Planning an event can feel like doing all things at once. It can get overwhelming as deadlines start to pile and each item needs to be ticked off your to-do list. Hiring an event planner or an event planning service is an option business owners take so they can focus on what they do best.
The question business owners may ask might be how much event planners charge. We’ll discuss the process of hiring and choosing the best event partner for your business.
Types of Event Planning Services
Different events require different event planning services. This section gives an overview of the different responsibilities and services of event planners.
The most common event planning services many event planners provide are:
Venue coordination and liaising
Book venues for weddings, conferences, seminars, and different social events. For example, choosing a venue can be a tedious task especially when it comes to destination weddings. A wedding planner will usually include full service in venue assistance like negotiating with the vendor for the time and date. Additionally, it is also the event planner who gets details about the rules and regulations of the venue.
Budget management
The event planner can be responsible for handling the client’s finances or the event’s total budget. This responsibility includes listing down the overhead costs, sticking to the budget, negotiating with vendors, and making payments.
Timeline creation
Event planning can feel like a never-ending to-do list. It can be easy to forget deadlines. Tools like event timeline templates can help the events team stay on track. When you delegate to an event planner, they can create deadlines for each task and ensure the vendors meet these.
Event Program and Activities
Making events engaging and memorable requires intensive planning and creative ideas. Event planners collaborate with clients to understand how they can translate objectives into event programs and activities.
Additionally, the tasks that fall under an event planner’s job description are content curation, detailed agenda creation, and executing smooth transitions between segments of the event program.
Vendor and Audience Communications
Teams and organizations can focus on overseeing the event as event planners do the nitty gritty work of coordinating and aligning with vendors and stakeholders. Event planners serve as liaisons between clients and vendors, fostering strong relationships, clarifying expectations, and ensuring the seamless delivery of services.
Marketing and Promotions
The event marketing strategy is as important as the event itself. From content conceptualization, photo documentation, public relations, and marketing materials, an event planner has expertise on how to stay on top of it all.
The different event marketing aspects that a business owner can hand off to an event planner are the following:
- Audience analysis
- Strategic planning
- Setting objectives
- Branding and collateral
- Social media management
- Email marketing
- Community Engagement
- Search Engine Optimization
- Print and Traditional Media
- Influencer Collaboration
- Sponsorships
- Data Analysis and Tracking
- Audience Communication
Logistics and Technical Coordination
Ensure a smooth and enjoyable experience by giving importance to the event production. The tasks include arranging and coordinating the rental of audiovisual (AV) equipment, sound systems, projectors, screens, and lighting.
If your event requires transportation needs, an event planner is also in charge of coordinating these. Furthermore, permits and compliance can be a tedious but necessary task. This includes addressing safety measures and accessibility requirements for the venue and attendees.
Finally, business owners don’t need to worry about cleanup and egress because event planners include this in their services too.
Post-event Evaluations
Measuring the success of the event is crucial to keep on improving for your next event. Since an event planner is at the forefront of your event, they can execute a post-event evaluation best.
Tasks include gathering feedback from attendees, sending thank you notes or gifts, vendor and partner assessments, and creating a post-event report.
Types of Event Planner Planning Fees
When hiring an event planner, there are different forms of fees that event planners charge. Here are the most common types:
Project
A project fee charges a fixed rate for a package of services for a particular event. For example, an event planner can list down the inclusions of their services for a wedding for a flat fee.
Variations for this type of pricing can be a tiered package. An event planner can have premium packages that are still a flat fee that include more elaborate event planning services at a higher rate.
The salary of wedding planners can start at $55,000 per year, depending on experience and expertise.
Hourly Rate
Some event planners charge on an hourly rate or basis for specific event planning tasks. This is more common for freelance event planners. They can make an invoice for a specific task and indicate how many hours this task took them to accomplish.
Depending on experience, the hourly rate can cost from $25 to $100.
Percentage
Charging for a percentage of the budget usually happens with big events like weddings, corporate events, high-profile events, fundraising, or full-service party planning.
Event planners may charge a percentage fee due to the complexity of the event. Depending on the particular business and their total event budget, this can be a more reasonable pricing structure for some clients.
A percentage pricing structure can also serve as an incentive for event planners to deliver results for the event. Typically, event planners may charge from 5 to 20% of the total event budget fee.
An example can be corporate events that require event planners to gather sponsors. They can be motivated to meet a target for a win-win situation for both the client and themselves.
