25 reasons you should hire a party planner or an event coordinator

What determines the success of an event? The perfect combination between proper theme, well set budget, and a professional coordinator will definitely help make your life easier and less stressful while planing your party or event.

We recommend you start planing your event 3-6 months ahead the date. Last minute plans are always possible, but you must keep in mind your budget will increased, because of the short notice.

Having time to plan details and have things well organized will actually give you more control of the situation in case you have to deal with improvisations

Your party or event should be a place and a time for you to be appreciated and feel special. The best part of the party is, for sure, planing it, but having someone competent and responsible to be in charge of your needs is even better!

This blog post has 25 reasons you should hire a professional event coordinator to take care of your party or event!

1. Determine the objective of the meeting and develop the program and budget
2. Book meeting site and support services (check calendar of local events to avoid conflicting or inappropriate dates)
3. Send letters of agreement to hotel and suppliers
4. Set up master account for your meeting charges with the hotel (authorize who can sign charges)
5. Invite speakers and inform them about your attendees and the facilities of the hotel, including audiovisual capabilities
6. Notify attendees
7. Make travel arrangements
8. Confirm menus, room setups and supplies in writing at least 5 weeks before your event
   
9. Monitor speakers’ presentation development and offer assistance in reproducing any handouts
10. Order signs and printed materials
11. Mail attendees the agendas, suggested dress and other instructions
12. Order gifts and amenities. Arrange deliveries of gifts (and meeting registration materials) with your hotel contact
13. Submit rooming list to hotel and confirm arrangements for amenities at least 3 weeks before your party or event
    
14. Ship materials to arrive 24 hours before your arrival, and confirm arrival before leaving your office
15. Make arrangements for shipping materials back to your office after the meeting
16. Confirm your meal and beverage counts for the first day food functions 72 hours in advance
17. Take a complete master set of all handouts with you
18. Review details and walk through your meeting space at the day of the event
    
19. Personally inspect shipped materials to be sure that all of your items have arrived and that they are in good condition
20. Check the hotel function board and front desk for posted times and locations of your functions
21. Check function space one hour in advance
22. Take care of any changes in your plans or requirements
23. Sign banquet checks each day and keep an ongoing record of your on-site expenses
24. Meet with you review your sessions, charges and receipts, after your party or event
    
25. Share with your event manager the names of personnel who have provided extraordinary service

Leave a Comment