Why Hire an Event Planner?

PRINCETON, N.J., DECEMBER 2002—On top of your already existing mountain of work, your boss has asked you to plan the annual office party.  Or, the organization you volunteer for has nominated you to chair their next fundraising gala.  Or, you are looking to present your newest product to the sales force in just the right forum.  These scenarios can be quite overwhelming, but all share the same simple solution:  hire an event planner.

 An event planning professional is hired for a number of reasons according to Alison Donald, partner of kma events. “We’ve stepped in to help when the client is lacking the time needed to plan an event, or there wasn’t sufficient staff or assistance to help with all of the planning details. There have also been times when the client simply wasn’t comfortable piecing together the parts of the plan for a successful event.”  Professional event planners are valuable resources. They are available to keep their clients organized, offer advice, manage and coordinate intricate details, and, perhaps most importantly, provide a single point of contact when clients have questions or needs.

 An event planner may appear to be an added expense, but realizing that in these days, time is money, hiring an individual that will develop a creative theme, find the appropriate location and contract with reliable vendors can easily make up for the fee.  A good event consultant is insurance that the event will go as planned, and that you will not need to spend your time worrying about small details and possible problems. 

 Event planning companies offer a wide variety of services including arranging accommodations, budgeting, contract negotiation, database management, coordinating rentals, providing transportation and venue selection.  It is very important to make certain that the company you hire can handle all of the services you will need taken care of. In some cases it may be best to hand the entire event planning process over to a professional – there are also times when you may want to hold onto certain aspects of the event – knowing what the company can offer you up front will make the process go that much smoother.

 It’s a good idea to contact more than one event planning company to compare experience, pricing and work ethic. Before contacting companies, you should have a good idea of the following items: the reason for your event; a desired date for the event; an approximate number of guests; and an estimated budget for the entire event.  From this information a consultant will be able to offer you a variety of suggestions that will work for you and your plans.

 Above all, don’t be afraid to ask questions or to see portfolios and be sure to ask for references.  The person or company you select should be the one you feel most comfortable with both professionally and personally. “You should be able to enjoy your own event,” says Kate Kaeli, partner of kma events.  “Leaving the details to the planner ensures that you can focus on your guests, which is an important key to a successful event.”

 For more information or assistance in planning your next event, call kma events at (609) 924-1440 or visit www.kmaevents.com.