Organizing an event seamlessly requires juggling vendors, guests, and last-minute changes. An ordinary individual can’t handle all of this and more to organize an event successfully. This is where an event planner steps in. If you’re thinking an event planner doesn’t bring much value, this blog post will cover 8 reasons why hiring one is a must.
1. They Turn Vision Into Reality
An event planner’s job isn’t just to manage multiple vendors; it’s to bring the event of your vision to life. Most experienced event planners, like Denora, have a proven process that helps turn your idea into a reality.
The event planner does whatever is required to create and organize a memorable event. While clients often provide a single line brief like make the event feel fun and premium, the event planner will look into different aspects of the event to make it a reality, like:
- Lighting
- Sound
- Seating
- Service
- Performance
This makes it easy to host a truly memorable event.
2. They Save a Lot of Time
Planning an event takes over 100+ hours, especially for premium and high-end events like weddings. It’s not uncommon for event planners to spend over 500+ hours planning a wedding. That’s roughly 20+ full work days.
Do you have the time to devote to your event?
You don’t, but event planners do. Moreover, event planners can plan more efficiently because they have ready-made templates, checklists, and SOPs to follow, which can save them a lot of time and still ensure the event is organized flawlessly.
Moreover, the event planner can save your time because of:
- Being a single point of contact for everyone
- Faster vendor selection
- Ready-made SOPs
- Automation
- Spending a lot of time on-site
3. They Ensure a Crisis Doesn’t Arise
A truly skilled and experienced event planner like Denora is proactive due to years of experience and ensures a crisis doesn’t arise. The event planner does so with:
- Proper risk assessment since they have organized such events numerous times in the past.
- Backup vendors and systems to ensure that even if there is a change close to the event date, the event doesn’t suffer.
- Iron-clad vendor contracts that ensure each vendor delivers whatever was promised.
- The talented team of most event planners can handle a various situations, making it easy for them to organize the event.
Even if a problem occurs at the last moment, the event planner has likely encountered such a problem in the past, making it easy for them to solve it.
4. They Have a Readymade Vendor Network
Vendors are an essential part of every event. However, most people booking the venue are unfamiliar with the local vendors. However, event planners have a readymade vendor network, making it easy for them to secure bookings quickly.
Vendor networks help event planners:
- Get better pricing and package deals.
- Make arrangements faster.
- Get access to exclusive vendors and suppliers.
Moreover, since most of these vendors might have worked with the event planner in the past, they ensure utmost efficiency and on-time service.
5. They Ensure Everything is Seamlessly Co-ordinated
An event is much more than just the vendors. Everything, ranging from vendors to performers to guests to logistics, needs to be seamlessly managed to make the event a success. Oftentimes, the client doesn’t have the time and expertise to manage all this. This is where an event planner helps.
The event planners take care of:
- Centralized Coordination
- Overlapping schedules
- Miscommunications
- Timing gaps
- Logistical misalignments
The aim is to ensure the event is appropriately paced and runs seamlessly, with no need for the client to manage anything personally.
6. They Manage Logistics
Any event involves:
- Movement of guests
- Event setup
- Storage of event essentials
- Transportation of goods, people, etc
- Staffing
- And much more
All these logistics are to be managed on time for the event to be a success. If there is any single logistical issue, it will hamper the smooth flow of the event. This is where event planners like Denora can outshine the competition.
Event planners are well-versed in:
- On-site storage, staging, and inventory management
- Staff management and hiring redundant staff, if needed
- Venue coordination
- Permit compliance
- Coordination between frontend and backend
Since the event planner has a keen watch on all of these and more, everything is done on time to pace the event properly.
7. They Manage Performers
Performers can make the event more memorable. However, it’s extremely important to manage the performers to pace the event right and create a memorable experience for guests. This involves their:
- Contract negotiation
- Fulfilling technical requirements
- Managing their hospitality
- On-site stage management
- And so on
An experienced event planner can handle all of this. Moreover, with their extensive network, it’s easier for them to contact any performer and coordinate their performance.
During the event, the event planner can also work with the performers to better pace the event, ensuring the performances create the right vibe and ambiance at the appropriate time.
Event planners can also stay in touch with the artists to ensure the risk of no-show or cancellation is negligible. Event planners also have backup plans ready to ensure the event isn’t affected in case of such problems.
This is where Denora outshines her competition. She is a live performer herself, making it easy to uplift your event. That’s why choosing Denora as your event planner is a much better option.
8. They Help Manage Budgets Better
Hiring an event planner can help you organize the event within your budget. An event planner does the following:
- Preparing a detailed budget for each item.
- Continuously monitoring the expenses and committed costs.
- Negotiating better with vendors.
- Keeping a specific budget for contingency.
- Being transparent with clients as well as vendors
Thus, hiring an event planner can actually help you avoid overspending, making it well worth it.
Faqs
- Can an Event Planner Work Within a Limited Budget?
Yes, an event planner can work within a limited budget. You can inform the event planner about the budget in advance. In turn, the event planner will take that into account at every stage of planning and organizing the event. - How Early Should I Hire an Event Planner?
It’s best to hire an event planner at least 4 to 6 months in advance for medium-sized events. For larger events, it’s best to hire the event planner 9 months in advance. Of course, event planners like Denora can also organize events in a shorter time frame, but it’s best to hire in advance. - Do Event Planners Stay on-site During the Entire Event?
Yes, most event planners stay on-site during the entire event. They do so to ensure that any last-minute changes can be accommodated and the event concludes smoothly. - Does Hiring an Event Planner Actually Save Money?
Yes, event planners can handle negotiations better, draft better contracts, and often help you avoid overspending, which is why they can actually save you money. - How Do Event Planners Ensure Everything Runs on Time During the Event?
Event planners have a proper SOP to ensure everything runs smoothly. Moreover, through years of experience, they know the likely problems that can arise and how to be proactive in solving them.
Hire an Experience Event Planner
So, if you want to enjoy your event rather than spend hundreds of hours planning it, hiring an event planner is a must. Besides that, the numerous advantages that an event planner offers make it well worth the investment.
Want to hire an experienced event planner with a stellar track record? Contact Denora today.