Any wedding or event is a reflection of companies or individual’s image, from the invitations to the actual event. Whether you are planning a conference, sales meeting, fundraiser, festival, retirement party, anniversary dinner, or wedding remember the success of any wedding or event are well planned out details and being prepared for the unexpected. Whether the event is for 50 people or 1000 people with a budget of a few hundred dollars or thousands of dollars your event should be unforgettable. Hiring a Planner will help you achieve that unforgettable event, and allow you to feel like a guest at your own event.
Planners will provide clients the proper guidelines and support and make sure there are not unexpected surprised and expenses. Event Planners handle every aspect from budget, organization and timing, locations, transportation, guest arrival, vendor resources and contracts, venue requirements, caterers, and on-site management. Planners will help their clients produce an unforgettable event that will meet and exceeds the clients and guests expectations, by going up and beyond the details of the event it self.
10 reasons you should consideration hiring a planner:
1. Budget:
When planning an event budget you need to think not in, “Dollars
and Cents”, but “Dollars and Sense”. There are
two criteria Planners will help determine for your budget. The first
thing is determine, “How much money you can spend?”
Even the smallest event requires a serious budget. Planners will
help you estimate your costs before you start. The Planner will
make sure all vendors are included in your main cost, assisting
in getting written estimates from vendors and keep track of details
including everything regarding costs. If your cost exceeds your
budget, a planner will help you reconsider your vendors and budget.
If you are under your budget a planner will help you stay under
budget.
The second criteria: “What is the Purpose?” You need to know why you are holding the event. What your objectives and goals are. A Planner will help you achieve your goals and objective while staying in your budget. You need to be very clear on your objectives. Your objectives will have a big impact on your budget and will effect how you plan and set up your event. A Planner will help you stay with your targeted audience. Do not think of hiring Planner as an added expense or luxury. A Planner will actually save you money and time in the long run especially if they are brought in the beginning. Time is money; Planners are trained to get the most out your budget, and put together event budgets and objectives in half the time, saving you in the long run.
2. Organization and Timing:
Organization and timing is a key element in planning a successful
event. You must stay organized and constantly be checking on details
and making sure you stay on track. Example: If you don’t reserve
the venue on time you run the risk of having to postpone or cancel.
One of Planners best specialties is organization and timing, paying
close attention to cut-off dates, cancellations dates, and final
dates are critical. If you do not stay organized or are unable to
stay on track a Planner will be very beneficial to you. Timing is
a major factor is having a successful event. Time of year, time
of day, day of the week, and holidays will have a big impact on
attendance and participation. For instance, a family event on a
school night, attendance will be down. An outdoors party in April
your run the risk of rain. Save time and money and let a Planner
take care you’re organization and timing details and let them
keep you focused and on track.
3. Location:
Location is everything. The location of your event will make or
break your event. Planners take important considerations for your
location, venue capacity, guest accommodations, parking, handicap
accessibility, washrooms, security, insurance, noise restrictions,
clean up, rentals, and cooking facilities. Planners will look for
a way to make your event accessible and comfortable for all your
guests.
4. Transportation:
Transportation is not just how you and your guest will arrive to
the event. Planners take into consideration what type of transportation
and parking. For example, if most of your guests are arriving in
their own limousine, secure parking needs to be arranged for limousines.
Will there be valet parking? Will your guest need to be picked up
at the airport? Is there proper insurance? Planners will assist
in finding different options for transportation limousines, classic
cars, hors drawn carriages, sleighs, gondolas, helicopters, canoes,
hot air balloons, buses, jeeps, and even bicycles. A planner will
be very beneficial in making sure your guest’s transportation
is safe, convenient and hassle free.
5. Guest Arrival:
There will be no event without guests. It is crucial your guests
are comfortable and have a great first impression. Weather and seasons
are big issue for Event Planners, although we cannot predict the
weather, we need to be prepared. Planners take into account event
accessibility. If your event is for the handicapped and it is difficult
to get in, their first impression may be negative. Fan Fare is more
than rolling out the red carpet; it is everything that plays a role
in guest arrival atmosphere. Planners cover all the bases to ensure
the propel arrival of your guests. Once your guest have arrived
a Planner will make sure they are greeted, properly welcomed and
have a smooth check in; receive the proper programs, seating information
or information kits.
6. Vendor Resources and Contracts:
There are many vendors to be considered when planning an event,
Caterers, florist, transportation, venue, speakers, photographer’s,
entertainment and more. Planners have resources and list of whom
they do and do not recommend. Interviewing vendors can be long and
tiring, asking the right questions is very important. Planners know
the proper questions to ask vendors, making sure you know exactly
what you are getting making sure there are no hidden costs for set-up,
teardown, and delivery charges. Vendor contracts may be a tricky;
have a Planner review all contracts to make sure you are getting
the best for what you are paying for. It is worth paying a few dollars
to have a planner look over your contracts, than to be stuck in
the end with something you didn’t want or not getting what
you wanted.
7. Venue Requirements:
Before you look for the right venue, you must consider all your
room requirements. For example will the room be large enough? How
much space is required for each person? A Planner will take a lot
of stress off you, by taking care of the venue requirements. A room
and venue may look perfect, but may be inadequate once you take
into account all your need. An experienced Planner will know what
to look for in a venue. Is there adequate lighting, audio-visual,
set ups, washrooms, staff, etc? Planners will make sure you get
everything for your money and find hidden costs room may have.
8. Who’s it all for?
It is very important to know your targeted audience and why they
are being invited. A guest list seems like an easy task. Planners
will help you make sure you are targeting the right audience. You
want the “Right” people not just a room full of people.
A Planner will assist you in considering all the requirements from
the number and type of guest to invite, proper venue room, guest
accommodations, VIPs, check in/out. A Planner will make sure your
invitations are properly sent out and have the right information.
9. Catering:
Catering is an important part of any event. Whether your event is
a stand-up reception, cocktail party or a formal sit-down you should
not be limited to your menu. Food and beverages are popular for
putting you over budget. Planners will help you come up with imaginative,
creative menus that stay within your budget, and within all the
special needs of every guest. If the event is more than one day
a Planner will assist in menu planning for the entire event. Planners
will assist you in making sure everyone is aware and knows exactly
what to expect, when and how it is expected so you will have a successful
event that meets everyone’s expectations with out surprises.
10. “Day of” On-Site Management:
You have spent days, weeks, and months planning. You have worked
with your planner for hours. The last thing you need is to not have
your planner at your event. Planners will ensure your event is a
success, handling the unexpected with ease and grace. If there is
a problem, no one should be affected. Planners will review all vendors
making sure everyone arrives on time and at the right location.
Let the planner worry about timeline and schedule. You should feel
like a guest at your own event.
See: Colorado Wedding Planners