5 Tips to find and hire the best corporate event planner in Hyderabad
Organizing a corporate event is a complicated task that requires preparation for many months in advance. Developing an exciting theme, inviting the right speakers, finding the perfect venue are just a few of the things that will need to be managed. not to mention the thousands of other details that are also a part of the process. That’s why hiring a specialized event planner in Hyderabad is a smart choice – only a professional that has experience with conferences and corporate event planning can help you navigate through the entire process and ensure that everything goes smoothly.
But, how do you choose the best corporate event planner?
These few tips will help you get on the right track.
1. Determine the event outline
All you need is to find an event planner that can help turn your vision into reality. Before you shortlist the best event coordinators in Hyderabad, make sure you list out all the goals and requirements that your corporate event should achieve. Additionally, you should be able to broadly communicate this message to the event management company so jot down anything that you think is important for your corporate event such as location, number of attendees and food preferences as well. The more detailed your vision, the better equipped you’ll be when talking with potential candidates.
2. Set your budget
After you’ve established your list of goals and requirements, it’s time to move onto the next crucial part of the selection process – your budget.
You can’t start a conversation with a professional event planner until you’ve got at least an approximate figure of how much you’re willing to spend. this estimate should include both the event itself and the fee that the planner would entail, although you can just come up with an overall number and work with the event planner to sort out the details.
If there is a potential for revenue from the corporate event, make sure that you include an estimate of that as well if you’re able to come up with it.
3. Discuss it with the event planners
When looking for professional corporate event organizers, it’s essential to have an interview with each serious candidate because that’s the only way you’ll be able to work through the details of your event and ensure that your vision is in line with what the candidate has to offer. Although it’s not always possible to meet an applicant in person during the first round of interviews, especially if your program is out of town, this can be a critical step in choosing the right planner. You’ll want the candidate who has a real rapport with you.
If the interview goes perfectly, ask for references and, if possible, ask them to show you examples of previous conferences that they’ve set up. this should reveal a lot about their work process and give you a better idea of what kind of results you can expect.
A good planner will walk you through a discussion about your event’s overall objectives, timeline, budget, guest count, and personal preferences, and also ask questions about your organization. The one who is eager to learn about your objectives and your event will stand out from the rest.
4. Making the selection
Now it’s time to narrow down your selection to one. Once you’ve made the hire, the event planner should be able to share a detailed plan for the event with you. It’s the time to toss around creative ideas and toss out the ideas that don’t work.
5. Follow Ups
Most bad things that happen related to event planning are a result of a lack of follow-through. Event planning requires the effective coordination of logistics. In other words, stay on top of the project and don’t force the event planner to make major decisions without your input.
If everything goes as planned, the event planning process will go off without a hitch and you’ll have added an excellent event planner to your network for future needs. If the process hits a snag before the big day, step in and work to correct it. Misunderstandings can be worked out. Unexpected problems can be fixed.
But be prepared, if all else fails, to fire your event planner and go to a backup.
Eventina has been providing best in class events and entertainment services since 2009. Experienced, enthusiastic and creative, Eventina is a specialist corporate and social event management, with a difference. Want to witness a stunning corporate event? We’re just a call away.