Organising corporate events requires ample knowledge and experience, so hiring corporate event planners is necessary. However, hiring corporate event planners can also take time since you need to find the right professionals for the success of your event. One of the things you should know is to ask the right questions. If you can come up with a set of the right questions, you can easily spot whether your prospective experts can handle the job.
If you don’t know where to start in crafting those questions, here are some questions you should include on your list.
1. Do You Have Enough Experience with Planning Corporate Events?
Usually, event planners handle various types of events, so it’s vital to ask whether they already have enough experience handling corporate events, specifically the events related to yours. For instance, if you’re planning to host a wedding expo, and the event planners haven’t done similar, it’s a sign to look for other planners.
Understanding the background and expertise of the event planners allows you to decide whether to hire them. Besides, corporate events can significantly impact the business name, so being careful about who to hire is just reasonable.
2. Can You Provide References or Samples?
A well-established, reputable corporate event planner can show you documentation of their past events. Aside from the sample online, detailed case studies of the results can also be viewed. Once the event planner shows the client a sample or reference about how they view the client’s preferences, it shows whether they understand the client or not.
As professionals, corporate event planners should be able to show visualisation of at least something similar to the goals of the event host. From there, they can work with other changes and details that can create a whole idea of the event.
3. What Services Do You Offer?
Corporate events require various services, including coordination with vendors, venue selection, and on-site decoration. Usually, corporate event planners offer packages that include everything you need for the event. Aside from that, you can also opt for add-ons depending on the specific needs of the event.
4. How Do You Manage Budgets?
Managing the budget in any event is crucial, so the event planner should handle it properly. Besides, at the end of the day, it’s your responsibility to look for the best event planner to avoid any problems, including lacking finances.
So, you shouldn’t forget about asking this question. If they’ve organised similar events, you can ask for a copy of the budgeting to give you an idea of the amount you need to prepare, including the emergency funds.
5. What’s Your Preferred Form of Communication with Clients?
How do they communicate with their clients? How often do they give online and face-to-face updates? Understanding their communication style is helpful as you can also decide whether you can adjust or ask them to compromise. Fortunately, if it’s a perfect match, it can minimise the miscommunication and increase the probability of success.
6. Do You Have Partner Vendors?
Most event planners have partner vendors that help significantly in terms of budget and reliability. Since the event planners trust the vendors, they might be doing well in their business. However, aside from considering the established relationship between the vendors and the planner, you should also research to know the reputation of those vendors.
Meanwhile, aside from the reputation of the vendors, you should ask whether there’s a good deal with hiring the vendors alongside them.
7. How Do You Handle On-Site Coordination?
On the event date, you should be aware of the team members and the main coordinator, including their contact in. In addition, you should ask how they handle sudden changes.
Asking your prospecting event planner about how they handle certain situations allows you to understand their work, and gives you an idea of what to expect during the event.
8. What Type of Software or Technology You Regularly Use?
Both parties should be familiar with their preferred technology or software. For instance, if your company have a preferred mode for online registration, the event planner should also be familiar with it. At the same time, if the event planner is used to using a specific technology to enhance the quality of their services, your company should also be aware of it.
9. What is Your Contingency Plan?
Even perfectly planned events can still encounter unexpected challenges, so the event planner should always have a backup plan. If you’re eyeing someone who has been in the corporate event industry for quite some time now, there’s a higher chance that they have already encountered various challenges along the way. So, asking this question can significantly help you decide on whether they can handle your event.
10. What Are the Terms of Your Contract?
Before signing the contract, have them explain some of the things you don’t get. Since it’s their expertise, you should be aware of the specifics in terms of returns policies, cancellations, and other terms. In addition, take some time before confirming things. You can have the contract checked by your company lawyer and other experts.
Final Thoughts
Hiring the right corporate event planner can help you achieve the success of the event. By asking the questions mentioned above, you can understand whether an event planner has enough experience and knowledge about the specific event you’re planning to hold.
ABOUT THE AUTHOR
Aliana Baraquio is a content writer for Pink Caviar Events Sydney, a full-service event management and decorative hire company located in Sydney. When she’s not typing out blog posts, you can find her watching anime series or baking cupcakes.
