Four Steps To Selecting An Event Planning Company For Your Corporate Function

Published: 22nd August 2008
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Planning a corporate event, no matter how large or small, can be stressful. With the expertise and past experience of a corporate event planning company, however, the task can become more manageable and the event will be more successful. An event coordinator plans all facets of the function, saving both time and money. Therefore, it is important to choose the right planner for your corporate function, which can be a daunting task itself. The following steps can assist you make the best decision when choosing an event coordinator.

Meet With Potential Event Planners

The first task in choosing an event planner is to meet and interview prospective companies. By interacting with potential corporate event planning organizations, you will be able to witness firsthand a company's capabilities and its staff members' personalities. It is also important to determine the communication procedures upfront for the duration of the process. Inquiries and concerns will be resolved more quickly when a single point of contact is provided for correspondence. Additionally, the initial meeting is a great time to become familiar with the coordinator's billing structure and planning fees.

In order for the potential event planning companies to get a realistic scope of the event and to provide you with a viable financial proposal, be prepared for the meeting with an idea of the function you would like to host. It also would be helpful to provide an approximate number of guests, a potential date and preliminary budget. Remember that an event coordinator will also oversee the budget and ensure that you stay within your financial limits.

Explore The Portfolio

In order to make an informed decision, you can evaluate a company's customer service and previous success by contacting past client references, especially those who planned a function similar to your upcoming event. However, the event planning company may be tight-lipped when releasing proprietary information such as a past client list. In this case, a review of the company's portfolio of previous functions can substitute for client references. Plus, the amount of time the company has been in business can also indicate a high level of skill and expertise.

Evaluate The Company's Capabilities

When selecting an event planning company for your corporate function, make sure the potential company offers the services you will need for your event. In fact, a full-service company will be able to handle all of the event components, from beginning to end. Before committing to a coordinator, evaluate the capabilities of each of the companies you have in mind. If desired, an event planning company should be able to stylize the event location, produce media components, coordinate entertainment, and write any necessary materials. Most importantly, a full-service company also ensures that you will not have to handle any event planning tasks.

Observe The Company In Action

At the initial meeting, ask the event planning company if you can observe an upcoming corporate function. Your attendance at an event will allow you to witness the event planner in action, while dealing with stressful situations and day-of event logistics. Here, you will also be able to see how all of the different event components, such as set design and talent, combine to form an effective corporate function.

About the Author: Christine O'Kelly is an author for Plexus Productions, a full-service event planning company. From wedding planning to corporate event planning, Plexus Productions has the manpower and creativity to design memorable events.

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