How to find and hire the best event planner

1. Set your goal
2. Find your event planner
3. Interview the applicants
4. Make your choice
5. Set the budget
6. Follow the process through

Hiring an external event planner does not have to be a daunting task. You need to look for the best organisers for your needs and assess them carefully before committing to one. But first, you need to know exactly what you are asking them to do.

Before you start your search, you need to define the event's goal, the budget available and the reason for outsourcing.

It is important to be able to communicate the overall shape of the event and its most important objectives. Once those are set, clear ideas will start to emerge about the theme and the message you want to get across.

Next, work out the budget available for a planner and exactly what is expected of them. An event planner can select the venue, recommend food and drink options, speakers and entertainment, be present on the day for production needs and create the invitations.

If you cannot handle all of this on your own, it is time to start looking for a planner.

Whether it is a social event or a corporate meeting, the rules for hiring an event organiser or caterer are the same: you want someone with experience in the kind of event you are putting on.

Word of mouth is a common way to find a planner, whether for an anniversary party, a business breakfast, a weekend retreat or any other kind of event. But it is not always the most effective approach.

To find the best organiser for your project, look for a company with experience and a strong reputation within the industry community. Reputation among professionals can be a more reliable signal than recommendations from friends.

If you want to know who has a good reputation in your area, ask the local convention and visitors bureau or the chamber of commerce. You can also contact a hotel's convention sales department.

Most event planners will be eager to hear the details of your event. Early on, give brief information and focus on assessing their experience during the first round of interviews.

Narrow your list of candidates down to the three strongest finalists. Then ask each candidate or company about their business, their experience with past events and how they plan for contingencies. A good planner will walk you through a conversation about the event's overall goals, the schedule, the budget, guest numbers and personal preferences, and will also ask you questions about your organisation. Whoever shows genuine interest in understanding your goals and your event will stand out from the rest.

Although it is not always possible to meet the candidate in person in the first round — especially if the event is out of town — this step can be critical in choosing the right planner, since you will want someone you get on well with.

The last step is to check the candidates' references: contact former clients and make sure there are no badly handled events in their history.

Now is the time to narrow your choice down to a single candidate. Once you have hired them, the planner should be able to share a detailed plan for the event with you. This is the moment to put creative ideas forward and drop the ones that will not work.

Plenty of first-time event organisers want a champagne event on a beer budget. Your planner can get the most out of your budget, but you may have to bring your initial vision a little closer to reality.

You need to work together to reach a realistic budget. Do not forget to find out the fees the planner will charge and how they fit into the budget: these vary widely from one professional to another.

You will be asked to provide deposits, paperwork and contracts both to the organiser and to the venues and services booked. As always, have the contracts reviewed by a lawyer before signing them.

Most problems in event planning come from a lack of follow-up. Event planning needs effective coordination of the logistics: stay on top of the project and do not let the planner make important decisions without your input.

If everything goes to plan, the process will run smoothly and you will have added an excellent planner to your network for future needs.

If the process hits an obstacle before the big day, step in and work to fix it: misunderstandings can be resolved, and unexpected problems can be sorted out. But be ready, if all else fails, to part ways with your planner and fall back on a plan B.

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