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What’s Event Planning and What Does it Involve?

Event planning involves planning a ceremony, concert, convention, party, competition, and so on. Event planning entails budgeting, choosing and reserving the site of the event, picking the most effective dates plus alternate dates, coordinating transport and parking, and acquiring permits.

Event planners may also be called upon to plan and coordinate multi-day conferences for corporations. In addition to all aspects of onsite Event Planning and coordination, these events can involve a myriad of activities:

Activities Involved in Event Planning

  • Teambuilding exercises
  • Guest speakers
  • Gala dinners
  • Receptions
  • Offsite tours 
  • Activities for spouses
  • Optional excursions for the entire group
  • Preparation of printed materials
  • Audiovisual equipment rental
  • Room gifts and amenities
  • Transportation to and from airports and between hotels
  • Meeting venues and attractions.

In addition to providing services to individuals planning private events, event planners are business professionals who assist companies with corporate events. These professionals may be responsible for everything from finding venues to hiring caterers to providing onsite support during the event itself.

How to Find the Best Event Planners

Below are tips to help you find the best event planners:

Experience– You should hire experienced event planners to ensure that everything goes smoothly. Experienced event planners will apply the skills and knowledge gained from previous events to make your event successful. Experienced planners also have a network of reliable vendors, venues, and suppliers who can provide quality services at competitive prices.

Communication skills– Even if the planner has a wonderful personality, problems can arise if they have difficulty expressing what he wants to say. The person on the phone should know more about your event than you do – otherwise, it’s almost impossible for them to make suggestions when you ask for them.

Cost control and negotiating skills (all things being equal)- Many people think that planners have expensive tastes, but that’s not true – as long as they have good taste and keep their prices competitive, they’re happy to work with you.

Knowledge of local venues and suppliers– When choosing an event planner, you should consider their knowledge of local venues and suppliers. An event planner who knows the area well will be able to save you time by recommending vendors who meet your budget and requirements. A good event planner will also know what venues are available for your type of event and will be able to negotiate the best rates on your behalf.

Familiarity with your industry- Enquire to know whether your event planner is familiar with your industry. If they don’t know much about your company or the types of events you host, they won’t create an event that fits your needs perfectly. You should also ask if they have any experience working with similar companies or events before deciding which planner to hire.

Key Takeaway

If you have an upcoming event, hiring an event planner is critical. But you must note that choosing the right event planner can make or break an event. Picking the wrong planner could lead to a stressful experience, disappointment, and unsatisfied guests. But picking the right one can lead to a fun and memorable experience for everyone involved.

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