Questions are indications of how individuals think. A company can evaluate its employees, or external event planners based on how they answer questions, and what questions they ask. Questions not only display what the individual understands but also what they want.
There are many questions to ask an event planner. The main focus should be based on what they can offer and what they bring to the table. Companies, however, can extend the impact of their questions by asking more direct and impactful questions.
Companies should not get caught asking the same questions over and over again. The focus should be to adjust the questions according to the event planner or company that is being interviewed. Questions and answers will provide the team with valuable information, not solely on resources, but on character and ability as well.
Reasons to Employ an Event Planner
There are many benefits for companies when employing an event planner. This hire aims to ensure that the planning, and creating of the event is at a high standard. The event planner must be able to create the perfect event according to the company’s goals and objectives.
This however should not be the only focus. An external hire will allow the internal employees to focus on important work, and not spread their attention and time across multiple tasks, including planning an event.
Time Management
Finding the time and focus to spend on planning and building an event is difficult. Most employees are swamped with everyday tasks and goals. This means they must either rush smaller tasks or spread their attention to tackle all tasks at hand.
An event planner might have multiple events running at once, this however should not be a problem due to the team and time management skills that they have acquired. Event planners will know what to focus on, at certain times throughout the event planning process, thus allowing them time and space to create the perfect event.
Budget Management
Event planners understand budget planning. These individuals or teams have created multiple budgets for small businesses and corporations. Budgeting is a strength that they can use to ensure that the company has enough money to host the entire event.
Event managers have the best information on budget allocations. These event companies have the information to allocate the company’s finances in the best possible way. Thus preventing the company to allocate too little or too much finances to a specific destination or expense.
Planners can assist the company with the best deals which will lower their budget. This is due to the constant use of specific venues, vendors, or services. Not only will the company be saving money, but the event manager will also know the quality of these services.
Stress Management
The impact of stress on the human body is quite drastic. And while some stress factors are from everyday tasks a study has proven that 63% of US workers are ready to quit their occupations to avoid work-related stress.
Thus hiring an external event organizer will avoid extra stress being placed on any of the internal employees of the company. The stress will be placed on the event managers, which will have stress management skills to work through all the stress.
Questions to Ask an Event Planner
There are many questions to ask an event planner. The problem can occur that not all questions are equal. The following questions will provide the company with clarity and the needed information on whether the event planner is suited for the job. There are an array of event management questions that can all be used to assess the event coordinator which will provide major challenges and critical factors that the company must work with.
Can you Handle the Logistics of the Event?
The logistics of an event refer back to the organization and implementation of operations within the event. The question will evaluate whether the event planner can plan the corporate event with the necessary operations and services in place.
Do You Have Preferred Venues or Vendors?
This question will allow the company to evaluate whether there are set venues available, or if the planner must acquire and do research on different venue options. Set vendors and venues will save the planner time and money. Private events must have a dedicated event venue, which must be part of the preference the event planner has.
What Is the Timeline for Planning the Event?
A timeline will provide the team will an indication of the efficiency and skills of the planner. If the timeline is too long, the company might need to find an event planner with better skills and work ethic.
When Is the Final Deadline for Making Changes to the Event?
Deadlines are there to ensure that all changes are final and that whatever is needed to host the event is in place before the actual event. The deadline will provide the team with an exact time when all changes are final. This will allow the event manager to focus on other logistics and planning.
How Often Will We Communicate Throughout the Planning Process?
Communication plays a key role in the success of both planning and running a successful event. Constant communication will provide both parties with a clear view of the current stance and the position of the planning. There are multiple methods of communication, thus, determining the best method through questions for events will bring the best solution to light.
Will You Conduct a Post-Event Evaluation?
Post-event evaluations will allow the team to view the data and statistics of what the attendees experienced. This evaluation will display problem areas and strengths that the company can work on, or leave as is. This will assist the team in improving the product, service, or event planner.
How Do You Manage the Event Budget?
An event budget is a layout of where all the event finances will be displayed. The specific amount planned to be spent on certain areas of the event. This question will allow the event planner to provide the team with clear spending allocations according to the necessity thereof.
How Do You Manage Event Safety?
Event safety can be outsourced or done by the team of the event organizing company. This will allow the company to evaluate whether it is necessary to obtain their security or whether the planning team will cover it.
