How to Hire an Event Coordinator

With a skilled event coordinator backing you up, you can throw a corporate picnic for 100 people, an intimate dinner party, or a country wedding--all without breaking a sweat. Replace panic with peace of mind and enjoy the festivities.

Difficulty:

Moderate

Instructions

1. Base preliminary logistical decisions on your budget: number of guests, atmosphere, location, date and time, food (buffet, sitdown meal, cocktail party, box lunches) and degree of formality. Give yourself at least six to nine months lead time when planning a large event.

2. List those tasks you want taken off your shoulders. A pro can plan budgets; rent audio/visual and other equipment; scout venues; hire and manage live music; manage guest lists; arrange for decorations and valet parking; handle airline and hotel bookings for out-of-town events or guests--even hire portable rest rooms.

3. Remember that well-connected professionals can save you money by passing on discounts and perks they get from vendors and banquet managers. And since they're experienced with service-provider contracts, arrange for them to handle all the negotiations, notifying you of any hitches or price increases.

4. Consult local wedding and business reference guides, and ask for referrals from trusted friends, colleagues, caterers, and local hotels and businesses for event planners, consultants or coordinators.

5. Interview likely prospects. Ask how many events they've produced, what kind, for how many, and what made these events special to find out if they're experienced in the kind of event you're throwing. See what aspects of the event they will assume control over. They should also be able to offer creative ideas to suit your budget.

6. Discuss whether you will be billed by the hour, the event or as a percentage of the total budget. Ask if package prices are available. Explain in detail what you want the coordinator to do, then ask for a quote in writing. Ask what he or she can do to reassure you that costs won't run over, at least not without your prior agreement.

7. Query the coordinator to see how he or she would handle potential catastrophes such as the caterer running out of food, the DJ not showing up, or a sudden downpour drowning out a lavish outdoor event.

8. Ask if you can drop by one of their events in progress. Request contact details of previous clients and call them to ask about their experience with that particular event coordinator.

9. Spell out the project's scope in detail; describe the planner's responsibilities and delineate all payment information in a written, signed agreement.

Tips & Warnings

• Your coordinator should find out about local noise ordinances.

• Hire a licensed, insured company for major events.