Event Planning Buyer’s Guide

Choosing an event planning coordinator

The ultimate success of your event rests in the hands of the event planning coordinator you work with.

A thorough evaluation process should help you choose an event planning coordinator who can make your event a smashing success. On the other hand, if you rush your decision or base it on price alone, you could wind up wasting time and money on a planner who doesn't get you the results you expect.

Start your search by considering the level of service you need. Basically, you have two choices:

1.   Site selection companies – These companies concentrate solely on researching event venues and hotel rates. Site selection companies offer a focused approach to event planning, but leave you to come up with additional resources to plan the other aspects of the event.
2.   Full-service companies – If you need a team of planners to do everything from event logistics to marketing, choose a full-service company. These all-inclusive providers are costlier than site selection companies, but you get the simplicity of dealing with a single company for all the preparation. Make sure you meet the entire staff and learn who will work on each aspect of your event.

Strong event planning coordinator attributes
Once you determine which type of event planning coordinator best fits your plans, look at individual attributes like these to help make your decision:

• Project experience – Whatever type of event you're planning – a complex affair for hundreds or thousands of attendees or a smaller event with specific service or production needs – make sure the event planner you choose has relevant experience.
• The proposal – Pay special attention to how event planners handle your proposal: Is the proposal easy to read with clearly outlined fees? Does it reflect the ideas and concerns you presented to them? Do they provide applicable solutions to your concerns?
• Communication – Before you select a planner, it’s important to feel comfortable with that person since you’ll likely work closely together for several months. Take the time to meet with the planner as often as necessary so you can voice concerns and ask follow-up questions
• Certified status – If you want to find the most reputable event planners, look for those who work with industry organizations like the International Special Events Society (ISES) to become Certified Special Events Professionals (CSEP). This honor is practice-based – ISES professionals observe event planners to ensure they demonstrated the skill and knowledge to become certified.
• Honesty – An event planner should be upfront with you throughout your working relationship. If your vision for an event isn’t realistic, they should let you know right away. They should also let you know if any of your ideas are off the mark or unethical. Event planners can draw upon years of experience to judge what does and doesn’t work, and they shouldn’t sit idly by just because you’re footing the bill.
• Problem solving – Almost any corporate event will have its share of problems, whether small or large. Look for an event planner who can quickly, creatively and calmly solve problems before they impact you or your audience. Ask for specific examples of problem solving in their past experience.
• Specific industry focus – While few event planners work exclusively with a particular industry planners may have direct experience working with businesses similar to yours. This affords you access to proven concepts that can help you develop more focused events.
• Address your weaknesses – Find companies that are strongest in the areas where you need the most help whether it’s finding a location, setting the agenda, or executing the details.

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