Planning an event may not be easy, especially, if you are sitting in organizer's chair for the first time. Selecting vendor(s) for various aspects is the first and the most important task. Here are some tips that can prove helpful while selecting event planner.
Spend few hours to find information on the internet
After getting recommendations and details about vendors, it is advisable to find all the info about those companies online. Read ample reviews written by company's former and present customers. Visit vendor's websites and look at their case studies, photographs for past events that the company has organized. This will help you understand which vendor suits you the most.
Don't select your event organizer within minutes, go through multiple options, and get multiple quotes.
Choose the company that has experience in organizing relevant events
There is huge difference between organizing corporate event and family functions or weddings. Companies that are pro in corporate events may not be able to offer good themes for family functions. So, look for the event planner's area of expertise even before calling their customer service number.
Make list of all the equipment, services, and items that you would require during the event. Then, approach vendor(s) with your list and expectations. Instead of outsourcing your needs to various vendors, it is advisable to opt for one company that can offer all the services you are looking for.
Keep your budget within fence
While planning your event you may come across ideas that you cannot afford. So, it is advisable to create maximum budget depending on the amount that you are willing to spend. Be to the point, and tell your budget to your event planning company so that they would manage everything within that budget.
Failing to follow the planned budget would lead to excess expenditure on some aspects of your event, and you may be forced to cut back your budget on something important.
Service level can be experienced right on the phone
Organizing an event can prove to be stressful, especially, if your event organizing company's executives are not customer friendly. You would be able to easily judge any company from the way their executives answer customer's phone calls. You would be able to work with company whose executives are helpful and courteous. But if they are rude, your event may not prove to be as good as you planned. So, it is advisable to stay away from vendors whose executives do not speak politely with prospect customers on the phone.
Getting multiple quotes is important
You may find one vendor's service and previous experience up to the mark, but his rate may not prove to be the best in the market. Perhaps, someone out there may offer similar option at lower rate. So, it is advisable to get multiple quotes and then choose your vendor after considering price factor. Of course, price should not be the only factor, but considering the same is important.
After selecting the best quote, make sure that there are no additional charges or taxes that would be added to the overall bill after the event. Getting clarification for over and above charges and taxes is important because additional charges on bill would put you under financial burden.
Cost should not be the only option to be considered
Most of the event professionals themselves suggest that event organizers should not consider cost as the first factor while choosing vendor for various aspects of the event. Vendors should be judged by neatness and perfection in their work instead of their price quote. If you are facing budget constraints, you should consider cutting your budget on aspects that are lesser important, but not on elements like event's theme, AV equipment, food, or anything else that is important.
Do you trust the vendor?
Your confidence level for the vendor is much more important than reviews, list of services offered, vendor's experience, and team members. Do you feel confident that the concerned vendor would make your event successful?
There is no point in outsourcing your work to someone whom you are not confident about. If you do not feel confident about any event management company that you have shortlisted, perhaps, it is time for you to go back to the drawing board.