One might ask, why should I hire an event planner or what can a planner do that I couldn’t do? The answer to the latter question is clear…. Nothing! The answer to the first question is not as clear to most but let me help you to understand. There are many advantages to consulting with an event planner and allowing that person to coordinate your special event, conference, meeting, or reunion.
Consider what is most important to the majority of people in today’s society. I am not referring to unconditional aspects of life, like family, what I am referring to are TIME and MONEY. Often, time and money are considered to be the same. Read on and we will initially discuss them separately and bring them together in the end, as they relate to planning and promoting.
Americans are considered to be the most time-conscious people on the planet. We live in a society where we need everything now. Look at all of the inventions of our era, created to save time, for example cellular phones, Personal Digital Assistants, electronic mail, and the list can go on. How many times have you asked yourself – “if I only had 48 hours in a day?” The reality is that no one person has any more than 60 seconds in every minute. It is up to the individual and how they manage every second of every minute, every minute of every hour, every hour of… well you know the rest and I won’t consume your time and continue with that. Once you determine how to relieve yourself of the burden of being rushed and never having time on hand, you will (or should) spend a small amount of time searching for the right event planner.
Event planners can play a major role in the equation when it is time to arrange little William’s surprise birthday party or the CEO’s customer appreciation banquet. We are a service that assists a time-conscious society in managing their time. First, you must understand that professional, effective and efficient planning is 10% education, 30% savvy, and 60% experience. Experience lends to saving time by knowing who can accommodate the needs for the event and who will offer creative and positive attributes to the meal, decorations, music, etc. by meeting deliverable dates and by knowing limitations without prior research for things such as needed permits and insurance. A savvy planner is effective when negotiating contracts and receiving those little perks that make the affair memorable to all that attend. Savvy planners reduce the amount of time needed to get what the host wants at the price they want it. Education is important, in that, it enables the planner with knowledge of things like, when hosting buffets and receptions the room is most comfortable when 8 – 10 square feet per person has been allotted, for show-theater or audience style 10 – 12 square feet per person, for served meals 12 square feet per person; and in any situation, if there is a dance floor, add two square feet per person. Other things like knowing there should be one valet per 25 guests and at least half the number of parking slots as guest. These three aspects reduce the requirement of making calls and sampling for pricing, sizing, and all the other repetitive characteristics of planning any kind of event.
Thinking in terms of money, a penny saved is a penny earned. Of course, planners cost, it is a business, but consider the fact that planners are able to cut your cost in many other areas: food, decoration, music, and facilities. Hiring vendors needed to execute any type event can be costly if you are putting on one event, one time. Planners have the advantage, in that, they are able to provide the vendors with numerous contracts; thereby, creating the opportunity of a cost reduction to you. Another consideration to money is proper budgeting and maintaining the budget. Planners are familiar with hidden cost, when to inquire about particular costs and what costs to inquire about. Hidden cost is one of the most common reasons for budgets creeping or not being met. Experience grants the planner his/her “hidden cost expertise.”
Many books will provide you with a planning outline for any type of event. However, remember the book-smart component of planning is only 10% of the equation. No book creates savvy in a person or will provide you with experience. In every instance, the use of time is decreased by experience and we all know time is money; hence, your money is best placed on experience.
You have one chance to make it happen right; so, why not do it right the first time… hire a professional. Look at it this way; planners can take a lot of the decisions and worries off your shoulders. Thereby, you are able to host an event, from beginning to end, stress-free. Over all, you come out on top. So, the next time you have an event to be planned, give one of your local event planners a call.
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