The Top 10 Questions You Need to Ask Your Destination Event Planner

Are you planning a destination event and feeling overwhelmed? Don’t worry, you’re not alone! Event marketing can be a difficult task, and when you’re planning an event in a different location, there are even more considerations. To ensure your event is a success, it’s important to ask the right questions of your destination event planner. In this blog post, we’ll explore the top 10 questions you need to ask your event planner to make sure your destination event goes off without a hitch.

1) What experience do you have with destination events?
When it comes to planning a successful destination event, you want to make sure you hire an experienced event planner. You should inquire about the event planner’s specific experience with destination events. Are they comfortable with the logistics of managing an event in a different city, or even a different country? What types of events have they successfully planned in the past? Have they ever worked on a non-profit event or with human resources?
You’ll want to ensure that your event planner has the expertise necessary to successfully navigate the complexities of planning an event in a different location, such as dealing with international laws and regulations or addressing language barriers. A good event planner will be able to share examples of successful destination events they’ve planned in the past and provide references if requested.

2) What is your preferred method of communication?
When it comes to planning a successful event, communication between the event planner and client is essential. The method of communication chosen should be tailored to the type of event and the needs of the client. For example, if you are planning a non-profit event, the event planner should understand that regular check-ins may be necessary for human resources or fundraising efforts. On the other hand, for corporate events, a weekly check-in may suffice. The event planner should also have a system in place for responding to client emails or phone calls in a timely manner. Ultimately, the most successful events come from planners that have open communication lines with their clients and can keep them updated on any changes or updates in a timely manner.

3) How do you handle deposits and payments?
When planning an event, it is important to understand the payment process. Your event planner should be able to provide a clear timeline for deposits and payments throughout the planning process. Depending on your budget and event size, some planners may require a deposit before starting work. This will typically be a percentage of the total cost.
It is also important to ask your event planner how they handle payments for non-profit events. This can be particularly important if your organization has limited resources and needs a payment plan. Your event planner should be able to provide options that help make the event successful without sacrificing quality.
In addition, ask your event planner about their policy regarding human resources. Some planners may offer discounts or packages for additional staff, equipment, or services. Be sure to ask about any additional fees for such services and their return policy.
Finding the right event planner is key to ensuring successful events. Taking the time to ask your event planner questions regarding deposits and payments will help make sure you are getting the most out of your investment.

4) What is your cancellation policy?
Your event planner should have a cancellation policy in place to ensure that you, as the client, are protected in case of any unexpected changes or delays. The specifics of your event planner’s cancellation policy may vary, depending on the type of event you’re hosting. For example, if you’re hosting a non-profit event, they may provide a full refund if you cancel within a certain window. However, if you’re hosting a corporate event, they may require a longer notice period and impose a cancellation fee.
Your event planner should be able to clearly communicate their cancellation policy to you. It’s also important to ask questions if there is something in the policy that you don’t understand or need clarification on. A good event planner will be transparent and willing to answer any questions you have. They should also be knowledgeable about legal requirements regarding cancellations and able to provide any additional information necessary from their human resources department.
By having a clear cancellation policy in place, your event planner can help ensure that your event is successful and all involved parties are protected. This is an important aspect of the planning process, so make sure to discuss it thoroughly with your event planner before signing a contract.

5) What is included in your service fee?
When it comes to the services offered by your event planner, you want to make sure that you know what is included in their service fee. Most event planners include a variety of services that range from planning and coordination of the event to on-site management. Your event planner should provide guidance for the overall planning process and will typically be responsible for securing the venue, handling vendor contracts, managing timelines, and budgeting. In addition, they should be able to assist with non-profit events and human resources, providing support for successful events.

6) Are you available to travel to my event location?
When planning a destination event, it’s essential to ask your event planner if they are available to travel to your desired location. You should also inquire about the travel arrangements, expenses and other costs associated with the trip. A successful event planner should have the ability to manage all the logistics that come with traveling to an event location, from arranging flights and transportation to hotel accommodations. Many event planners also have connections in the area they are traveling to, which can be invaluable when organizing a destination event. Additionally, they may have experience with non-profit events or human resources departments, allowing them to work more efficiently when planning a successful event.

7) What is your experience with event insurance?
When it comes to event insurance, it is essential to ensure that your event is properly covered in the event of any unexpected situations. It is important to ask your event planner what their experience is with event insurance and what type of coverage they can provide. Event planners may be able to provide liability insurance, property damage insurance, and other types of coverage depending on the event. They should also be familiar with the requirements for non-profit events and have a sound understanding of the human resources involved in organizing successful events. It is important to get an understanding of the level of coverage that is necessary for your event and make sure that your event planner is familiar with the specific policies and regulations associated with your event.

8) What other services do you offer?
When choosing an event planner, it’s important to make sure they have the experience and capabilities to deliver a successful event. Your event planner should not only be knowledgeable in the planning of corporate and social events, but should also be experienced in non-profit events as well. In addition to the planning of events, they should also be able to provide assistance in other areas such as human resources and venue management. It’s always a good idea to ask your event planner what other services they can offer. Your event planner may be able to provide additional services such as on-site staffing, catering coordination, budget management, and more. Knowing the full scope of services your event planner can provide can help ensure that you have a successful event.

9) Do you have any promotions or discounts currently available?
When booking an event planner, you may want to ask about promotions or discounts. These can be helpful if you’re on a tight budget. Many event planners offer discounts for non-profit events, and some may even have special discounts for human resources departments who need to plan successful events. Make sure to inquire about any promotions or discounts available when interviewing potential event planners. Doing so can save you money and help you to choose the best possible planner for your needs.

10) Can you provide me with a list of references?
If you’re considering working with a destination event planner, then it’s important to ask for references. A quality event planner should have a long list of successful events that they’ve organized and can provide references for. Asking for references will give you an opportunity to speak to clients who have worked with the event planner and learn about their experience.
When you contact the references provided by the event planner, make sure you ask questions about the planner’s abilities, such as their human resources skills and their expertise in organizing non-profit events. These questions can help you understand the event planner’s capabilities and determine whether they’re a good fit for your event. You can also ask how successful the event was and how satisfied the client was with the planner’s services.
Overall, getting references is one of the best ways to vet a destination event planner and ensure that they can deliver the quality of services you’re looking for. Make sure to ask for references before making any decisions on who to work with, as this is an important step in ensuring your event will be successful.

ABOUT EXPERIENCE EPIC EVENTS

Experience Epic is the premiere Corporate/Private Event Experience Artists. With a diverse team of Event Artists, we are able to execute with exception in the production of your wedding, birthday celebration, grand opening, municipal festival, destination event or conference. The Event niche is limitless for us!

Experience Epic is founded by Event Artist Sarah Martin.  Her events have been seen on Food Network, Huffington Post, Washington Post, CNBC Power Lunch, and more!  We are determined, disciplined and focused on building strong emotional connections and valuable relationships by sparking passion and fulfilling dreams through EPIC Events.

Contact us today for your complimentary Event Exploration!  561-467-4760 or sarah@Experienceepic.com