The Dos and Don’ts of Working with an Event Planner
Planning a corporate or nonprofit event can be a daunting task, especially if you’re unfamiliar with the process. Working with an event planner can help make your event successful, but there are some dos and don’ts that you should be aware of. In this blog post, we’ll discuss the Dos and Don’ts of working with an event planner to ensure that your corporate or nonprofit event is a success.
Do: Define Your Goals
When working with an event planner, it’s important to have a clear idea of your goals. An experienced event planner will help you create objectives that are achievable within your budget. This includes defining your desired outcome, the size of the event, the audience, the type of event (i.e. group travel, destination events, meeting planning, etc.), and the event production needed. By laying out your expectations in detail, you can ensure that the event planner has everything they need to develop a successful event for you.
Do: Share the Details
When working with an event planner, it is essential to provide them with as many details as possible. Be sure to communicate the expected number of guests, type of event (i.e. corporate, nonprofit, etc.), desired outcome, and other pertinent information. When planning a destination event, it is also important to share group travel arrangements, accommodations, and local knowledge with your event planner. Additionally, don’t forget to discuss your vision for event production and meeting planning needs. This will give the event planner a clear idea of what you expect and help ensure a successful event.
Do: Ask for Recommendations
When you are selecting an event planner for your corporate or nonprofit event, be sure to ask around for recommendations. Whether you are planning group travel, meeting planning, event production, destination events, or any other type of special occasion, it is important to make sure that you are working with the right person for the job. Speak to colleagues and friends who have used event planners in the past, and get their honest opinions on who they would recommend. Ask to see portfolios and read testimonials to find out if they have experience in the type of event that you are putting together. Doing your research and asking for recommendations will ensure that you have the best team in place for a successful event.
Do: Consider the Budget
When planning a corporate or nonprofit event, it is important to consider the budget. There are many aspects to take into account when creating a budget, including group travel, event production, meeting planning, and destination events. An experienced event planner will have a good understanding of the costs associated with each type of event and be able to create an accurate and reasonable budget for your organization.
When creating a budget for your event, it is important to consider the overall cost of the event, as well as any unexpected fees that may arise during the planning process. Additionally, consider any special services or activities you would like included in the event, such as destination events, which can significantly increase the overall cost. Make sure to discuss any hidden fees or potential add-ons with your event planner so they can include them in their estimate.
Creating and considering a budget is an essential part of the event planning process. A good event planner will be able to help you create a reasonable budget while also working with you to provide the services and activities you need to make your corporate or nonprofit event a success.
Don’t: Assume the Event Planner Knows Everything
When working with an event planner, it is important not to make the mistake of assuming they know everything about event planning, group travel, meeting planning, event production and destination events. Even if your event planner is experienced in all of these areas, there may still be elements of your specific event that require more attention or research than usual. It is essential to provide detailed information to your event planner, including any potential obstacles or unique needs that your event may have. Your event planner should be open to discussing different options or solutions and will be better equipped to create a successful outcome when they have a complete understanding of your goals.
Don’t: Hold onto Tasks and Not Delegate
When working with an event planner, you should understand that delegating tasks is key to a successful event. Trying to manage every single detail yourself will only cause more work and stress for you. Although it may be hard to give up control and let someone else take charge of some of the details, it’s important to remember that an event planner can handle much of the tedious planning, such as group travel, meeting planning, event production, and destination events. Delegating the right tasks to your event planner will free up your time, allowing you to focus on what’s most important and leave the rest to the professional.
Don’t: Demand the Event Planner use YOUR systems or tools
When you hire an event planner, it is important to remember that they have their own processes and tools that they use to create a successful event. You may be tempted to insist that your event planner use the same systems and tools that you are familiar with, but this could cause issues.
Your event planner may not have experience using those systems and tools, or they may simply have their own tools and processes that they have designed to ensure your event is successful. If your event planner is going to be planning anything from a destination event, to a corporate meeting, to an event production, it is important to trust their knowledge, tools and skillset.
Group travel and event planning can be complicated, and if you try to force your own tools or systems on your event planner, the process can become even more complicated. To ensure the success of your event, make sure to trust in the expertise of your event planner, and don’t demand that they use your systems or tools.
Do: Offer Feedback
Feedback is essential to the success of any event, and your event planner should be no exception. Working with an event planner can be a great way to bring your corporate or nonprofit event to life, but it’s important to stay engaged throughout the process. As the event coordinator, you should provide feedback in every stage of the event planning process. Whether you’re looking for group travel coordination, meeting planning assistance, event production, or destination events – a good event planner needs feedback to help them create a successful outcome. Providing honest, timely feedback gives your event planner the information they need to make the best decisions about the event. Let them know when something is working, and when it isn’t. That way, they can adjust and make sure you get the perfect event for your organization.
Do: Give Credit Where Credit Is Due
When it comes to event planning, it’s important to give credit where credit is due. After all, your event planner works hard to ensure everything is in order from group travel, meeting planning, event production, and more. They are the key player in making sure your event goes off without a hitch. To recognize their hard work, be sure to show your appreciation through public acknowledgments, public praise, bonuses, or even gift cards. This is especially true for those planners who go above and beyond to make sure your destination events are successful. Your event planner will thank you for the recognition and it will encourage them to strive for excellence when planning future events.
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