There's a reason why event planning falls in the top five most stressful jobs. It's because hosting an event takes a great deal of time, energy, and skill to pull it off according to plan.
From birthday parties to corporate conferences to special events, it takes a lot to coordinate and manage these functions. Even the most organized and creative people become overwhelmed during the planning process.
Still on the fence to whether you should DIY or go with a party planner pro? Read on for 9 reasons why it pays to hire a professional event planner.
1. Brilliant Out of the Box Ideas
If you're wondering how to be a party planner, it all starts with a knack for out of the box thinking. Event planners are experts in designing creative and one-of-a-kind events. These style of events are also a great way to impress guests or clients.
They can recommend unique theme ideas and transform any space accordingly. Then they tie in ambiance, activities, decor, and little touches to create the big picture. They work to keep things on brand and get all the details right.
This is why it's important to choose a planner with a specialized niche. Some planners specialize in larger upscale events like weddings or charity galas. Others excel at children's birthday parties or corporate events.
Party planners also work in the digital age, ensuring events have a strong tie to social media growth. This is important as people are leaning towards more experiential events. About 72% of people now value experiences over tangible items.
2. Smart Budgeting Techniques
Using an event planner is a great way to stay within your budget. They help to compare prices and have access to discounts. It's a more cost-effective approach to planning as they search for ways to help to reduce costs.
Most planners are also skilled in the art of negotiation. When looking at party planner prices, be aware that they can save you money in the long run. They will also be able to tell you how many guests you can invite based on your budget.
3. Less Stress and Responsibility
It takes time and energy to plan and execute the perfect party. With the help of a planner, there is much less responsibility on you. This also includes less stress on friends and colleagues who offer to lend a helping hand.
Party planner cost includes all the more difficult and time-consuming tasks. They compare prices, manage guest lists, and coordinate with vendors. Professional planners also help you make those difficult decisions and offer advice.
4. Access to the Best Vendors
When you hire an event planner you gain access to all the best vendors needed for your event. Wedding planning involves hiring an average of 14 different vendors for your event. This is often the same case for larger corporate events and business parties.
Planners already have relationships with these vendors and can make recommendations. This includes venue options, catering services, decor companies, DJs, florists, and lighting suppliers. This way you don't have to spend time researching and comparing vendor options.
This is also helpful when planning an out of town event. As you'll have access to the best local recommendations.
Event planners can also help you develop your guest list. This is important when trying to secure guest speakers. Their contact lists may also be able to provide influencers and hard to reach guests.
5. Expert Planning Checklists and Schedules
Event planners work to keep things detail-oriented and well organized. This helps to ensure no important details get forgotten. It also allows the schedule of events to run more smoothly.
An event planner organizer brings a level of experience and time management skills. They are able to work within your timeline, including short deadlines.
A professional event planner also uses special technology to help coordinate and manage events. Digital savviness is an important skill to look for when you hire an event planner.
This keeps the planning process consistent and well-documented. There is less room for error and you're less likely to run into last-minute surprises or setbacks.
6. A Professional Knack for Problem Solving
Event planners are expert problem solvers and proactive in their planning process. They are also good at making judgment calls on the fly. This skill comes in handy should something go wrong leading up to the event.
Planners also include well-thought-out backup plans and contingencies. This is helpful in case of bad weather. Or an unforeseen emergency like a vendor backing out or making a mistake.
7. The Right Staffing
Pulling off a successful event includes hiring the right staff. You want reliable, professional, and knowledgeable people working your event.
Event planners have people skills for managing all different types of staff. They also know how many people you need to hire based on your event specifications. This includes waitstaff, entertainment, set-up staff, and photographers.
8. A Customized Hands-on or Hands-off Approach
An event planner's main goal is to respect your vision. This means they will aim to be as involved or uninvolved as you need them to be.
They understand when you want them to take the reins and plan the entire event from start to finish. They know when to run important decisions by you and will listen to your needs. This is to ensure their client's expectation get exceeded at every stage of the process.
9. More Time to Enjoy the Event
Using an event planner lets you have a chance to experience much more of the event yourself. Without having to manage everything you get to enjoy the event.
You get to spend more time networking and engaging with others. This is especially important for corporate events where you learn key objectives.
Using a Professional Event Planner for Your Next Event
A professional event planner offers a creative, detailed, and timely approach to the planning process. They have a knack for making an event extra memorable and engaging for the guests.
Yet, it's important to make sure your event planner has a clear understanding of the event type and vision. They should also mesh well with your personality and the objectives for the event.
It helps to ask for a free consultation so you can ensure the planner is right for your event. You'll also want to read online reviews and ask for testimonials.
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