The downturn in the economy is forcing companies to examine their costs of doing business. And among the things that often go first, is hiring professionals for jobs like event planning. Big mistake, event planners say: Skipping the experts saves money upfront, but it may actually lead to a more expensive event.
“A lot of the value the planner brings to the table is helping folks spend their money wisely and maximize their return on investment, allocating those resources where they count,” says Melissa Bryan, owner of Lush Parties & Events on Bainbridge Island. “A lot of what I do is helping clients navigate the planning process. There are so many choices people can make in every category.”
Anne Thatcher, co-owner of Farm Kitchen in Poulsbo, says often times, companies leave event planning to employees with lighter duties, like receptionists, which could mean a mismatched skills set and important details omitted.
“Planners can look at the bigger picture, at what the business is trying to achieve with the event, and the overarching goals,” she says. “You want the event to help further the company goals.” Even a picnic, for example, is not necessarily just about giving people time off — it could mean an avenue for employees to get to know each other on a more personal level, which strengthens the team.
Planners recommend knowing several details before going in for a consultation: What the goal of the event is, the desired date and the budget. “They should start the process before sending out invitations so they know what they’re inviting people to,” says Sharon Snuffin, owner of Snuffin’s Catering in Gig Harbor.
An estimated budget is important to have before hand, but so is staying flexible — those who’ve never held the certain type of event before may not have realistic expectations about costs.
Then, ask a lot of questions.
“The most important thing is to ask what expertise is and how many events they do. If you have a specific kind of event, like outdoors, ask if they have experience with it and how much,” Snuffin says.
Thatcher says planners are usually very good at marketing, and sometimes that mean over-marketing their own abilities. “It’s important to find out what they can actually execute. The delivery, not the promises, is important,” she says. Which means the client should ask questions about operations, check references, and find out if the planner is a good communicator.
“Communication is key,” says Terry Halvorson, general manager of Kitsap Conference Center at Bremerton Harborside. “I love face to face meetings some time during the process. We try to understand not only the event needs, but personal needs, like impressing their boss. Once you meet someone face to face, you can get a feel for that.”
The planner will be aware of details most people will not think about — like flow and parking, which means visiting the venue in advance. Bryan says important details include knowing whether parking should be staged, whether the venue is wheelchair accessible , what amenities and vendors exist on site.
The trend after Sept. 11 has been to significantly cut the lead time for event planning. And while many events can be pulled off in a short fashion, Bryan notes that longer lead time means better venue. “For the Peninsula, venues are scarce so the biggest driving factor is scheduling the venue,” she says. “The further out they can plan, the better chances of securing the venue that will meet the needs.”
Hiring a planner also means one important thing, especially in a company event: All employees can enjoy the festivities, and let someone else worry about the hosting.
