When you attend events or occasions, have you ever noticed a simply dressed individual who seems to be in all places at the same time, always on and off the phone, with a notepad and pen; who seems to be the go-to person/the chief “director” of everything about the event? Well, chances are you saw the event planner and didn’t know it!
Event planners are professionals who are skilled in the coordination and management of all aspects of professional, leisure, entertainment or recreational events (depending on their area of expertise). Venue selection, Budgeting, event marketing, publicity, vendor coordination, transportation, accommodation, floor management, red carpet, programme design, decorations, invites, Stage setup etc are a few of the aspects of an event which an event planner is tasked with managing.
Event planners are usually hired to efficiently coordinate events from top to bottom and it is not uncommon to see them in the course of an event. However, few people prefer to scream, shout at vendors, “tear hair” and “stress up” at their events instead of hiring an event planner to smoothly coordinate their events
Planning an event yourself may not seem all that difficult. In-house, DIY planning is often viewed as cheaper and simpler, and therefore better than hiring a professional. However, a large-scale event is made up of so many factors that are easily missed by someone lacking experience. At the end of the day, hiring a professional meeting planner is a better bet.
We love doing everything ourselves mainly because we have a general distrust of experts. We think we know better and this often leads to a disaster. You may have decided to do things on your own all the time but when it comes to an event, you must take the back seat and let an event planner handle everything. A good event planner will make your event the most memorable occasion of your life. Don’t believe us? Here are the reasons why.
You Will Save Money!
A general misconception about event planners is that they cost you more money. In reality, an event planner will be saving your money.
Most event planners are well networked with vendors, venue managers, speakers and other personnel required to make your event a success. You need to realize that hiring an event planner gives you tested and cost-effective vendors (courtesy the event planner’s network) that will deliver.
All you have to do is to tell your event planner your budget and they’ll take care of everything from there on. They’ll keep a record of all the bills, make sure everything gets handled within the budget, review all the bills after the event, and release the payments. All of this might sound simple enough but most of us overspend on the mart; we can never work within the budget on a huge occasion. Which is why the smart decision would be to let your event planner handle everything.
Having planned different events over time, an event planner knows the value of a particular item or element of the event and can outrightly let you know if the cost of something is overpriced. Furthermore, with the event planner knowing your budget limit for this and that, he can draw on his experience to give you suitable options and alternatives if need be. You can rest assured that whatever you spend, what absolutely necessary and worth it.
Accomplishing a difficult task is all the more stressful if it’s something you’ve never done before. Event planning, with all its intricate details, is undoubtedly stressful. It isn’t just the preparation stage that can cause anxiety, however—while the event is going on you can be worrying about things that might go wrong. A professional planner, however, is used to the inner workings of event planning and will be much more adept at managing things. Hiring a planner will allow you to sit back and enjoy the event without being in the thick of stressful planning and execution.
Event planners taking on your event stress and headaches will leave you feeling like royalty, furthermore their organizational skills ensure that your event timeline is strictly followed so you can ease up on the sweating, fussing and losing your voice screaming at vendors at your event. Indulge yourself, trust the experts.
Save Time To Enjoy The Event
One of the biggest downsides to DIY planning is the amount of time you lose. Organizing an event takes a great deal of time and effort. What’s more, if you’re not a professional planner it will likely take you much longer to accomplish every part of preparation. Hiring a planner will free you to spend your time on other projects.
Choosing to plan your event at first might seem easy; you have this “how hard can it be” attitude, selecting the venue, hiring vendors, choosing the venue etc, but you find out as the event draws closer, little details start popping up in places you least expect and as these come up, your stress level starts to multiply. Before you know it, you are overwhelmed. An event planner with his/her experience has a pretty good idea how this works down to the little details that pop up; better yet, you have less to worry about and more time to do other things and actually ENJOY your event.
They Help You Prevent Costly Mistakes
An event planner’s attention to detail, experience, and comprehensive logistics awareness is all it takes to prevent you from making costly mistakes that could jeopardize your event. The risk of something going wrong at your event is too high to not pay attention because as with anything else if something can go wrong, it will!
They Bring Experience To The Table
Hiring an event planner for your events is like having a laptop on google.com on your desk when writing some difficult exams. The experience and knowledge base of an event planner is invaluable when planning events.
Everything Will Be According to Your Choice
If your biggest concern about event planners is that they set up everything according to their choice, you’re wrong. The first step in event planning is listening to the client. All you have to do is explain everything to your event planner and get rid of all your worries about bringing your ideas into reality. Because that’s exactly what your event planner will be doing.
Get Professional Advice on Your Venue
‘Is it safe in the current weather? Is it too difficult to reach there? Does it fit the client’s requirements?’ These are some of the questions that go through an event planner’s mind before choosing a location for your event. Inexperienced people like us may ignore one or two of these questions or we may not even think about them at all and end up choosing a seemingly nice but totally unsuitable location for our event.
Make Your Event Picture Perfect
Whether it’s a business event or a personal one, you want it to be special. You want it to stay fresh in your memory forever and for that, you want lots of pictures. But you cannot know for sure the kind of light that will be necessary for your event. That’s where your event planner comes in. Only a good event planner can perfectly guide the people setting up lighting. And good lighting means good pictures.
Protecting you from a catering disaster
You can hire the best caterers in the city and still run into problems on the day of the event. Maybe the food was not sufficient for your guests or the serving style was not according to your satisfaction. The reason behind that? You hadn’t dealt with caterers before.
But your event planner has, on many occasions. They know the right way to communicate with caterers to make sure nothing is amiss on the day of the event.
Transforming You Venue
A venue once selected is not the final product. A lot of work needs to be put into making it suitable for your event. Event planners, after having done so on numerous occasions, know exactly what a venue needs. They transform it according to the theme of your event. Whether it’s a formal evening or a casual gathering, an event planner will get the location decorated accordingly.
With an event planner for your event, you can be sure that whatever suggestions and or recommendations he/she makes are industry best practices that have been tested and proven to deliver successful events.
Cherry Picking the Best Services For You
During the course of planning your event, an event planner will also be helping you in hiring the best event services for your occasion. Whether it’s the transportation service, florists, cameramen, or a DJ, you can count on your event planner to give you the best advice on who should you choose from a list of options.
Maybe at the last minute, you decide to change the timing of the event or you finally make up with angry relatives and realize that you have 20 more guests. You won’t be able to make these hasty changes yourself. But event planners are equipped to handle such last minute changes in the plan and can accommodate the client’s wishes easily. They’ll be on site to handle emergency situations during the event because a client may forget to mention some of the details.