5 Questions To Ask An Event Manager Before You Hire Them

Hosting events is an excellent way to grow a business, particularly if the events run smoothly. As simple as that might sound, there is a wide variety of moving parts that must come together to create a strong event. If you don’t possess the skills necessary to plan, execute and manage an event, it’s quite likely that the event will turn out to be ineffective, or even worse, a disaster. Due to this, many companies decide to hire an event manager to create an innovative and groundbreaking event that will have people talking. Bringing in an outside event manager to plan and manage your company event can be a little bit of a gamble. However, sometimes it’s a necessary step to create something truly brilliant and make sure everything goes off without a hitch. Whomever you hire should have in-depth knowledge of your industry. You will want an event planner who truly knows what they are doing and can ensure that the event they create will be the best for your company. Here are questions to ask before you hire an event manager:

1. What types of events do they usually plan? Do they have a specialty? 

Every event is different. There are significant differences between business events, trade shows, weddings, and fundraisers, just to name a few. Having detailed information on the events they have planned in the past will provide you with a better insight into their specific qualifications and if they can help you meet your event goals. Do your best to gauge their approach to event management as they run through previous events, their successes, and also the issues they have faced while planning events and how they overcame them. It’s also a great idea to interview candidates face to face and provide them with situations to see how they would handle it. This line of situational questioning can help you evaluate the way the person thinks, whether they are easily stressed and rush through things, or if they are calm and analytical and above all problem solvers.

2. What services do they offer?

It is important to know what services the event planner you are hiring can offer and to make sure they can fully handle your requirements. Do you need them to find a venue, organise catering, audio visual services, transportation, accommodation, staffing, hire speakers? Do they have a preferred list of venues and vendors that they have worked closely with in the past? A good event planner has established relationships and can help secure deals that you couldn’t as an individual.

3. What’s included in their fee?

It’s important to establish your event organiser’s fees up front, so there are no nasty surprises later. You should ask how they charge; a flat fee, hourly rate, percentage, cost-per-person. Will there be an additional fee for support staff? Are travel expenses included, or will they billed separately? Do they mark up third party vendor costs or receive any commissions from suppliers directly or indirectly?

As well as the total costs associated with their services, you need to know when payment is due and what forms of payment are accepted.

4.How do they remain up-to-date with the event industry

Staying relevant in any industry is the mark of a serious professional. Things change, new technology emerges, trends come and go. Remaining vigilant in staying current shows that an event planner wants to provide the best possible event for their client. Is the event manager affiliated with professional organizations? Do they regularly attend conferences on event planning? Do they hold any specific certifications that would add to their appeal? These questions might seem unimportant, but they could be helpful in determining the right professional.

5. Who will be working on your event?

You’ll want to know who your day-to-day contact will be and – if that’s not the person you are meeting with – arrange an introduction to ensure you have a good rapport. Other questions to ask include: Will there be a team of people working on my event or just one? Is there backup support if that person is not available or ill? Is there a limit to the number of meetings we can have prior to the event? If there is, how much will I be charged for additional meetings?

How will my event be staffed on the day? Are they full time staff, freelancers, independent contractors? Who will be my point of contact on site? A good event management company should offer you a consistent account manager who will work closely with you and be on hand should you need them.