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Finding the Right Event Planner for your Special Night

March 23rd, 2009 By: Doug Hahn

Finding a planner who shares your vision is the first step to creating an event that goes off without a hitch – whether it’s a wedding or a corporate function, the right consultant can make every step along the way to your special night stress-free. Here are some tips on choosing the right planner.

Save The Date… And Think Ahead

You’ll never know if you’ve found someone who can make your special night happen if you don’t have a clear idea of what you want – this is the first, and most important, step in creating a memorable night. Sit down and choose a date, at least several months in advance if possible. The longer you have to plan, the less your event will cost – any goods or services provided at the last minute tend to be much more expensive.

Next, make a list of the venues where you’d dream of hosting your event. Some simple questions to ask yourself here include how many people will be attending, what your budget will be, and how far you are expecting your guests to travel. Make sure to include several venues in your wish list, because it’s not guaranteed that your first choice will be available on the date you want.

Choose a theme and decide upon a budget. This doesn’t mean that you need to set your heart on every last detail, but having a vision for your event will help you choose a consultant who will help you achieve your goals.

Be open minded about your needs and resources, too – your planner can help you decide whether a budget is realistic or not. Many people tend to come up with numbers that may not reflect the current market for goods and services, so make sure to be up front and honest with your planner about this from the very beginning.

Kinds of Planners

Generally, there are three types of event consultants; knowing which one is right for you will make your search much easier:

Event Producers will assist you throughout the entire planning process, from the genesis of your concept to the clean-up after the event. They will assist you with every aspect of your event – including choosing a caterer, booking your venue, deciding on table décor, and much more.

Partial Planners are for those who’ve already booked a venue, chosen many of their decorations, and sent out invitations. These planners are best suited to medium-size events that tend to be more intimate in scope.

Week-of Planners and Day-Of Planners simply help events run smoothly. If you have already planned your entire event, but are worried about mishaps or disasters, these are the kinds of planners you need. Make sure to interview a these planners before the event in order to make sure he or she understands the event’s scope and vision.

Another option worth mentioning is one-stop catering companies. Many caterers offer full service packages that include event planning services; some of our preferred caterers at the Bently Reserve even offer this option.

Meet with Potential Consultants

Similar to a job interview, this stage is crucial to getting the right person to help make your event happen the way YOU want it to. Make sure he or she has good references from relevant clients (if you’re planning a wedding, for example, a planner whose only done corporate events probably isn’t right for you). A few key questions to ask include:

How long have they been planning events?
Ask for references of past clients.
What vendors have they worked with before?
Are they a member of a professional organization?
Will they attend important meetings with representatives of your venue, caterers, and others?
Will they look over contracts with vendors for you?
When will they arrive and leave on the day of the event?
How available are they in case of emergencies?
Do they have a backup plan?
Ask them to tell you a story about how they handled a crisis situation at one of their events.
How do they charge? Some planners charge hourly fees, and others flat fees – this is crucial information, depending on your event’s size and scope.

During the interview, make sure your candidate understands your concept, and that he or she is excited about making it happen: a planner who’s enthusiastic about your concept will make it truly extraordinary.

Get it in Writing

If you’ve made a decision about a venue, make sure to secure a written contract and make a deposit as soon as possible; having to change your venue or date may cause you to lose vendors, or even your planner, at the last minute.

Make sure you have a written contract with your planner, and that he or she gives you written updates about the progress of your special night. We don’t live in a perfect world, and keeping track of all the details will save you time and money. This is crucial to avoiding last-minute disasters.

A Good Rapport

A final word of advice is to choose a planner you like, and who can understand your vision – planning events can often be very high-stress, but if you’ve found a person who enjoys working hard to make visions come true, your night’s on the track to success. Try to have some fun, and remember that making memorable events happen is an art, not a science.

About the Author

Doug Hahn

Douglas Hahn is a copywriter, creative writer, and avid reader. He’s been working in the industry for nearly a decade, and wants to see the world become a greener place.

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