Planning an event is not a simple task. Whether you’re planning for a wedding, a birthday, a friend’s bridal shower, or your parent’s renewal of vows, it could be very overwhelming, and time consuming. Most commonly, with your busy schedule, you just don’t have the time or resources to look for ideas, colours, textures, vendors, bookings and every small detail on the day of the event. With this in mind, you start looking for an event planner, so together with a planner, you can iron out all the details and create an event that you and your loved ones can freely enjoy.
With easy access to information online (hello good ol’ Google!), it’s not hard to find an event management company or a freelance event planner. However, given the amount of choices you have available, the main question then becomes “How do I choose which one?”
As an event planner, sometimes, I get asked a lot of questions by my clients. Other times, not so many. Most of the time, clients don’t really know what questions they should be asking or what answers should they be looking for.
So here, I am going to be talking about 7 questions you should ask when hiring an event planner. Let’s jump right in!
1. How many events have you planned? Of what size and budget?
When hiring an event planner, it is important to get an idea of the experience the event planner has in planning events. It is always good to have an idea of how long the event planner has been in business for and their versatility. Versatility is a very good indicator of someone’s abilities and leadership qualities. More specifically, you should ask “how many events of my size and budget have you planned?” This will give you a better idea of what that event planner can do within your budget and event size limitations.
2. Do you have a game plan for managing the event budget?
This is one of the most important questions to ask an event planner and should be answered with a firm and assuring “Yes”. Ask them to tell you their budget plan and how they will control the use of scarce resources. What will happen if you run short of money for certain elements? How will the money be redistributed in this case, and based on what?
Make sure your wedding planner is money-savvy so that they can help your dollar go the extra mile, while putting together the most important pieces that will lead to a successful event.
3. What steps do you take to handle last minute or unexpected setbacks before, and during an event?
When planning an event, even if you planned well in advance and followed your strategy to a tee, there’s always potential for something to change or go wrong.
Managing last minute event madness is a skill on its own, but it starts during the initial planning phase by including some wiggle room in both the timeline and budget for things that may come up later. This question will let you know how your potential event planner sticks to the plan (and of course your budget!) and thinks creatively to overcome any challenges.
What to look for in an answer:
- Organizational Skills
- Budgeting Tactics
- Attention to Details
4. How do you manage yourself when planning an event?
To be a successful event planner, your candidate must exemplify strong organizational skills. When you work as a team, carrying out tasks amidst chaos and disorder becomes a lot less stressful if there’s a certain logic and order to things. Assigning tasks, keeping to deadlines, keeping the appointments and important documents organized make the whole process a lot more smoother and less overwhelming.
What to look for in answers :
- Time Management
- Resource Allocation
- Multitasking Abilities
5. Do you have a contingency plan?
What happens in case of an emergency? Is there someone else assisting you (the lead planner) to ensure a smooth transition to plan B?
The person spearheading your event should have a backup plan in case anything goes awry. Not only does it involve careful planning of the event to avoid any crisis before it happens but a planner should be able to tell you about all the precautions they take and how they tackle possible plan B’s.
6. How do you charge for your services?
Some planners charge a flat rate, while others will bill you by the hour. Sometimes, there are add-ons or custom design elements that are priced separately. Some event planners, like myself, have different packages depending on client participation and needs, like Full Event Planning, Partial, and Day of the Event Coordination.
Event planners base their prices on experience, accomplishments, quality of work and various other factors. Some planners have a very unique style that caters to a specific group.
Asking this question will give you an idea of whether the elements you’d like them to focus on are factored into the cost. You definitely want to talk dollars before looking at any contracts.
7. How do you communicate with your clients?
Being part of the event planning itself, you will be in constant communication with your event planner in the months leading up to the big day. Therefore, it’s important to know what the best way to reach them is. Ask your event planner if they prefer to be called, emailed or texted, and if they have any specific days or times that they’re not available.
What to look for in an answer:
- Flexibility
- Approachability
- Follow ups
- Networking and relationship building
Conclusion:
It is essential to interview a few event planners before you decide which one to go with. Don’t hesitate to share your inspirations, your experiences and what you’re looking for to get a clear picture. If they offer free consultations, do take advantage of it, because it will help you narrow down your options and finalize an event planner that you feel excited to work with.