Check Out What Are 3 Questions You Should Ask Before Hiring a Vendor For Your Event:
How Do You Measure Event Success?
This will provide the team with what protocols and returns of investments the event manager use. The team must be able to identify and calculate whether the event was a success, and these measuring tools will allow them to. Determining whether the event organization have a set method to determine event KPIs is important.
Important Questions to Address Before Hiring an Event Planner
The following topics will provide the team with valuable information based on the event manager’s capacity and ability to meet the set requirements that the company has in place. These fundamental questions will provide the team with key factors that will allow them to evaluate the risk assessment connected to the service provider.
Attendance Figures
The event size has an impact on the capability of the event planner. There are different types of events and with the difference comes a attendance figure. The event planner must be capable of planning the size of the event. If the event manager is used to smaller events, 1000 attendees might not be the event for them.
Preferences for Places
A set venue can cause problems for some companies. The event organizer must be able to change venues and locations based on the type of event. Understanding what a seminar is, or the reasons for a trade show can drastically impact the venue. The venue must add to the experience of the attendees.
Budgetary Factors
Setting and following a budget is a skill that event planners must have. There are however factors that might influence the set budget. There are many things to consider when budgeting or adjusting the budget. A bump up in prices due to demand, or extra costs can influence the original budget. The planner must be adaptable and use the resources needed to make adjustments throughout the process.
Other budgeting factors can include the sort of event and additional charges that might be added. Flat, hourly, or commission-based fees can be seen as costly mistakes if they are not pre-determined.
Program Accomplishment
The team must work with the event organizers to create a program to achieve all set goals and objectives. It is, however, the planner’s job to bring these ideas to life to ensure that all the objectives are met.
Event Scheduling
Schedules and communications are one of the most important factors in planning an event or conference. The planner must be able to communicate and schedule the necessary arrival or set-up times for all vendors and services. This will include a set schedule for the attendees. These schedules are important, because of the information they provide for all participants.
Strategic Marketing and Communication
Event marketing will be a leading factor in the success of the event. This will impact how and where potential customers and attendees will see advertisements and invitations to the event. There are many different strategies to follow, however, the event manager must determine the best option for the set event.
Event Venue
Marketing and advertising an event with a set venue is important. The attendees must know where the event is happening to ensure that they have the transportation and date to attend the meeting.
Many factors impact the decisions of a venue, however, the main focus should be the venue capacity and the added benefits. Other factors can be the parking allocations and the outdoor space, if any.
Technology
With the rapid growth of technology, the focus should be on how to optimize the technology. The planner must use technology to optimize the information shared with the attendees. The planner must have speakers with working mics as well as visual aids to assist all keynote speakers with the information they want to share.
The technology will allow hybrid events or online attendees to participate and enjoy the event from their homes. This will increase attendance and add a level of complexity to the planning, adding cameras and sound to the event.
Frequently Asked Questions
What Are the Right Questions to Ask as an Event Planner?
There is no set of right questions to ask. However, the company can ask questions based on time management, budget setting, and the capabilities of the planner. Other questions can include whether the planner can handle stress and whether they have the best connections to bring the event to life. Some might ask for previous clients’ reviews.
What Determines a Successful Event?
A successful event includes obtaining and accomplishing goals set by the business. Reaching the set amount of attendance and having a post-event evaluation to ensure that the company meets the promises it made to the attendees.
What Should I Consider When Organizing a Virtual Event?
The main focus should be the sound and video of the speakers. The attendees must be able to hear and see the keynote speakers at all times. Virtual events are growing and by simply adding it to an event manager’s repertoire the company can increase its sales.
What Aspect of Event Planning Is Most Vital?
Communications and transparency. The organizer must keep the company in the loop with accurate and trustworthy information. This will allow both parties to contribute and assist where needed.
Final Thoughts
Event planning is an occupation that carries a lot of admin, stress, and management. The job allows the individual to travel and experience different industries and cultures. This, however, comes with its challenges. Event managers and planners must be able to answer questions that potential customers and clients might bring to the table.
Questions are used to identify the key aspects and problems that might occur in the planning process. This, however, should also be used to assess the skills and capacity of the event planner. Questions will allow both parties to evaluate and assess whether the partnership will be of great value.
