EPG Spotlight
How to Hire a Professional Planner
Consider the following scenarios....
There was no clear goal or objective for holding the event, it didn’t reach target audiences and ended up going over budget...
The event ended up running out of food, the program timing was off and people left not having enjoyed themselves....
The venue used was too small for the number of guests and the event featured dancing, which was clearly mentioned in the venue agreement as being prohibited...
The hotel contract signed included such language as “menu prices will be confirmed once contract is signed” and the organization was responsible for more than $100K in liabilities....
While these scenarios may seem somewhat generic, they are indeed actual occurrences. There are many organizations who may think they can plan and manage their own events, but often this role is assigned to someone that already has other job responsibilities. For smaller organizations, this can be quite overwhelming as there are a myriad of details that must be managed in order to effectively produce a successful meeting or event. Even for larger organizations with event staff, they may be charged with managing more events, which could also contribute to work overload. Or you might simply require supplier contacts and expertise to help plan your meetings and events more effectively.
So what is a company to do? Consider partnering with a meeting and event management company. However, not just any company will do...you’ll need to do some research as to which company’s capabilities best fit your overall culture, goals and needs. Here are some thoughts to help you along in the process:
Examine Your Needs
Are you interested in a short term solution or a long-term arrangement? What activities need the most attention and could easily be managed by a partner planner? Who will be the decision-maker in your organization? Will you require this person to work within your organization or from their office? What is your overall budget to spend on management services? What will be the benchmarks for success? These are just some of the initial questions that you should answer prior to making a commitment.
Research
Asking for referrals is probably the best way to find the right planner. In addition to referrals, you might also tap local meeting and event organizations for recommendations such as Meeting Professionals International, the International Special Events Society and the Society of Government Meeting Professionals.
What to Ask
One of the main items you want to know is what type of meetings/events they’ve planned and how familiar they are with those that are important to you. For instance, here at The Event Planning Group, we specialize in producing programs in the areas of education, science and health. Understanding if the planner company has as niche will help in determining how familiar they are with your overall culture. You should also ask how they base their fees, what size groups they’ve worked with, what technology and ‘people’ resources they have, as well as how long they’ve been planning events. You might also inquire about what adverse situations may have occurred when planning other events and how it was handled.
Certifications
There are certifications within the event industry such as Certified Meeting Professional, “CMP” or Certified Special Event Professional, “CSEP” that designate the planner has achieved the highest standards of expertise and professionalism within the meeting and event planning industry. Designations as such can guide you in determining the overall commitment, dedication and experience of the planner.
Who They Know
A planner can bring great value by the resources they have in their supplier partners. Therefore, you should get a feel for the type and quality of suppliers with whom they regularly work(e.g. caterers, audiovisual, photographer, decorators, florists, venues, etc.). And if they don’t have a trusted network, consider that a red flag. It’s been said that companies are only as good as their employees...the same can be said for suppliers.
Ready...Set...Go!
A great way to see the planning company at work is to drop by an event in progress. This can help you get a feel for the overall organizational capability, aesthetics, event features and how any issues are addressed.
Finding the right fit for your organization may take time, but in the long run it can yield a more efficient and productive event planning process. Professional planners know the risks involved and can clearly better troubleshoot than those who plan events from “time to time.” By establishing a mutual partnership, team atmosphere, open communication and flexibility, the process for your next meeting or event can be a highly rewarding experience.
To Subscribe to EPG Spotlight, send an email to the following link: epgspotlight@epgevents.com