A company event is a huge responsibility and anyone who had ever planned one will tell you how hard it is to get everything under control and executed perfectly. However, sometimes, the best thing to do to ensure that you don’t get lost in the planning of it all so you might want to hire an event planner to help you out. Company event management is one of the hardest types of events to plan besides just weddings and dinners because it’s expected to be professional, fun and entertaining all at the same time.
So here is a 10 step plan to hiring the best event planner for your company events.
Planning an event doesn’t just mean hiring an event planner and getting them to do everything for you. At the end of the day, this event is yours and only you can steer the event planner into the right theme and objective of the event. The most important thing you need to do before anything else is to determine and find out why you want or need to hold that event in the first place.
So, before even thinking about hiring your corporate event planner, ensure that you know what the goals and objectives are for your company event. Ask your bosses questions, find out what they want this event to be like and what they were hoping to get out of it.
This is the next big step you need to work on after finding out the objective. Since you’ve figured out your event objectives, it’ll be easier to come up with a proper budget estimation. With those objectives you can estimate how many people you need cater for and what kind of entertainment you need and everything else in between.
It can be easy to go overboard with your budget because you would want to put everything into your event. So this is when you call your event planner because they should have better experience in budgeting and cutting stuff that isn’t as important out.
If you’ve gotten your goals and budget in check, the next thing you need to do is to start sourcing for the best event planners. Like we said before, the first step would not be hiring the event planner but getting the event details secured and confirmed first. Now is when you should start looking for that perfect company event planner.
You can always just go on Google to find corporate event planners for your event but that might take some time and you would have to go through thousands of websites before finding the perfect one who is able to do whatever you need to get done. Visiting services like ThunderQuote will make it so much easier for you to find that perfect corporate event planner in a giffy! You can put it whatever you want for the event on the form and only planners and vendors that can offer you those packages will send it quotes. Doesn’t that sound so much easier than going through that boring internet search engines?
The sooner you meet the event planner you’ve chosen the better. Meeting someone in person is always the best option to have because sometimes a miscommunication may happen and it might prove to be detrimental to the entire event.
This is when you should provide all the proper details of the event. Everything from the budget, to the music you want to play as well as what door gifts you would like to hand out during the event. The nitty gritty should be discussed and a great planner will reciprocate and talk to you about the pros and cons of every little detail you want for the event. This will ultimately help your planner visualise the event and try their hardest to bring your vision into life.
Make sure that you work closely with your event planners because sometimes things get accidentally buried and you might not get exactly what you wanted for your event and that is definitely very unfortunate. Always be present to be the one who has the final say on details like food tasting, the decor, right down to even the centerpiece for the table.
This way you will never have a chance to say that you would have changed something or regret not pointing something odd out if you could.
This is the last step to hiring the perfect event planner because it involves the contract signing and a contingency plan if you need one. Always read the fine print and be sure to include an exit clause if you feel like the company is not doing what they promised.
This is also a great time to review the budget and smooth out any creases you have in the agreement so that you don’t have any disagreements in the future.
As for the contingency plan, never be afraid to fire or speak out when you feel like nothing is going the way that it was planned. You have the rights to do so if you feel like nothing is running smoothly!
Whoever you decide to hire to make your company’s event the talk of the town is up to you. But if you need some help figuring that out, head on over to ThunderQuote where we can help you get 5 free quotes from amazing corporate event planners in less than 3 days!