DIY or hire a pro?
I am frequently asked whether or not individuals should hire an event professional or plan the event themselves. Obviously, as an event planner my gut reaction is to always hire an event planner, but the truth of the matter is a pro is not necessarily what is best for you or your event. The following are a few questions to consider when deciding whether or not to hire a professional event planner:
When is your event?
There are several factors to consider surrounding the timing of your event.
First, how many days, weeks, months or years do you have to plan? The more time you have to plan, the more feasible it is that you can plan an event without outside assistance.
Second, what time of year is your event? When is your busy time of year? If you are planning an April wedding and you know you are going to be traveling significantly for work in March, it is going to ease your mind and reduce your stress level to delegate. No matter how hard you try to plan in advance for an event, there are always details that must be taken care of at the last minute to ensure everything is in place.
Third, how busy are you? If you are working 70 hours a week already, you probably aren’t wanting to add any more obligations.
How complicated is your event?
When most people think of event planning they think of the fun details, such as the food, beverages, décor, venue, music selections, guest list, etc. They frequently overlook the mundane but very critical details. Details that are frequently overlooked are security needs, restroom capacity/availability, trash service, emergency services, staffing, coat checks, insurance requirements, noise permits, tent permits, parking permits…you get the idea. Although any individual can plan for and make the necessary accommodations, hiring a professional ensures that all of the mundane, but oh so, necessary (and in some cases legal) requirements are met. The last thing you want is your event to be shut down or to receive a fine due to a missed detail.
Who is attending your event?
Are you throwing an event for family and friends, colleagues, the public or dignitaries? You must consider your target audience throughout your event planning process. Who you are inviting will affect what type of entertainment you provide, your food/beverage selections, your décor, travel accommodations, the timing of your event and the location. Professional event planners are experts in designing an event custom-suited to your guests and can quickly and easily make recommendations and decisions to ensure your event is a success.
Be honest, are you a control freak?
Event planning tends to attract Type-A individuals that are highly motivated, have a strong attention to detail and well, love control. If you are an individual that wants to have an opinion in every decision, oversee every detail and ultimately control the process, hiring an event planner probably isn’t the best option for you. An event planner could serve as a great initial consultant to help direct you toward all of the aspects you will need to consider, but if you want control don’t hire someone else who wants control. Events are fun and the planning should be too!
What is your budget?
This is not as simple as high budget = hire an event planner and low budget = DIY. Event planners can provide tips and tricks for putting on a great event on a reduced budget. They know where costs can be cut and where they shouldn’t be. Many planners also have established relationships with vendors and are frequently offered discounts or extras since they do steady business with them. Although you might be spending a portion of your budget on a professional, they might be able to ultimately help you save money on your event. Also, planners frequently have supplies on hand that they will lend for no to minimal cost. Before you assume that a planner is outside of your budget, have a meeting with him or her. Even if you decide to not hire a planner for the entire event, a simple low-cost consultation can end up saving you significant money.