The Event Planner’s Secret to Success

Whether an event planner likes it or not, the occasion he or she is planning directly reflects his or her ability to organize, produce and execute the preparation process.

If an event is successful, the event planner is praised and recommended for future events. If an event is disastrous, the results rest directly on the shoulders of you know who: the event planner in charge.

In the event industry, a poor event can ruin a planner's career despite good intentions. Because of this, it is important to know the top three mistakes an event planner can make in the vendor hiring process. With the proper hiring guidelines, an event planner can be on their way to an award-winning affair.

1. The biggest mistake that event planners make is sacrificing quality for price. If the event has a potential profit for the event planner, this can be the most tempting error to make in the process. Don't do it! Start your event off on a good foot by hiring qualified vendors.

2. The second biggest mistake is not securing his or her vendors of choice. Once an event planner has chosen his or her vendors, make sure to immediately place a deposit, obtain a receipt for the deposit and request a copy of the event contract. Never assume a vendor will be available for an event without upfront commitment in writing.

3. Last, but not least, the third biggest mistake an event planner makes is not communicating with their vendors throughout the planning process. Many planners book their vendors and then wait until the last minute (two or three weeks prior to the event) to contact them for arrangements (i.e. menu planning, floral décor, audio-visual arrangements, etc.). This causes unneeded stress for the planner and his or her vendors. The goal is the planning process is to (1) be organized, (2) be in communication and (3) be stress-free.

How can you avoid these common mistakes?
First and foremost, research your vendor options by browsing online directories and contacting your event venue for a list of preferred vendors.

Next, schedule interviews with your potential vendors by arranging in-person meetings. Be careful when interviewing vendors to ask a few key questions, such as:

● Do they have an event contract?
● Is an event deposit required to reserve their services?
● Do they have a list of references?
● Do they have a pricing brochure?

The answer to these questions should always be "Yes," not "Maybe" or "Sometimes."

An event runs smoothly when the event planner has a team of qualified, dependable and informed vendors. By avoiding the top three biggest event planning mistakes, an event planner can enjoy his or her job and look forward many successful events in the future.

SoundSource Entertainment specializes in event production, sound and lighting design for special events including weddings, corporate functions, shows and parties.

The information and views of this contributing columnist are not necessarily the views or opinion of Meetings + Events or its parent company, Tiger Oak Publications.