Why use an Event Planner? Part 4: Direction

Successful implementation of your vision will require more than simply ordering the right mix of goods services at a reasonable price from your vendors. It will require careful planning and coordination of the efforts of a large number of people. From the people who prepare the site to the people who clean up afterward. Every vendor, entertainer, food server, audio/video technician, and floor sweeper must have a clear picture of what is expected of them and how it is critical to the success of the event. This can require a staggering amount of telephone and face time. It also requires extreme attention to detail. A professional event planner will take nothing for granted. They will want to meet by phone or in person with all parties involved. Unless they are extremely familiar with the venue they will want to perform at least one on-site inspection and meet with the providers of the venue. In some cases they will require that vendors familiarize themselves with the venue or with each other.

Depending on the size and complexity of the event planning and coordination may begin weeks, months, or even years before the date of the event.

A spectacular event needs on-site coordinating and savvy problem-solvers for the inevitable roadblocks and difficulties that arise during the planning and execution of any important event. After months of preparation it may be difficult to begin hours of hard work to coordinate on-site your special event. This is why a professional Event Planner or Event Planning Company comes in to do the work so you can arrive relaxed, ready to host and enjoy your guests or be a guest yourself, free to fully experience this memorable occasion.

Why use an Event Planner? Part 3: Procurement

An event starts with a vision, but, the implementation of the vision will involve procurement and coordination of goods and services. An event planning professional will have had a lot of experience examining the vision of an event and translating it into a list of all the goods and services that will be required to produce it. They should be especially able to see that nothing is overlooked. The list of services which might be included in an event is endless but a few of the most common are location, food, beverage, entertainment, interactive games, audio/visual support, transportation, registration, decoration, complementary gifts, security, insurance, food service, greeters, speakers, and parking arrangements.

Each of these services will be procured through a vendor, and this is where the professional event planner will really shine. Your event planning professional will have had extensive experience with vendors in your area. They will know which vendors are reliable, which are reasonable, and which offer the best value for the money. More importantly they should know which vendors to avoid. Because they have frequent dealings with all of the best vendors they should be able to negotiate the best prices for their services. For this reason your event planner can probably produce your event cheaper than you can, despite the fact that some prices include a mark-up.

A professional Event Planner or Event Planning Company will tackle the frustrations and problems inherent in planning a special event and diplomatically act as your intermediary to resolve issues with troublesome third parties, late deliveries, legal documentation, and event services.

Why use an Event Planner? Part 2: Vision

Assuming that you know your objective, any successful event will begin with a vision, a mental picture of what kind of event will best suit the objective. The vision is the blueprint for the event; from it all the requirements of event production can be determined. Some hosts will have a crystal clear vision of their event, right from the start. They will know the location, type of entertainment, type of decoration, food, and a million other details. Other hosts may want someone who can present them with creative suggestions and alternatives which would satisfy their objective. An event planning professional will have had extensive experience in both cases. A good event planner can execute the vision of his client flawlessly or he can provide a vision which is fresh and creative and meets the desires of the client. Using a professional event planner will allow you to work out as many or as few of the specific details as you like. Over the years experienced event planning professionals develop a good sense of what works and what doesn’t, they keep up with trends, and they know what is current and what is out of style.

A professional Event Planner or Event Planning Company will offer knowledge and ability to research new areas and unique requests. Once a request is proposed a Professional Event Planner will begin to research creative ideas, location possibilities and technical information to help better define your celebration or professional event. Further in depth research conducted by your event planner on the site you choose will determine the services you require and establish competitive rates for specific location and lodging possibilities, activities and entertainment as well as historical and traditional curiosities of the area depending on your event.

Be well and Happy Planning!

Why should I use a professional planner?

Everywhere we find people we find planned events. Events are hosted by individuals, groups of individuals, corporations, and communities. Events may be small or large, formal or informal, exclusive or open to the public. Events are also produced to achieve a wide range of objectives. The objective of an event may be purely social or celebratory, or it may have serious implications for the business or professional prospects of the host. It may be just for fun. It could, in fact, have some combination of all these objectives. Regardless of the objective an event will have little chance of success without good planning.

If you, your company, or your organization is hosting an event, you have probably considered whether to plan it yourself or to employ the services of a professional. We have all attended events that were planned by private individuals. Mothers plan birthday celebrations for their children, administrative assistants plan business meetings for their bosses, and nearly everyone has planned some sort of get-together or meeting with friends, family, or business associates.

This next series of articles will describe some of the advantages of professional event planning and production. And suggest a number of assets, skills, services, and economical advantages that a professional event producer can provide, and that would make the use of an event planning professional a wise choice, especially when the event in question is either large, complex, or of special significance.

Whether your event is an off-site business meeting or a wedding, whether it is a Christmas gala or a team building exercise, a new product launch or a class reunion its success will hinge on three factors: vision, procurement, and direction. Because of his (or her) experience and expertise an event planning professional is uniquely qualified to influence each of these areas in ways that result in greater success for a lower price.