Have you hosted an event lately? Or are you planning to host an event any time soon? If yes, you must have realised it is a difficult task to plan everything without missing out on the smallest of detail. Big companies that host annual events cannot plan such huge events all by themselves, even if they have a separate team to conduct it. Event planners are, therefore, hired for their professional services because as a team they will make sure that each tiny detail of the event has been covered.
To make the client’s job easier, event planners or a complete event production house plans the entire event on a budget and executes the setup and decor of the venue and stage. With such convenience, the client doesn’t have to worry about last-minute changes or issues. All you need to do is find the right event planner or event production house that will deliver the best and uplift your event experience for your guests to a whole new level.
These are some of the questions that you must be asking your event planners before choosing or hiring them to execute your events.
What are the areas of expertise?
To know if the event planner you chose is a good fit for your organisation’s event, you need to know the kind of events they frequently work on. If they organise B2B events often, they might not be the right choice for wedding planning. Whereas, if you’re a technology-oriented company and the event planner you chose has advanced level experience working with tech sector companies, the event planners are more likely to have a good understanding of your corporate event requirements.
It’s not always necessary that the event planners you chose need to have a lot of knowledge about your niche of work to do a great job at event planning. But it’s always worth questioning if they have worked on an event that is similar to your scope and style. If yes, ensure you ask for case studies and references as well, just to be sure the selected event planners are the best for you.
What services do they offer?
Understand the different services that the event firm offers. This is to make sure they can handle your requirements and deliver desired results on the event day. Ask these questions:
- Do they create concepts or themes for events?
- Do they fulfil requirements like finding a venue, organising catering, audio-visual services, and accommodation?
Good event planners will always be associated with good event production houses to secure great deals with them than any ordinary individual would.
What software and technology do they use?
You need to know what tools the event planners employ for project management, event registrations, 3D graphics for stage decor, and lot more. Knowing this is necessary so that you ensure they will be using the latest and most advanced software that is available. Using specialised technology for the event industry ensures a well-organised production and provides added value to the already well-planned event.
How will they protect your event?
The chosen event planners must be updated with the latest safety and health laws and regulations. They should be familiar with risk assessments that need to be carried out during events. You need to ask your event planner if they possess their own event planning liability insurances and ensure that the resources and supplies for the event are appropriately insured. Ask them if they would create an Event Safety Plan for all your events? The Event Safety Plan includes the following safety statements and documents:
- Event safety management structure
- Site safety rules or venue rules
- Medical provisions
What are their cancellation and refund policy?
You need to ensure that you have the details of your event planner’s contract for your event. In case you have to cancel, postpone, or suddenly change the event, you must know how much your event planner will charge you. Most event organisers will charge for the already utilised hours and efforts they have put in. However, if the event is cancelled on an urgent basis, the venue and caterer might have their own cancellation charges and they need to be paid additionally. Ask if your event planner would take care of those arrangements for you.
Remember to ask your event planner what happens if an event can’t be executed because of bad weather conditions, ‘act of God’ or industrial action. Will they obtain event cancellation insurance on your behalf? Yes, it’s true that no one likes their event crumbling apart long before it’s executed but it’s vital for us to be clear on these matters just to maintain a good working relationship in case the unexpected happens.
Ensure that you interview, meet, and evaluate a few event planners before making the right choice. Asking these questions will help you differentiate the event organisers by their professionalism and their passion for the event industry.
Other than these, what other questions do you think you would want to ask the event planners? Let us know your thoughts in the comments section below.