Planning an event can be exciting, but it’s not always as easy and stress-free as people anticipate! Choosing the venue, colour schemes and flowers is all part of the fun, but amid all the excitement it’s easy to forget the logistical details, which could end up having a big impact on the day. During my nineteen years as an event planner I’ve come to the rescue of many a host who have underestimated the pressure that comes with organising a successful event. If you’ve got a celebration coming up, then here are my top five reasons why you should consider bringing a professional event planner on board!
Room layouts, furniture positioning and the allocation of staff roles can all affect the way your event runs on the day. A great even planner will always be thinking ahead about these logistical elements, to ensure your guests experience the event in the best possible way. Always remember, the logistics behind the scenes are just as important to the success of the event as what goes on out front.
One of the most common mistakes that people make when planning their own event is to not consider how each of the different elements interact with each other. I once attended a wedding as a guest, where the Bride and Groom had sourced a childcare provider to entertain the children. A fantastic idea, but when it was time for speeches, the venue decided that it was the best time to feed the suppliers, leaving the children’s area unattended and the parents stressed as the children screamed their way through the speeches!
Had they had an event planner, plans would have been put in place to ensure that all the suppliers understood their part in making the day a success.
I am a big fan of using creative tricks to make a big impact for very little money. When you host your own event, it is the little touches that can make it feel so personal. Your event planner should understand your vision, giving you creative control and allowing you to inject your personality into the day. They can then advise how to turn your ideas into reality whilst spending wisely.
By looking at the event as a whole and establishing relationships, we can also help to get the best out of your suppliers. Passing on discounts and ensuring items are sourced from the right people can save a fortune in the long run.
It is said that it takes around six working weeks to plan a wedding. Juggling this with everyday life is a challenge for anyone. Your event planner should be on hand for you to bounce ideas off, to be at the end of the phone when you are feeling overwhelmed and to make recommendations on how to make the organisation process as stress-free as possible.
Planners should also be there to help reduce conflict between all those with a vested interest and strong opinions on how everything should be done! “Asking the expert” is a great way to reach a compromise.
On the day, coordination is only one element of an event planner’s job, but it is a crucial one. Having someone to oversee the running order, to coordinate suppliers and to firefight any unexpected challenges that might be thrown your way, is invaluable. You can relax and host your guests, safe in the knowledge that everything will be running smoothly behind the scenes. No one wants to be dragged away from their party to deal with flooded toilets or to pull a truck out of a ditch!
To find out more about the different ways that we have helped couples with their wedding plans, have a look at our wedding stories.
Louise Barcock – Founder, Big Green Space Event Consultancy