Planning an event is a big job, with many little details to remember and keep organised. Fortunately, the event planning industry is growing, and it’s now easy to find someone to help you. But how do you know who the best person is for the job? Be prepared to shop around a bit, and don’t feel pressurised into hiring the first event planner you meet with. Here are some tips to help you make your decision.

The most important factor is whether or not you feel at ease with them. Do you feel that you can explain your vision for the event without judgement or interruption? An event planner should put your wishes first and be willing to move mountains to make your dream happen. On the chance that some of your hopes are completely unrealistic, they should not only point this out in a subtle way, but also come up with suitable alternatives. The event planner’s main role is to have your back and you should never be made to feel that you are asking too much.

An event planner needs to understand the industry. This doesn’t necessarily mean that they need a lot of experience, but rather that they must have a feel for how the industry functions and have a good understanding of who the important role players are. Ideally, they should have contacts in the various sectors of the industry. If you get the sense that you’re speaking to someone who doesn’t really know how to start the process of planning your event, or feels uncomfortable with any part of the process, you need to keep looking.

Part of understanding the industry is knowing what the legal requirements for an event are and being able to advise you on financial options. If you’re having your event in a public space, you may need to get a permit. Your planner should not only know what kind of permit you’ll need, but also how to get it. Getting event insurance is a growing trend in the industry, but is it necessary for your event? Your planner must be able to advise you on this.

Confidence is a crucial quality in an event planner. He or she will need to negotiate prices and schedules with numerous vendors. You don’t want to end up having to pay more than necessary because your planner was too shy to ask for discounts. Planners also need to be very organised – having made arrangements with caterers, florists, hiring services, venue managers and many other people, they need to keep track of all the paperwork and be able to find the details of an agreement at a moment’s notice.

Creativity is another very important characteristic. Event planners need to be able to think out of the box to create an event that is original and uniquely yours. Problem-solving skills are a part of this creativity. If an unforeseen difficulty arises, either before or during the event, he or she must be able to come up with a good solution quickly. He or she also needs to be able to stay upbeat in the face of looming disaster. If it threatens to rain at your outdoor wedding, or the sound equipment hasn’t been delivered for your much-publicised product launch, your planner should handle the situation with a smile – and be able to hold that smile for however many hours your event lasts.

The last quality to look for is one that few people would associate with someone who makes a living from social gatherings. The sign of a good event planner is that no one even knew there was an event planner! It’s your event. The last thing you want is someone who tries to be the centre of attention. At the actual event, he or she should be happy to stay in the background, making sure that everything is running smoothly and being ready to step in to deal with any snags. Humility is essential. If the wedding planner seems at all pushy or self-absorbed at your meeting, look elsewhere.

Finally, your planner should discuss a contract or letter of agreement with you. This will specify what he or she is expected to do and the terms of payment. Until you have both agreed on the terms laid out in the document and signed it, neither of you is obliged to continue with the arrangement. So it is essential that you do discuss this early on in the relationship. If the planner you are considering hiring seems reluctant to take this step, rather find someone else.

To learn more, consider the part-time University of Cape Town Events Management short course presented online on 19 September 2011 throughout South Africa. Call Kerry on 021 447 7565 or visit www.GetSmarter.co.za for more information.