Who to Hire When Options are Endless? Part 3

If you are in Indianapolis, that answer is easy. AlanaJ Events of course!!

I do hope you will consider me, I also recommend you consult with one or two other planners. Meeting and then making the decision can be challenging if you do not know what points to consider. Let me try to make it a little easier for you. *Note: This post is a little longer than normal.

• When making first contact, always provide your proposed event date and the type of service you are looking to acquire. The event planner (EP) can see if they are available and if they offer the type of service you are requesting. It they are unable to accommodate, they may provide you with a list of other EPs to consider.

• For your consult:

  • Some EPs will charge a consulting fee and should tell you this up front. Many times, this fee may be waived after you contract with that EP.

  • Try to meet face-to-face, even if it is virtually. I recommend this to see how you connect with one another. It is harder sometimes to make that connection over email, text, social media, or talking on the phone. You can tell a lot about a person by being in their presence.

  • Be clear about what you would like the EP to do for your event. For example, if you want their full-service offering, be sure to make a list of what that means for you. In my consults, I have gotten a range of requests for my full-service package. On one end of the spectrum, a couple literally wanted to show up when needed and have me do the work and make all the decisions. On the other end, another potential client wanted me to do the work only. The client planned to attend meetings with vendors and make the decisions. Again, be clear because each service option means different things to different people and will affect the overall quote provided by the EP.

  • If the EP is someone you really want to consider, ask if there are former/current clients with whom you can speak. You can get an idea of the EP's professionalism and experience. Be open to speaking with clients who have had events or services different from what you are seeking.

• Quotes

  • Request a quote, from each EP, based upon what you discussed. There should be no hidden costs (e.g., billing for travel costs or the EP staff). All costs associated with your event should be included in the quote. Another topic to ask for in the quote is the cancellation and refund policy.

  • Compare the quotes looking at the costs, provided services, recommendations from former clients, and how you did or did not connect with the EP.

• Once you have decided:

  • Ask for a contract. The contract should contain the list of everything you and the EP have agreed to in using their services. The contract should also specify payment amounts and due dates. Review the contract thoroughly before signing. A signature or some form of confirmation should be required from both parties. If you are not able to sign in person, ask for an electronic signature or confirm you are both comfortable saying "yes" with an email. Keep a copy of the signed documents/email approvals. I do not recommend text/IM messages or vocal agreements in case you run into issues and need proof of what was agreed upon.

  • Let the other EPs know that you appreciate their consult and you have decided to contract with another person. It may seem uncomfortable but trust me, that notification will be appreciated. Some EPs put a soft hold on a date, particularly if it is a job that they really want, to ensure they do not book a second event on or around that date.

Until next week...