06.19.08
Questions & Answers
Party Pros: 13 Questions to Ask Party Planners
No doubt you need help coordinating your party. Keep these questions in mind while talking with your party planner.
Strongly consider handing the planning baton to an event coordinator or professional party planner if a) You have no time to plan the party; b) You have no desire to plan the party; c) your guest list has 100+ names and keeps growing; or d) you simply prefer — and can afford — professional help. They’ll do the legwork, hire vendors, negotiate contracts, and may even cut you some money-saving deals. Here are some key questions to ask.
(1) Will the coordinator commit to your budget and not push you in the direction of things you simply can’t afford?
At eventements, we pride ourselves in helping you maintain your budget. Your budget is a crucial part of your planning process and we will have an entire meeting just on budget. We would never persuade you to do something you cannot afford. If it is something that you love and cannot live without and still cannot afford it, we will do everything we can to come up with an alternate that you will love just as much!
(2) Will the coordinator devise a master plan mapping out all the little details, from announcement to zebra-striped decor? (This will clue you in to organizational prowess and a willingness to keep you in the loop on every matter imaginable.)
Of course we will! It’s YOUR day, we are basically your hired help. We have excellent organizational skills and will provide you with weekly updates, and a well-mapped out master plan that is yours to keep forever.
(3) Can the coordinator name the best and most original locations in your area (that would be suitable to your party size, style, and budget)?
All of the staff at eventements has been in the Pittsburgh for nearly 30 years. We have each planned countless events and have worked at or with numerous other venues and vendors throughout the area. We will recommend and visit as many as it takes for you to be happy.
(4) Is the coordinator familiar with the best florists, photographers, caterers, bands, and DJs in your price range? Can he/she explain their strong points to you briefly? (Ask yourself: Does the coordinator seem both knowledgeable and passionate?)
This is all we do at eventements. This isn’t just a hobby or a fleeting company. We have each worked within the event industry for the majority of our careers. We have numerous contacts and respect for other vendors. We also know who to stay away from!
(5) Can the coordinator score you some discounts with any vendors? (Coordinators bring volume to favored vendors; often vendors will reciprocate by slashing prices or throwing in extras.)
Yes, coordinator in general are able to get better prices than the average client. We are masters of negotiating. Our reciprocal list is growing at an alarming rate.
(6) Will the coordinator read over the vendor contracts for you? What are some common traps to look out for?
That is a big part of what we do for you. We are familiar with contracts in a variety of forms, and will guarantee that you will get exactly what is agreed upon. I do not want to think that any vendors are dishonest, but some common mistakes happen after the meeting when they might “forget” what the agreed upon price is, and the contract comes back with a higher price. This has not happened to us as wedding planners yet, but it happened a few times in the corporate event sector.
(7) Can the coordinator create a timeline that tells everyone involved in the planning process — vendors, family members, etc. — what to do and when to do it? How will she/he make sure that everyone sticks to the schedule?
This is exactly what we do. Everyone will receive an agenda and we ensure that everyone sticks to it. We’ve had a client refer to us as a human clock before.
(8) Will the coordinator handle the invitations, from wording and ordering to the addressing and mailing?
Of course we will. Some brides like to do that on their own, and that is okay too. All of this will be gone over throughout the many meetings and emails we will exchange.
(9) Can the coordinator counsel you on etiquette matters and alert you to hot trends on the party horizon?
Very much so. Since this is our full time jobs, we receive numerous event publications, and are constantly reading up on trends and tips. We also know a lot about etiquette. Some of it is out of date, and some of it we’ll make sure you follow the roads, either way though, we’ll let you know your options.
(10) Will the coordinator organize delivery, arrival, and setup times with photographer, florist, musicians, caterer/banquet manager, et al?
Yes
(11) For the day of the event, will the coordinator be willing to oversee the entire event by supervising vendors, troubleshooting emergencies, and soothing nerves? Can she/he share any anecdotes that required performing above and beyond the call of duty?
Yes
(12) Will the coordinator be willing to step in as your advocate, conveying your visions and desires to vendors when you don’t feel up to the task?
Most Certainly. It often still comes as a big surprise to us when vendors seem to ignore what you’ve just told them and try to suggest whatever they feel like doing. We’re masters at spelling it out and making our point clear.
Party Pointer: Remember that the coordinator should have plenty of questions for you too, in an effort to determine your wishes, needs, level of maintenance, budget, scope of imagination, and more. You’re both trying to assess each other and how well you’ll work together. The coordinator will probably initiate discussions — take this time to consider manner, personality, confidence, warmth, whatever you’re looking for. Whomever you enlist, do not hire a coordinator who doesn’t want to listen, is bossy, tries to convince you of what’s best for you, critiques your ideas, has no references, or won’t sign a written agreement.
Thank you for taking the time to read this Question & Answer session. We hope you’ve gotten to know us a little better and we hope to hear from you in the near future! If you have any other questions please feel free to ask, we’ll be happy to answer. visit our website www.eventements.com or email brandihugar@eventements.com Let’s start Planning together!
