Individual party planners and large event production companies all fall into the same category of event coordination. The field of event coordination is so vast and so diverse that it is a huge network in and amongst itself with tremendous diversity and levels of experience. It is almost like thinking of the construction industry or the banking industry.
Within the career scope of event coordination you will find people or companies who specialize in slightly different things and come from various backgrounds in the party, wedding and special events business. So, how do you know what kind of event coordinator to use? Listed below are some tips and suggestions on how to select the right kind of coordinator for your needs and descriptions of various titles within the event coordination business.
WEDDING COORDINATORS
If someone is calling himself or herself a wedding coordinator then this is what they do well and the most frequently. This is not to say that they could not plan a company party or a bar/bat mitzvah. They can plan other events but they happen to specialize in the art of weddings. When you need assistance with your big day these are the professionals to turn to!
Why hire a wedding coordinator? Planning a wedding is very stressful and usually this is the first time you've ever done it. Even though you've spent time looking in magazines and shopping and searching online for services you're still new at it and don't know as much as a coordinator. She, or he, will guide you through the proper traditions, answer your questions as to certain rules of etiquette and assist you in selecting music or other wedding professionals. Many coordinators have their own people they like to work with and recommend because they know they can be assured that the job will get done right.
Interview a few different wedding coordinators to get a feel for how they work and what their fee structure is. Everyone works a little differently so you should select the one who fits your needs the best. This person will also be assisting you on the day of the wedding with organizing all of the details, preparing the bridal party, and will keep you and your family focused and organized. A wedding coordinator will save you a lot of stress and worry.
You will also want your personal coordinator to assist at your wedding reception. He or she will work closely with the caterer or venue, the band, photographer, videographer, limousine company, etc. to ensure that you stay on schedule and that you avoid any pitfalls.
The money you spend on a wedding coordinator is well worth the investment! Just remember the old saying: "she was pennywise but pound foolish!"
PARTY PLANNER
A party planner is anyone in the special events business who plans parties! This is a very generic term and the levels of professional ability vary.
If you are planning your child's birthday party in your backyard you might call a party planner. This person or company will help you organize all or part of the following:
invitations, party favors, goody bags, gifts, prizes for games, children's entertainment, activities and games for the kids, interactive entertainment, rentals of any party equipment such as a moonbounce or slide, etc., a caterer or food carts, ice cream sundae bar, tables, chairs, umbrellas, balloons, decorations, and whatever else you may need.
Most party planners plan just about any kind of event. They are used to working with the public and can usually adapt very quickly to requests for unusual things. Themes vary from party to party and people ask for a variety of different kinds of services. A good party planner can think quickly on their feet and assist you with lots of creative input.
Party planners usually have a large list of services they provide and many of them own party planning companies or entertainment companies through whom you can hire a wide array of different talent and services. Some party planners will work with you even though you may want to bring in some of your own services, while others may require you to use everything through their personal company or contact list.
Who are party planners? Many party planners are professionals who have had years of experience performing at parties themselves. A lot of clowns, band leaders, DJ's, children's entertainers, balloon decorators and caterers are party planners. They are usually the "jack of all trades" in the party business. This is good for you because they've seen it all and been to thousands of parties. Sometimes a party planner is new and doesn't have much experience built up but if the person is creative and organized they can assist you as well as someone who has been doing it for years.
Party planners are also good people to call upon if you're planning a holiday party for your company or the summer company picnic. Most planners have a variety of different services to offer and will work with your budget to package the entertainment and services according to your needs.
A professional party planner is worth their weight in gold. They will save you tons of time. If you're running a company they'll save you money and your employees will be able to focus on their work and not on learning how to become a party planner.
If you're planning a large convention or meeting and need someone to assist you with a five day event then you may want to consider a different kind of professional as noted in the next section: a Certified Meeting Planner.
A CERTIFIED MEETING PLANNER
A certified planner is a specialized type of coordinator who has been certified and has studied the art of putting together large corporate events such as conventions, corporate meetings and seminars, etc. Most companies planning these types of events will only hire someone who has been certified.
There are many different associations that offer certification. Each one requires that the event professional takes classes and become certified with a certain listing of criteria. Some of the designated certifications are as follows: CCM, CICM, CMP, CMM, CAE, CEM, CSEP & CIMP.
