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How To Choose A Corporate Event Planning Company

Christine O'Kelly
Aug 10, 2008
Whether it is a small office meeting or a company-wide convention, corporate event planning can be a daunting task. However, hiring an event planning company can help ease the stress of the process, while also adding a level of expertise and experience to create an effective event. By coordinating all aspects of the event, a planner can help save time, and sometimes even money. But with so many event coordinators out there, selecting one can even be a stressful undertaking. Here's some advice to consider when choosing a company to handle your next corporate event.

Initial Interview With Prospective Companies

A meeting with prospective event planning companies will start the process of selecting the planner for an event. This initial interaction with a company is important because it can answer a lot of questions about how the company operates and the personality of the people you will be working with. During this meeting, establish how communication will flow between you and the event planning company. If the company dedicates one point of contact person for your event, it is more likely that your questions and concerns will be addressed in a timely manner.

The initial meeting will also be more effective if you have determined some things about the event beforehand, such as the type of event you would like to host, an estimated budget, an estimated guest list and even some potential dates. This information will help the prospective companies come up with a realistic proposal. Make sure you understand the invoicing procedures and fee schedule of the company, and keep in mind that an event planner can help you stay within a budget.

Ask For Client Referrals

During the initial meeting with a potential corporate event planning company, ask for referrals from past clients who can attest to the company's level of service and event success. You should be particularly interested in clients who hosted an event similar to the one you will be asking the event planner to coordinate. If the company is not willing to give out the names of previous clients, be sure to at least see a portfolio of past events. The longevity of the organization can also attest to the amount of experience its staff members have.

Consider The Range Of Company's Services

The best type of corporate event planning company is one that handles all aspects of event production, from the initial idea to the clean-up at the end of the event. Therefore, it is important to consider the company's range of services before signing a contract. Other tasks of corporate event planning include venue selection, set design, audio and video production, talent management, and writing. So, ask yourself if working with a particular company will be "one-stop planning" or if you will be required to handle some aspects of event planning.

Attend An Event

If possible, attend one of the potential event planning company's upcoming events. This experience will give you first-hand insight into how the event planner handles stress, problem-solving and overall logistics during an event. You will also be able to see how all of the event elements, such as atmosphere and entertainment, come together.
About the Author
Christine O'Kelly is an author for Plexus Productions, a full-service event planning company. From wedding planning to corporate event planning, Plexus Productions has the manpower and creativity to design memorable events.
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