Tag Archives: Chicago event planners

5 Reasons Why You Need an Event Planner!

Planning an event by yourself may be a bit intimidating. Sometimes, its in your best interest to hire a professional to assist you in your planning. Think about it this way: You are a great cook, but you wouldn’t

dare take on the duty of cooking for your entire event of 200 guests. It’s too big of a task for you and you want to enjoy your event with your guests. So you hire a professional caterer. Well the same principle works here. Contracts, negotiations, and choosing the perfect vendors to provide all the details for your event is something that is time consuming and can be a tedious task if you are not familiar with the industry. Planners can provide you with their professional advice and help you meet your needs.

 Planners can do everything from complete coordination of your entire event, to just providing you with a list of vendors who fit your event and budget. Some offer event design and set up as a package and just day of management. Whatever you need help with when planning your event, an event planner is your best tool!

Still on the fence about hiring an event planner? Here are 5 reasons why you may need an event planner:

1. Planner’s know what’s in. Planners are your best resource for the latest trends for the event you are hosting. They can provide you with themes you hadn’t heard of. Their may be celebrity trends you’e never seen. Planners are very knowledgeable, because they have to constantly read and watch whats happening in society when it comes to events. Planners have this ability to introduce you with ideas and concepts that help you perfect all the details of your vision.

2. Planners know the best vendors that fit your budget, time and event personality. Planners have built professional relationships with vendors and have done tons of research for specific vendors in the past. So they know which vendors are a great fit for you and are able to provide what you need, within reason. Because they are familiar with the event planning industry, they can make sure that you are getting the best deals for your budget.

3. Planners know contractsUnderstanding contracts and knowing what to put into your contracts, may not come easy to you. We know that contracts and all their legal terms can be intimidating. However, a planner usually works with contracts all the time. They will even work up one for you, for their services and include everything you need and everything they will do to meet those needs. So they understand how contracts work and can provide you lots of assurance when it comes to those things!

 4. Planners know how to manage your event. Planners act as your liaison between you and your vendors. They already know what you want and expect from the vendors, but whats great about planners is that are great managers and know how to make sure you get what you ask for. They are also great at facilitating the day of. While you are enjoying your event, they are running things behind the scene.

5. Planners know how to plan the details. Planners are passionate and creative and experienced when it comes to planning events. You tell them your vision and they know how to make it happen.

 So while you a balancing all your duties at work and at home, let the pros do all the work for you!

For help with your next event, check out my company and shoot us an email, we would love to help you! 

Advertisements

Working with Contracts

If you are not a  legal guru, then reading contracts can sometimes be very tricky. However, when you are planning an event and working with different businesses to  provide services for you, then a contract is a must!

Contract

Here are a few tips to help you when it comes down to contracts!

1. Tell the vendors everything you need within your budget:  When reaching out to the vendors it is very important that you explain to the vendor your needs or expectations from their business and what you can afford to spend. This helps the vendor determine if they can help you and how they can help you. If you explain that you want a sit down dinner of Mexican cuisine, for 100 people, on a $7,000 dollar food budget, including linen and bar services then the vendor can work with you better to develop a proposal that fits your personal needs. You have to be clear and tell them all your needs so they can add this into your contract so the vendors know what you expect of them and what they are required to do if they are hired for your event.

2. Read EVERYTHING: Read every inch of a contract. At this point, you may have gone back and forth with a vendor on what you need from them and what they can offer you, so the service is properly tailored to your needs. This will be outlined in the contract. More importantly, the vendor’s policies will be outlined here. You need to read every section and understand every policy. You can even ask vendors questions for clarity. There may be room to even negotiate a policy. For example, a venue I worked with had a specific vendor list for their caterers that you were allowed to use. If you used a caterer outside of this list, you were to pay an additional $500. This fee was usually charged to the catering company, but the catering company would add this to your fee. All of this was spelled out in the contract, you just have to read it carefully. You want to avoid any surprise fees. Also, pay attention to every fee that is charged, because these are aligned with your  expectations. Some companies charge an additional delivery fee and some don’t. Pay close attention to pay structures (how much and when you pay), the cancellation fee and deadline, and the down payment fee.

3. Negotiating: Don’t be afraid to question some policies. For example, the same venue with the preferred caterer list did not include a company that we were interested in. However, the catering company included the venue on its preferred vendor list. The catering company even offered to pay 5% of your rental fee if you used this particular vendor. After seeing this information, I emailed the venue contact and asked him if we could get around the extra $500 fee because of this information. We were able to avoid the fee because of this. So speak up and read. Negotiate the information that works best for you.

I know contracts are tedious! But its important to have contracts for every business you work with on your event. Even your event planners! Contact me if you need further help with reading and negotiating contracts, I’ve got your back.