Event Planning Firms – What to Look for When Hiring

Photo courtesy of Wilhei55 on flickr

When the economy changed your boss told everyone to tighten their belts. Due to attrition, there would be fewer employees and everyone’s job responsibility was going to change. With everyone taking on new tasks and pulling together as a team, you would get through the lean times. And you were on board, happy to still have a job.

But then he informed you that planning the company meetings, team building exercises and conferences were now your responsibility. And though you answered enthusiastically, you couldn’t help but wonder, “What have I gotten myself into?”

Fear not! There are a range of Event Planning Firms out there to help you as much, or a little, as you require.

Event Planning Firms – How Much of a Role Will They Play?

That is completely up to you! An Event Planning Firm will play as much of a role as you require. They would love to take on your entire event and help you plan out every detail from transportation to accommodations, from business meetings to gala events. But if you only need help with one or two components of your event, they`ll be happy to do that too.

Event Planning Firms – What Are My Choices?

There are so many choices available whether you’re planning an event for 15 delegates or 15,000!

Full Service Agency – It’s one stop shopping. There are literally thousands of full service agencies available in the United States and Canada. You can work with a planner who will help you figure out every last detail of your event including travel, meetings, gala, transportation, hotel, decor, entertainment and more. You will make all of the decisions, but your Event Planner will do the foot work, hire suppliers and be there to execute the vision you create together.

In-House Agency – Many venues have in-house departments available to work with. So while you’re organizing the event, the in-house agency will assist you in the decision making and may even supply an event planner for you. Be sure to confirm exactly what is and isn’t included so that leading up to, and the day (or days) of your event will be surprise free.

Destination Management Company (DMC) – A DMC is a great option whether working locally or out of town. They are specialists and a good DMC is incredibly in tune with what’s happening in their city or region of expertise. Because they have established relationships with vendors and suppliers, they are able to get you a better rate than you could on your own.

Event Planning Firms – How Do I Decide?

Contact the local CVB (convention and visitors bureau). A CVB is a not-for-profit organization that offers a complete range of information, knowledge and assistance about specific city destinations. They will provide you with unbiased, neutral information about the available services, service companies, hotels and venues. Even if you’re planning locally, your CVB can be a big help.

Talk to friends and business associates who have planned company events. See if they have had a positive working experience with someone. Any hotels you are considering will have companies they work with on a regular basis.

And warm up that search engine and start researching! There is so much available information online including pictures and videos of events thrown by some of the Event Planning Firms you may be considering.