Step1
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.
Step2
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.
Step3
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.
Step4
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.
Step5
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.
Step6
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.
Step7
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.
Step8
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.
Step9
Spell out the project's scope in detail; describe the planner's responsibilities and delineate all payment information in a written, signed agreement.
