Event managers have a big job to do no matter the event size. From the tiniest detail to the elephant in the room (sometimes literally), they are in charge of an event from planning all the way through to execution. And, of course, they want it to be a success. Not only for your business but for themselves as well.
Companies that specialize in throwing events will offer many things to clients, some more important than others. These are just a few things that should be offered or at the very least discussed with an event manager:
- One-on-one consultations
The best way to find the right event planner is to meet with one to discuss your expectations of whatever occasion you plan on hosting. During this initial meeting, you can gauge whether or not the planner will be the right fit for your event. A meeting is crucial and should not be overlooked. Not all management companies are alike, and sometimes you get what you pay for.
During this consultation, the planner should be taking notes and interested in whatever ideas you may have. Additionally, they can throw out some ideas and potentially brainstorm with you on the best way to achieve your event goals. If a planner doesn’t seem interested or is distracted during your meeting, they aren’t the right one for the job. Never let a consultation go by the wayside.
- Budgeting options
Budgeting is one of, if not the most, important parts of planning an event. A budget will dictate what can and cannot be afforded, which can influence entertainment, catering, and venue decisions early on. When you choose the event manager you want to work with, they should be able to give you a range of event options that fit your budget, are under your budget, and even ones that could push the budget just a bit. It’s their job to show you what you can have if you spend just a little bit more or a little bit less.
- Event promotion
If an event is to be successful, people need to know about it. Promoting an event through social media, invitations, gift bags, and even party favors is a great way to keep the event on everyone’s minds. Event planners will be able to utilize social media through media partners who specialize in the use of social-media marketing to promote an event on all platforms.
While promoting an event before it occurs is a great way to boost interest, promoting it afterward is also a strong avenue. Leaving your guests with gift bags or party favors that include the logo of your business is a fantastic way to keep people talking about the success of your event.
- Vendors & on-site coordinators
Event managers and subsequent event companies should have an arsenal of vendors at their disposal for events. Sometimes their relationships with vendors can get you a good deal if the event planner does business with the vendor often. In any case, an event manager should be able to find viable professionals to complete the various parts of your event. These professionals can include:
- Event entertainment
Not only are vendors an important part of an event, but so are the coordinators who work on site to ensure that everything is setup correctly. While your event manager will be there to organize, having a second pair of hands in an on-site coordinator will make managing everything go just a little bit smoother.
- Guest accommodations
If your event is likely to last into the wee hours of the night, having proper accommodations for your guests is crucial. Event planners can coordinate certain hotel rooms to be booked for guests in attendance and even car services. Ground transportation including buses and vans to take clients to and from the event location will provide even more luxury for clients. It’s not only important that clients enjoy your event, but it’s also important that they get home safely.