When planning an event, the relationship between the organization and the event planner is vital. It takes clear planning, exceptional communication, and it all starts with finding the right person for the job. Here are our top considerations.
Finding ‘The One’
Though we’re not talking about finding your love, your event planner does need to be a great match! Whether you’re planning a small-scale team-building picnic or a fundraising gala to raise money and awareness of your organization’s positive impact, you need someone with the skills and experience that fits the brief. Ask yourself:
- Have they worked on projects to this scale?
- Do they share your values?
- Is their working style compatible with yours?
- Do they have a trail of success? Hint: Even if their portfolio showcases some beautiful weddings, their experience might not be suited to a corporate setting.
It’s All in the Details
On the day of your event, you want to immerse yourself in the experience and network with your community, helping them understand the cause that’s brought you together. You don’t want to worry about the logistics happening behind the scenes – that’s where your event planner comes in. Hiccups are inevitable, but their job is to make sure that (even if only from the outside) everything is running smoothly. Because BB Events is extremely organized, we have eyes on every scenario and every inch of the event experience so when something doesn’t go according to plan, we can address it quickly and efficiently.
A good event planner has considered every detail ahead of time – from the placement of the food to subtle cues that will help guests move around the space and find their seats. Event planners look out for things that you didn’t even know needed looking out for!
Is your space inclusive for all invitees? At BB Events we always make sure the table configuration, interactive pop-ups and entertainment keep all parts of the accessible route to and within the venue clear and well-lit. Your event planner will be liaising directly with the venue on your behalf.
Communication is Key
From the initial stages of planning an event to the big day, there are likely to be changes that crop up. Remember: one decision can impact everything. There’s no worse feeling than being out of the loop, and this can come to a head on the day if changes aren’t thoroughly communicated. Make sure to have open dialogue at all stages of the planning process – nothing is too small to share! It also helps to have eyes regularly on the budget and expenses to address any potential unexpected costs.
Be prepared for potential push-back at times. If you’ve found an event planner who shares your passion, then they’ll want to bring your ideas to life in any way they can. They’ll be looking out for the best interest of your event and stakeholders. However, depending on budget, timeline and venue choice, some suggestions might be out of the scope. It’s a working relationship where you’ll need to be ready for compromise.
Plan Regular Check-ins
This reiterates our last point, but it’s something often overlooked. Events can be months in the making, so regular meetings provide an opportunity to ask questions, receive progress reports and ensure you’re all still on the same page. These may increase in frequency in the weeks or days before the event. Allocate regular check-ins in advance so those conversations don’t wait until the day of. It’s always better to be over-prepared than under.
Assign a Lead
You’ve probably heard the phrase “too many cooks in the kitchen”, but if not, let us explain…
Having too many individuals involved in the decision-making process can cause confusion and conflicting interests, so most big conversations and decisions should remain between what we call the Accountability Lead or Captain and the event planner. There are many things to get done on an event and each person involved should have responsibilities and directives. To make sure progress is moving forward and everyone is being efficient with their time and skills at your organization, the Accountability Lead should be checking in with their team. This is key for the event planner who needs items accomplished on your end in order for us to get our jobs done.
Respect the Contract and Boundaries of the Event Planner
You’ll be given a contract which outlines exactly what is and isn’t included in our services. If you wake up in the middle of the night with a great idea, don’t assume they’ll want a call to chat it through with you right there and then!
That also comes down to the day of the event. Have a clear list of expectations ahead of time. And your event planner will be solely focused on making your vision happen and mitigating any problems that arise.
Now, it’s Time to Get Planning
With these takeaways in check, you’ll be ready to run your next event with ease, knowing you’ve got the support of professionals who share your vision and want to make it a reality.
Is BB Events the right partner for you? Check out our gallery of previous events here and testimonials of our success here, then get in touch with Becca and the team to begin your planning journey.