How to Choose a Great Event Planner

If you want a GREAT event, then you must choose a GREAT event planner. The event planner will both plan and produce the event. Ask yourself “How do we or I pick a GREAT event planner”? Well, there are two schools of thought. The first is to know exactly what type of event it is you’re trying to produce. What I mean is... the theme, the food, beverage, entertainment, the venue, the lights, the sound and the overall atmosphere are all something you should have in mind. It’s just what to do, where to go and how to put it all together with your budget is your only problem. What should you do? I’ve often asked new clients as I get to know them, “Close your eyes call it a perfect world...now tell me what you see? I’m either amused or totally astounded as to how they’ll respond.

The second school of thought is you have no idea, not a clue as to what to do and need to seek out an event planner to not only consult and suggest ideas but to create an image of a theme that can be imagined mentally and presented in a way that can be visualized and understood. A producer that can create excitement and infectious anticipation is what you’re looking for.

A great producer is comfortable in both of these arenas. They should be able to listen closely as to what the client’s needs are and identify the right questions to ask as an advocate based on their experience.

A great producer knows how to gain confidence and maximize budgets giving their client the assurance that they’ve picked the right person to realize their needs. A great event planner knows how to communicate their ideas and how to motivate the people around them so that everyone is working towards the same goal as a team. Picking a great producer is as important to the end result of an event as is picking the right wine to complement the perfect meal or picking the right furniture to maximize the comfort and appeal of a room.

Let’s examine both schools of thought to get a clearer understanding of what to do, what to look for and what a producers needs are. I say what a producers needs are because it’s important to realize that after you’re comfortable with your selection you need to trust in your event planner as you would trust in your own doctor or attorney.

If you know what type of event you’re trying to produce, first organize your wish list. Being very clear as to what you want and how to convey your needs. These are key concepts to the process. List all components of your event germane to the end result. After you or your committee are clear on your list then search out a professional local, regional or national production company with the experience to meet your needs.

You notice I’ve said a professional production company not a Mobil DJ, caterer, decorator florists but a professional event planner/producer. There is a big difference and although any one of these services may be important to your event, a great producer is one that brings the experience of all these services together time after time looking at the big picture.

These days it seems everyone in the industry thinks they’re a producer but it takes a professional team with many years of experience to qualify for the task. Don’t make the mistake of trusting your event to someone who thinks just because they’ve been around the industry as a service provider their ready to ‘cut their chops’ on your event. Remember the saying “Hind sight is 20X20 vision”, well then...Why risk it?

Start by visiting trade shows or searching the internet. Going to reputable event related websites like PartyPop.com are extremely useful in finding a great producer. Make a list of the ones that seem appropriate and start with a call explaining to them your wish list, set up an interview with the ones that stand out and request proposal information.

If you’re unfamiliar with them ask for several references to find out how past and current clients enjoyed working with them. Were they professional? Were they detail oriented? Did they communicate well and did they do as they said they would? These are the perfect questions to ask a past client. Try to ask for past and current clients to get a feel for their consistency. Remember experience is everything...you want a great producer that not only knows how to get things done but sees ‘train wrecks’ before they happen.

Next visit their website. This is a strong indication as to whether or not an event planner is capable. If they can create a great website, one that is organized, engaging, exciting and complete from start to finish then the chances are they can produce a great event as well. A great event planning website http://www.thegreatevent.com is one that should be informative, entertaining, create visual stimulus, provoke creative ideas and have useful tools, products and services to help organize your thoughts and complete a great event from thought to finish from party favors and gifts to signage and decor.

The later school of thought I mentioned is a bit more of an arduous process. It entails all of the preliminary processes I discussed earlier but it goes more to the sophistication of the event producer. Here a great producer must be able to listen to the client first and foremost to identify and get to know their client to the tenth degree. The event planner must know about your past events, favorite things, the goal of this event, the personality of the CEO or the bride and groom, the company’s products or services or the bride and grooms family members, the type of guests that will be attending and most of all the budget.

Here, it is important to not only pick a great producer but one that is creative, communicates well and has extraordinary vision and the experience to pull it off, one that understands how to spend money wisely and has a reputation of being straight forward and trustworthy.

I mentioned earlier that knowing what a great producers needs is as important as the wine you pick for the perfect meal. What I mean is that a great producer is one that has pride and passion in what they do. I’ve often attended sales training seminars or networking meetings and not only was I the only event planner in the room but I was the only one anyone had ever met or known.

We are a rare breed of individuals who have thick skin but sensitive feelings. We want to be treated fairly and are willing to put up with long hours, constant changes, flexible conditions and stressful working environments. But we are not willing to put up with bounced checks, late deposits, and miserly clients who want everything for nothing.

A great producer knows how to deal with money responsibly and should be given the respect that one would give to their accountant or attorney. Do you hire a professional house painter or auto mechanic and then stand next to them and instruct them on every little thing they should do? I think not... So why would you want to do that to your event producer? Aren’t they as important to you as the paint on your home or the engine in your car? Especially, when your event can cost as much as a car and in some cases a home.

When selecting a great event planner find the one that you can have fun with, you respect as a professional and look forward to working with. A great producer can go a long way towards producing a great event and will ensure that not only will you have a successful event but one that is enjoyed by all in attendance and remembered for years to come.