Custom
Some event planners choose to do specific event planning services at a custom price but a flat fee, depending on the specific event they’ll handle. Event planners with specialized expertise in certain types of events or industries might adjust their pricing based on their unique skill set or experience. Custom pricing ensures that clients receive personalized event-planning services that fit their requirements.
Process of Hiring an Event Planner for Your Event Planning Business
If you’re in the process of planning an event and you’ve decided to hire an event planner, here are the steps that follow:
Define your Event Needs
Before hiring an event planner, you must first define your desired outcome for your event. Clearly defined goals can help event planners tailor their event planning proposal and pricing that will align with the client’s objectives.
When expectations are clearly defined, it can prevent conflicts and improve collaboration. Furthermore, a well-defined goal can result in a better assessment and evaluation of return on investment.
Research and Gather Options
The next step is to research the different event planners available. Review their portfolios or past events with a proven track record to see if they match your requirements. For wedding planners, for example, it is important to hire someone who fits your personality since weddings are a personal and momentous event.
Initial Screening and Interviews
During the initial screening, the client or business will interview the potential event planner they are about to hire. Among the discussion are important details like the process of the event planning, contracts, availability, and credentials.
The common questions to ask when interviewing event planners are:
- How long have you been in the events industry?
- What was the most challenging event in your event planning career?
- Can you walk me through your event planning process?
- How do you handle unexpected circumstances when handling an event?
- What are your hourly rates and what services are included?
- What tools do you use in event planning?
- Will you be personally overseeing the event? What is the delegation with your team?
- How often will we have progress updates and reports?
- What is your cancellation and refund policy?
Discuss Services and Requirements
Once the initial screening and interviews are complete, the next phase is the discussion of services and requirements. Talk about the possibility of customization of event planning services, depending on your needs. Explore event themes and programs together with your event planner.
Budget Considerations and Negotiations
Before sealing the deal, the potential clients and event planners must come to terms with the right price. Know the total event budget and use that as a basis for choosing the right event planner. Understand the price structure, and payment model, and clarify if there are additional costs. If possible, you can negotiate on specific services to be included in the package price.
Contract Signing
Once both parties have agreed on the contract and price, it’s time to sign the contract. Double-check and read the contract to make sure everything discussed is written on paper.
Collaboration and Planning
The event planner will now take charge of the planning and execution of the event. The client can oversee and handle the approvals of major decisions. Constant communication is expected throughout the process to ensure a smooth and successful event.
Execution
On-the-day coordination and audience engagement are some of the things expected from an event planner. Coordination with vendors, checking on audiovisuals, and making sure the event program goes smoothly are some of the major responsibilities of the event planner during the event.
Post-event Follow-ups
Finally, the event planner evaluates the event and collects feedback surveys from attendees. Post-event reports and recommendations can also be part of the contract.
Tips for Choosing the Right Event Planner
When hiring an event planner, consider the communication style, budget considerations, expertise, creativity, and credibility. Choose someone who you think is not only qualified for the job but also has a character fit with your organization or event.
Constantly communicate with your event planner to make sure expectations are in check. Trust their expertise and be open to their suggestions to keep an efficient working relationship.
Depending on your type of event, you can hire an event planner or an entire events company with a team. You can utilize Google Search to look for event planners near your area. Aside from this, you can also search for event professionals on LinkedIn, Instagram, or Facebook.
Events like tradeshows or networking events can also help you meet event professionals. Event certification organizations also have a pool of certified event planners that they can recommend.
Choose an Event Registration Trusted by Event Professionals
Enjoy higher profit margins and a smooth registration process for your events with a ticket-selling platform like Event Smart. The notable features include customizing registration forms, sending confirmation emails, creating customizable event pages, and selling unlimited tickets at $0 commission fees with Event Smart.
Recommend Event Smart to your event planners to make their jobs easier. Here’s a feedback from an event organizer:
“We used Event Smart for our 10-year high school reunion and it was so easy on our admin side and for our alumni to register and pay for the event. Event Smart has made it so easy to have different setup options to cater to your event needs.” – Rachel
Whether it’s for a big or small event, you can be assured that your customers can register with ease. A customer gave feedback that they “couldn’t have been more delighted with guests’ responses and ease of use” when they used Event Smart for their backyard party. He added that it’s “perfect for your event no matter how big or small.”
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