How to Hire an Event Planner

With a skilled event coordinator in your corner, you'll be able to throw
a corporate picnic for 100 people, an intimate dinner party or a country
wedding--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 six to nine months of lead time when planning a large event. See 324 Create the Ultimate Wedding Checklist.

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

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

4. Interview likely prospects. To find out if they're experienced in the kind of event you're throwing, ask how many events they've produced, what kind, for what size group, and what made these events special. Discuss what aspects of your event they will assume control over. A good planner should also be able to offer creative ideas to suit any budget.

5. Discuss whether you will be billed by the hour, by 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.

6. 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 an outdoor event.

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

8. 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

• See 226 Set Up a Budget.
• Your coordinator should inquire about local noise ordinances.
• Hire a licensed, insured company for major events. See 381 Plan a Fund-Raising Event.
• Remember that wellconnected 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. Do your homework first so you are familiar with acceptable price ranges. See 5 Hire a Professional Organizer.

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