In a world and time such as these, events and occasions are the order of the day. Hardly will any day pass without an event taking place somewhere.
An event is a prearranged social activity (function, etc.). Events are important because they allow for a more intimate and engaging experience with your audience which ultimately leaves a lasting impression and one that is more memorable than a passive viewing of a more traditional form of advertising.
Event types can be separated into corporate, private, or charity. Corporate events focus on businesses and customers, whereas private events are more recreational and charity events are for philanthropy.
The event industry is continually evolving, and choosing an event planner can seem overwhelming at first. The demand for highly skilled and creative event planners is increasing every day, and with it, the need for qualified staff: agents who give their all for the success of the projects they manage and which even go beyond their objectives.
An event planner takes care of a wide range of functions, from planning and logistics up to event communication campaigns.
An event planner means ensuring quality service. Whether intended for professionals, communities or individuals directly, the company will carry out your project. The goal is to organize events tailored to customer needs from the design to the material and logistics organization of events.
Whether it’s organizing the birthday of your child or that of your company, an agency will set up targeted actions for your participants.
A great event planner has excellent organizational skills. Years of practice and experience are what make the best event planners and their ability to respond to customer demands in record time.
An event planner knows how to listen to his or her customers. Listening and being aware of customer needs and the latest news in the event industry is what makes a good event planner.
The collaboration and support of a team are fundamental to the event planner’s work. It is surprising how many good ideas arise from the close collaboration between several creative people.
An event organizer must focus on the reason and the very objectives of an event to ensure a smooth implementation, with positive and concrete benefits for the host in question. The goal is to ensure that total monetary investment is buoyant and truly meets the goals set. The real work is in all the micro details to manage before, during, and after the event.
An event planner can make this process easier, less expensive and immensely more enjoyable. They do a lot more than you might think and usually have service plans to suit most budgets.
With an event planner, you can enjoy the event and have a good time with peace of mind, without thinking of possible hazards.
How to find an event organizer?
Hiring an outside event planner doesn’t have to be a daunting task. You need to source the best event planners for your needs and screen them carefully before committing to one. But first, you should know exactly what you’re asking the event planner to do.
Determine Your Objective
Before you start your search, you need to work out the event’s objective, the budget you’re working with, and your reason for hiring externally.
You want to be in a position to communicate the broad outline of the event and its most important goals
Develop Your Budget
Once you’ve defined your objectives, a few clear ideas will begin to emerge about the theme and message you want to convey.
Now you’ll want to determine the budget you have for a planner and what they will be expected to do. An event planner can select the venue, recommend food and beverage options, source speakers and entertainment, be on-site for day-of production needs, and create the invitations.
If you can’t handle all of the above on your own, you need to start your search for an event planner
Find Your Event Planner
Regardless of whether it’s a social event or a corporate meeting, the rules of hiring an event planner or caterer remain the same: You want to hire someone who has expertise in creating your type of event.
Word of mouth is one way to find an event planner, whether it’s an anniversary party, breakfast business meeting, weekend retreat, or any other type of event. But it’s not always the most effective approach.
If you’re trying to find the best event planner for your affair, look for a company with experience and a strong reputation within the community of event planners. Peer reputation may be a stronger indicator than references from friends.
Check with the national or local chapter of Meeting Professionals International, the International Special Events Society, or the National Association of Catering Executives.
If you want to know who has a good reputation in your area, check with the local convention and visitors bureau or chamber of commerce. You might also reach out to a hotel’s convention sales department.
Most event planners will be eager to hear about your event. Give them brief details at first, and focus on their expertise in the initial round of interviews.
Reduce your list of candidates to the three strongest applicants.
You should then ask each finalist or firm about their business, their experience with past events, and how they plan for contingencies. A good planner will walk you through a discussion about your event’s overall objectives, timeline, budget, guest count, and personal preferences, and also ask questions about your organization. The one who is eager to learn about your objectives and your event will stand out from the rest.
Although it’s not always possible to meet an applicant in person during the first round of interviews, especially if your program is out of town, this can be a critical step in choosing the right planner. You’ll want the candidate who has a real rapport with you.
The final step is to check your candidates’ references, too. Contact former clients and make sure there aren’t any badly botched events in his or her past.
Everyone Wants Her Event Skills.
Make Your Selection
Now it’s time to narrow down your selection to one.
Once you’ve made the hire, the event planner should be able to share a detailed plan for the event with you. It’s the time to toss around creative ideas and toss out the ideas that don’t work.
Hammer Out the Budget
Many people who organize an event for the first time want a champagne event on a beer budget. Your event planner can make the most of your budget but may have to bring your vision down to earth a bit.
You need to work together to come up with a realistic budget. And don’t forget to find out about the fees that will be charged by the event planner, and how they will be incorporated into the budget. Event planner fees and how they are charged vary widely.
You will be asked to provide deposits, paperwork, and contracts to the event planner as well as the event venues and the services they offer. As always, you should have an attorney review any contracts before you sign them.
Most bad things that happen related to event planning are a result of a lack of follow-through. Event planning requires the effective coordination of logistics. In other words, stay on top of the project and don’t force the event planner to make major decisions without your input.
If everything goes as planned, the event planning process will go off without a hitch and you’ll have added an excellent event planner to your network for future needs.
If the process hits a snag before the big day, step in and work to correct it. Misunderstandings can be worked out. Unexpected problems can be fixed.
But be prepared, if all else fails, to fire your event planner and go to a backup.
The event organizer works in event agencies, communication, advertising, and service companies to different stakeholders (customers, venue managers, suppliers, caterers, restaurateurs, etc.). They exercise their profession as an employee or are self-employed. Clients can be communities, companies or organizations, but also individuals (weddings, birthday organization, etc.).
Using an event agency means, above all, having recourse to a professional team experienced in organizing events.
We have established how you can find the best event organizer for your occasions. We discussed the processes involved to finding the best event planner fit for corporate or social meetings in Nigeria. If you are looking for the top rated event manager around Lagos, we recommend this NDU Connect event management team.
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