GREAT event producer"? Well, there are two schools of thought.

The first is to know exactly what type of event it is your trying to produce. What I mean is... the theme, the food, beverage, entertainment, the venue, the lights, the sound and the overall atmosphere are all something you should have in mind. It's just what to do, where to go and how to put it all together with your budget is your only problem. What should you do? I've often asked new clients as I get to know them, "Close your eyes call it a perfect world...now tell me what you see? I'm either amused or totally astounded as to how they'll respond.

The second school of thought is you have no idea, not a clue as to what to do and need to seek out a producer to not only consult and suggest ideas but to create an image of a theme that can be imagined mentally and presented in a way that can be visualized and understood. A producer that can create excitement and infectious anticipation is what you're looking for.

A great producer is comfortable in both of these arenas. They should be able to listen closely as to what the clients needs are and identify the right questions to ask as an advocate based on their experience.

A great producer knows how to gain confidence and maximize budgets giving their client the assurance that they've picked the right person to realize their needs. A great producer knows how to communicate their ideas and how to motivate the people around them so that everyone is working towards the same goal as a team. Picking a great producer is as important to the end result of an event as is picking the right wine to complement the perfect meal or picking the right furniture to maximize the comfort and appeal of a room.

Let's examine both schools of thought to get a clearer understanding of what to do, what to look for and what a producers needs are. I say what a producers needs are because it's important to realize that after you're comfortable with your selection you need to trust in your producer as you would trust in your own doctor or attorney.

If you know what type of event your trying to produce, first organize your wish list. Being very clear as to what you want and how to convey your needs. These concepts are key to the process. List all components of your event germane to the end result. After you or your committee are clear on your list then search out a professional local, regional or national production company with the experience to meet your needs.

You notice I've said a professional production company not a Mobil DJ, caterer, decorator or florists but a professional producer. There is a big difference and although any one of these services may be important to your event, a great producer is one that brings the experience of all these services together time after time looking at the big picture.

These days it seems everyone in the industry thinks they're a producer but it takes a professional team with many many years of experience to qualify for the task. Don't make the mistake of trusting your event to someone who thinks just because they've been around the industry as a service provider their ready to 'cut their chops' on your event. Remember the saying "Hind sight is 20X20 vision", well then...Why risk it?

Start by visiting trade shows or searching the internet. Going to reputable event related websites like PartyPop.com are extremely useful in finding a great producer. Make a list of the ones that seem appropriate and start with a call explaining to them your wish list, set up an interview with the ones that stand out and request proposal information.

If you're unfamiliar with them ask for several references to find out how past and current clients enjoyed working with them. Were they professional? Were they detail oriented? Did they communicate well and did they do as they said they would? These are the perfect questions to ask a past client. Try to ask for past and current clients to get a feel for their consistency. Remember experience is everything...you want a great producer that not only knows how to get things done but sees 'train wrecks' before they happen.

Next visit their website. This is a strong indication as to whether or not a producer is capable. If they can create a great website, one that is organized, engaging, exciting and complete from start to finish then the chances are they can produce a great event as well. A great event planning website is one that should be informative, entertaining, create visual stimulus, provoke creative ideas and have useful tools, products and services to help organize your thoughts and complete a great event from thought to finish from party favors and gifts to signage and decor.

The later school of thought I mentioned is a bit more of an arduous process. It entails all of the preliminary processes I discussed earlier but it goes more to the sophistication of the event producer. Here a great producer must be able to listen to the client first and foremost to identify and get to know their client to the tenth degree. The producer must know about your past events, favorite things, the goal of this event, the personality of the CEO or the bride and groom, the companies products or services or the bride and grooms family members, the type of guests that will be attending and most of all the budget.

Here, it is important to not only pick a great producer but one that is creative, communicates well, has extraordinary vision and the experience to pull it off. One that understands how to spend money wisely and has a reputation of being straight forward and trustworthy.

I mentioned earlier that knowing what a great producer needs are is as important as the wine you pick for the perfect meal. What I mean by that is, a great producer is one that has pride and passion in what they do. I've often attended sales training seminars or networking meetings and not only was I the only event producer in the room but I was the only one anyone had ever met or known.

We are a rare breed of individuals who have thick skin but sensitive feelings. We want to be treated fairly and are willing to put up with long hours, constant changes, flexible conditions and stressful working environments. But we are not willing to put up with bounced checks, late deposits, and miserly clients who want everything for nothing.

A great producer knows how to deal with money responsibly and should be given the respect that one would give to their accountant or attorney. Do you hire a professional house painter or auto mechanic and then stand next to them and instruct them on every little thing they should do? I think not... So why would you want to do that to your event producer? Aren't they as important to you as the paint on your home or the engine in your car? Especially, when your event can cost as much as a car and in some cases a home.

When selecting a great producer find the one that you can have fun with, you respect as a professional and look forward to working with. A great producer can go a long way towards producing a great event and will ensure that not only will you have a successful event but one that is enjoyed by all in attendance and remembered for years to come.

Best Wishes and Happy Planning!

How do I prepare for a career in Event Planning

This is a great question and one that I get almost everyday. First let me say that with all the education and talent in the world unless you have the passion and the tenacity of a Rhinoceros you will not succeed in this field or any other for that matter.

I believe that luck is when opportunity and preparedness meet. Although no matter what you do without preparation and preparedness you will fail. Now you can take certain college curriculum in the hospitality industry, risk liability and management but nothing can replace a natural talent for entertaining, innovative ideas and an attention for detail.

Of coarse if you are out to get a job with a corporation or association planning events or you are planning on going into business for yourself you will need to be very savvy at marketing and selling yourself or your company.

I will close this posting by saying there is no better way to gain a valuable reputation and get yourself noticed in a competitive business than to surround yourself with the best vendors, entertainers and service providers that do great work. After all the choices you make with whom you work with planning, designing and executing great events reflect on your credibility. 

Best wishes and happy planning!

Bay Area Event Planning

Welcome to the only bay area event planning blog dedicated to supporting, helping, teaching and discussing exciting cutting edge events, event planning, event design and some very cool ideas to make your next event a great event. 

You'll be able to resource ideas at www.thegreatevent.com , www.bayareapicnicplanner.com, sfo.thegreatevent.com and www.darrylscottievents.com at any time including posting your own comments in what we're sure will become an expansive community of professional event planners.

Check back often as we will be making posts on a regular basis and please let us know what you are most interested in since my favorite thing in the world other than my wife, Yvonne and the game of Golf is planning, designing and executing great events.