You want to throw a magnificent event that is expected to make a name for your firm and bring in a substantial amount of business this year.
To execute such a plan, you know you need to hire a professional. But before you make any decisions, read on to know the five questions to ask an event planner before hiring them for your corporate event.
1. What is your experience in organizing corporate events?
There are different types of events and experience in organizing one kind doesn’t necessarily translate to an ability to manage another.
Corporate event management is its own beast meaning you want to be confident that a planner has managed and worked on one before you commit to using their services.
When speaking with an event planner, make sure to ask them for their specific experience organizing corporate events and a list of their qualifications or service portfolio concerning these types of event situations.
Ask them whether or not they have worked at your prospective venue or a similar one, how they would rate their problem-solving skills, as well as the types of planning services they offer.
You want to make sure that you fully trust in their ability to do an excellent job before you invest. If you are unsure, keep looking; the right one for you is out there.
2. Do our basics align?
Once you have a couple of potential options, it is then the appropriate time to start digging deeper into your questioning to ensure that your basics align.
These questions should include things such as:
- Are you available on our target date?
- How many of your team will be working on our event?
- Do you ask that we only book vendors that you have previously worked with?
- How do you price your services?
- Do you have a set minimum event budget or scale?
Every event is different, so you may have other fundamental questions that you need to consider before you continue. Make sure you have brainstormed these before meeting with an event planner in order to have all the bases covered.
3. How will the financials look?
Obviously, money will play a significant role with the event planner you ultimately decide to choose. While it shouldn’t be the primary consideration (the most expensive isn’t necessarily the best), you still want to ensure that you are working with someone that your firm can afford.
Check the following with your planner as well:
- If the finances seem doable, inquire about how much the deposit is and when it will be due, as well as when the outstanding balance will be owed.
- It is always beneficial to ask whether or not they receive a commission from any vendors that they recommend and that you choose to hire as this will give you an indication of how trustworthy their suggestions are.
- Don’t be scared to ask about their cancellation policies as well as their refund policy should you be unimpressed with their services.
Hopefully, these things will not be necessary, but it is still good to know what you are getting yourself into.
4. What can we expect from your services?
A lot of these answers may have been provided in your initial research and communication with an event planner, but it is still preferable to get them in written form.
In addition to asking them specifically what services will be given on the day of the event and which ones your company will be responsible for, ask them about who will be accountable should any issues with the vendors arise. Will there be a dedicated team to oversee your event?
To obtain more of an understanding about the time commitment they can give you, question them directly about how many events they will have scheduled on the same day.
Furthermore, so you know what to expect in the upcoming weeks or months, inquire about their methods for keeping in contact throughout the planning process.
5. How soon will the contract be ready?
At this point, if you are happy with all their answers to the above questions, then you have probably found the right event planner for your corporate event. As soon as possible, ask them to send you a contract so that you can get the ball rolling in making your event a reality.
Have you ever worked with an event planner on a corporate event? If so, what questions did you find useful when looking for “the one”? Let us know your experiences and any lessons you have learned in the comments below!