The Five Top Qualities to Look for in an Event Planner or Coordinator

In our whole lives, we likely only need an event planner a few times. Even then, you only need them during deeply emotional moments: weddings, milestone birthdays, graduations, and retirements: those moments of celebration that we cherish for the rest of our lives.

These are big moments in your life. Organizing and hiring all the right people to feed you and your guests, decorate your space, choose the perfect music, and ensure that it all goes off without a hitch can be hard. So how can you tell if you have the right kind of person? 

Organization

Good Event Coordinators are organized. They juggle multiple timelines and tasks like a magician. They are confident and respectful with you, your guests and your vendors. They coordinate schedules and manage vendors like they’re playing chess, and they keep track of complex budgets and logistical assets to ensure your event is enjoyable and stress-free.

You should think about…

• Was your prospective event planner courteous, respectful, and fun?
• Did they arrive at your meeting before you?
• Did they take extensive notes?
• Were they able to articulate a preliminary plan for organizing your event by the end of the meeting?

Attention to Detail

No one loves details like Event Planners. Knowing the details allows everyone the freedom to enjoy the event. They need to see what other people miss, so they can catch and fix any issue before you even notice. They ensure every decor, tech, and catering element is correct and are perfection-driven for a seamless guest experience.

Your event planner should…

• Assesses your plan and points out items that could be an issue
• Make innovative suggestions
• Be familiar with local vendors and performers

Communication

Event Coordinators have to juggle communication from you, from vendors, from your family, and from guests. So, they need to be strong communicators and canny enough to understand what’s relevant and what’s just not helpful. Excellent event managers will listen to a client’s expectations and goals and be able to confidently repeat them. They’ll negotiate with suppliers and partners like a world class real estate agent. Even in a tight situation, they will relay clear instructions to staff and crew.

You should think about…

• Were they easy to talk to?
• Could they repeat your ideas and needs?
• Did they treat you like a person or a checklist?
• Did they relate interesting anecdotes of past experiences?

Problem-Solving

Even with the best of planning, there’s always something on the day that needs a sharp mind and a calm disposition. Your Event Coordinator should be able to think fast when unexpected issues arise and come to solid solutions quickly. They will remain calm under high-pressure situations. A good event planner is fast on their feet, because they have thought the issues through and have created backup plans for potential risks.

You should think about…

• If you ask them an odd question, how did they handle it?
• Can they articulate back up plans and systems?
• Did they have a story of how they managed to avert disaster in a tough situation?

Adaptability

Despite being faithful to their spreadsheets, a good event manager can dance with the best of them when the situation changes. They will adjust quickly to last-minute schedule or venue shifts and embrace changes with a flexible mindset and good humour. If things are going a little off track, they stay focused on the end goal and adjust as necessary to keep you and your guests relaxed, happy, and (hopefully) totally oblivious of any issue.

You should think about…

• If you change your mind during the interview, do they flex with you easily?
• When you introduce new ideas or alternatives, do they go with the flow?

How Will You Know?

The interview process is a chance to analyze your prospective event manager or management team. It’s a chance to see if you get along with this person, whether you think they have all the skills and connections you’re looking for and whether they exhibit the qualities of a successful event manager.

It’s important to get along with your event planner. It’s just as important that they are attentive, thoughtful, and organised. If they’re charming, that’s great. But charming doesn’t cut it when the caterer goes awol. 

Looking for an event planner? Maroon Goose offers event planning and event coordinators in Hamilton, Ontario and the surrounding region. We offer support for your event from start to finish, so your day comes without stress, and you can be sure that the people running your event are faithful to your vision.