If you are looking to host a public or private event in 2021, but don’t have the resources to organize it, you’ll need to hire an events planner to assist you.
In this era it’s quite easy to find a ton of events planning companies or events planners, but how do you choose the most effective and relevant one?
Here are the 7 things to look for when choosing an events planner to ensure you hire the best company for the job
1. Does the company have a cancellation and Refund policy?
Before you make any decisions , make sure you understand all the contract terms and details. In an event that you have to cancel or change your event, find out what it will cost you as well as the method of processing refunds. By doing that you are avoiding any future legal challenges or unseen expenses incase of cancellation. A good events planning company will have the relevant clauses in its contract such as; the termination clause which determines what will happen incase the contract is ended, the Indemnification clause which protects one party from liability if a third-party or third entity is harmed in any way..
Do your due diligence before committing to a certain events company, contact them and ask about their terms and policies.
2. Does the company have the relevant insurance and protection for your event?
Make sure that your events planner is up to date with the latest safety and health regulations. The company should be able to attain the relevant insurances for your event such as; child protection policy, general liability insurance, non-owned auto insurance. The company should also be able to attain the necessary permits such as; a fire Marshal permit, alcohol permits, food and health permits
Ask if the company can create an events safety plan for your specific event. This is industry best practice and should contain an evacuation plan, child-alcohol seclusion plan, food safety plan, Structure safety management plan, site safety and security plan as well as provisions for people with disabilities
3. What services are offered?
You’ll want to know what services the events planning company provides to make sure that they can fully handle all your events requirements. Whether it’s scouting venues, decorating, organizing, security, Catering , audio visual services, Transportation, speakers, DJ & Sound Systems or even coordinating the event. You should look for a company that has established relationships with vendors and can assist in securing deals that you couldn’t as an individual
4. What are their areas of expertise?
It is important to find out if the events planner is a good fit for your event, ask them what type of events they most frequently work on. If they usually work on Weddings and private events , for example, they might not be a good fit for your company or enterprise event fundraising event.
Needless to say, the events planner has to have good knowledge in your niche area to do a good job. It’s worth asking if they have ever organized an event similar in style and scope to yours. Be sure to ask to see some references and case studies.
5. Soft ware and Technology they employ
Make sure you find out what tools the events planning company employs for budgets, project management, security, ticketing and reporting. Using specialist event technology not only ensures a well organized production, it helps mitigate loses due to human error.
A good events company will utilize the latest and best technology to ensure the smooth running of your event.
In conclusion
Be sure to interview and evaluate a few different planners before making your choice. These questions will help sort the wheat from the chaff by giving you a sense of both their professionalism and their passion. But perhaps most importantly you should hire a company you can easily communicate well with and one with the best resources.