This category of event coordinator is very specialized. Party planners or special events people get involved in meeting planning if they focus on organizing large corporate events. It usually involves a tremendous amount of research and detail and a certified planner works closely with the company on a long-term basis as they put together the corporate project. Several organizations or affiliations certify event coordinators.
If you are working for a company and you are in charge of organizing the company's next employee incentive event you should consider some professional help. A meeting planner can assist you with finding the venue, room reservations, travel, activities, scheduling, menu, program information, incentives, entertainment, etc. Putting together these types of events normally requires the assistance of a meeting professional.
EVENT PRODUCERS
Event Producers are glorified party planners of the highest level and have the ability to organize very large events. They are either free lance individuals who are paid a large fee for packaging an entire gala, event or production or they are people who own event production companies with teams of individuals who assist with the organization and execution of the event.
The Olympics, The Democratic or Republican National Conventions, the grand opening of the Rock and Roll Hall Of Fame and other events like these are examples of situations requiring large numbers of people, resources and event production expertise. Logistics plays a big role in the organization of large-scale events. An event producer should be able to handle every detail of the event. Event production companies spend months planning a major event. It's like producing a TV show. Someone needs to know all of the details, from the budget, to the staff, the crew, the equipment vendors, the entertainment, the payroll, the insurance and legal issues and must deal with fire department or other regulatory boards.
An event producer can also be someone who packages a particular show and then sells it to other event production companies, party planners, corporate entertainment contractors, etc.
DESTINATION MANAGEMENT COMPANIES
An experienced destination management company should be managed by people who know about corporate events and hospitality, event management, trade show production,
employee incentive programs, transportation and how to put together creative events and programs for corporate groups and travel.
Some of their other duties could include on-site management for trade shows including labor, graphics, booth logistics, audio visual needs, exhibitors, trade show events, corporate giveaways and promotions and scheduling.
Corporate travel and incentive programs require Destination Management Companies (DMC'S) to handle all of their travel arrangements, tours, dining, hotels, reservations, transportation to and from the airport and ground transportation for guests. The also arrange for buses, tours, concerts, team building events, entertainment, theater tickets, golf tournaments, sightseeing, corporate gifts and incentives, just to name a few. A DMC may contract an event production company to assist them with their entertainment needs.
DMC'S are masters of strategic planning and organizing large numbers of people. If you are planning a corporate event or trade show with a lot of logistical tasks a Destination Management Company is a must.
Many companies offer incentive travel and team building excursions to their employees as a reward for outstanding achievement. Destination Management Companies work hand in hand with companies to provide an exciting event that leaves employees recharged and motivated for success. A DMC will arrange itineraries, activities, transportation and travel related services.
Other services include incoming tour operators, theme events, team building events, themed meet and greet staff, hospitality personnel, room gifts, promotional items, site inspections, venue selection, the selection of motivational speakers or entertainment, coordination with the local Visitor's and Convention Bureau, full registration, etc.
TIPS ON HIRING EVENT COORDINATORS OR PLANNERS
1. Determine what kind of event coordinator you will need. If you're not sure then outline the types of responsibilities you would like to have handled by an outside source. When interviewing prospective individuals or companies share your prerequisites with them. A true professional should know whether or not they can adequately provide you with the services you need. 2. Request a list of references that include companies or private parties who have contracted services from the event coordinator. Call on their references and ask questions as to how professional the company was, did they deliver what they said they were going to do, etc. Did they go beyond the call of duty to ensure that the client was happy? 3. Set up a meeting face to face with your prospective event planner or coordinator. Establish what services they provide and find out exactly what details they do not cover. 4. Check their insurance coverage, worker's compensation and liability insurance. 5. Organize a list of services you want them to provide. Work with them to establish a budget. Then check on policies such as deposits, cancellation fees, contracts, legal aspects, liability factors, etc. What kind of payment schedule will be needed? What if you're not happy with their service? 6. Get a professionally prepared contract and know who is working with you on your event. What staff will be present and who will the vendors report to? 7. Get a time line or schedule from your event coordinator showing the schedule of events, arrival times of vendors, goals, strategies, etc. Everything should be detailed if the event is large and requires a lot of logistical maneuvering. If you are planning a smaller party or event then a time line should be adequate. 8. Your event coordinator is your liaison between all of the event professionals. Make sure they have leadership ability and can coordinate details with many different people at the event. 9. Establish checklists and progress reports along with follow up meetings to reevaluate the goals and objectives of your event.