Many people who want or need to host an event will decide to use an event professional, such as a caterer, event planner, caterer that also does event planning and management, or another event professional.
Why use a professional? Why not do it all yourself? For some types of events and situations, doing it yourself makes sense. As with many other things, it comes down to time or money. If you're on a budget you can do your event yourself or with the assistance of volunteers, perhaps with any needed paid professional help. If you are like many busy professional people or even retirees, you're probably glad to pay someone to take care of things so you can enjoy your event.
When you do decide to use an event professional, there are certain things you should know to get the most out of the experience. Here are six dos and don'ts.
Dos
*Be clear about your budget from the start. Your event professional (EP) can't give you suggestions or ideas if they don't know either your per-person or total budget or both. Some EPs have fixed-in-stone prices but these days many will offer a range/price points. It's also helpful to discuss what the priorties are for your event--is food more important than music, for example, or vice versa?
*Communicate what you'd like but be open to the EPs ideas, especially with decor. It's similar to working with an interior designer. Also EPs generally have a signature look or range of looks they offer, so you will be most comfortable with someone who can accomodate you in that sense. A person seeking a traditional design won't be comfortable with an EP who insists on a modern, minimalist event design; but many EPs today can do a range of eclectic designs that satisfy discriminating folks. We've warmed up clients' minimalist ideas for their event with a few eclectic touches, and clients and guests commented on how much warmer and more welcoming the space seemed.
*Get proposals from several EPs and make up a comparison sheet. And be wary of "client lists"--a company can have many clients but not have done an excellent job and is banking on your not contacting the companies on their client list. A better gauge are client testimonials or references sheets.
Don'ts
*Don't assume that a big-name EP will ensure that all will go perfectly. Many large companies have up to 5 events a day--where is your event in that food chain? Will an owner or principal be in attendance throughout your event or only up to the start time?
*Once you've given the EP instructions at your event, don't get in their way. Last year we catered an event at a home and the hosts kept moving our things as we were setting up, adding an extra half hour to the completion of the tables.
*If several people will be paying for an event but only one will provide the space, make sure everyone knows what the event professional has been hired to do. If you do ask for extras, tip generously. And designate someone to be the go-to person for the event in case the EP has questions.
Warmly,
Kristina
Kristina Ríos de Lumbreras, Ph.D.
Director of Sales and Operations/Event Manager
Fandango Catering and Events
(713) 522-0077
info@fandango-catering.com
http://www.fandango-catering.com
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