Seven Convenient Ways To Tell When You Need an Event Planner

So, you’ve decided to save some money and plan your event yourself. Excellent! There are so many tools out there that will help you stay organized and make sure you don’t forget anything. This is your opportunity to create the event that you have always wanted.

You’ve been planning for months. You’ve worked hard: edited, re-edited and edited the seating plan; created a space that you will love; contacted, tested, and retained your vendors; found a perfect venue, and even sourced experienced staff! But now your event is a few weeks (days, really!) away, and you might start to wonder. Should I hire an event planner? What does an event planner even do? Here are seven tips to help you see whether a professional event planner will be key to making your event a success.

 

Sign #1: You Want to Actually Enjoy Your Event

As the host of the event, you will be the default problem-solver, which means you need to be seriously working throughout the event. If a vendor is a no-show, you have to figure out what to do. If a guest can’t find their seat or doesn’t know where to park, you are the only person around to help them. If the schedule is broken or guests are waiting a long time for food or drinks, you have to step in and make sure they’re well taken care of.

No matter how well planned your event is, people are going to need help. Things will go a little sideways. Even if there’s no crisis, you’ll be managing a lot of moving parts over the evening. You’ll spend the night being pulled in dozens of directions, and you won’t be able to be present with your guests, enjoy your child’s vows, or network with the right people. The whole point of you throwing the event in the first place may be lost in the thousands of details you have to manage. If you want to be part of the event, rather than running it from the sidelines, you might need an event planner.

 

Sign #2: You Have Multiple Vendors

Have you hired a caterer, a DJ, an open bar, or any equipment rentals like speakers or decorations? Your event becomes much more complicated when you’re dealing with multiple vendors. Someone needs to coordinate arrivals with the venue and vendors, answer questions, resolve last-minute issues, and keep everyone informed about timing and aligned with the schedule.

Without an event planner, you become the middleman. You need to be thinking about staggering vendor arrivals so no one is stuck waiting at the entrance, and making sure they have enough time to set up before guests arrive. You have to check in with your vendors all evening, test the food, and think about the song list. Long after your last guest has gone, you’ll still be watching to make sure the vendors leave the venue tidy.

If this doesn’t sound like much of a party to you, you should hire an event planner.

 

Sign #3: Your Event Has a Timeline (Even a Loose One)

Let’s face it. There’s always a timeline. You only have a certain amount of time in the space to set up and break down. You may have a number of speeches to worry about or food to get out on time. You might need to coordinate the changeover from dinner to dancing. That means you aren’t just managing your vendors, you’re managing your guests too. If timing matters at all, you need someone in charge of it. That’s what an event planner is for, from start to finish.

 

Sign #4: You’re Hosting at a Venue (Not Your Living Room)

A venue means rules, possibly permits, and lots and lots of coordination. You are responsible for managing the load in and out for any vendors you hire, but you’ll also need to manage and coordinate with venue staff, ensuring that your event doesn’t incur overages by going over time. An event planner acts as the bridge between you and the venue, so you can enjoy your day knowing that everything is handled.

 

Sign #5: You’re Expecting More Than 20–30 Guests

The more people you’ve invited, the more balls are in the air. 

You start being responsible for more and more things, like seating, food timing, food preferences, and even how to handle people moving throughout the space. You have to deal with troublesome personalities with aplomb, and ensure that all guests know where the bathrooms are. 

Small events can survive without an event coordinator. Medium to large events? It’s a lot harder. An event coordinator is not so emotionally invested, able to keep the personalities at arm’s length and handle each situation and each guest professionally. An event planner can make the difference between a good night and a party that everyone will remember.

 

Sign #6: You Have Even One “Important Moment”

Is there a first dance, a keynote speech in your event? Is someone jumping out of a cake? Will awards be presented as part of the proceedings? If something must go right, someone needs to manage it, and that’s an event coordinator. The event planner will ensure all the necessary elements, from the bride and groom to a special presenter, are in the right place at the right time, and set your event up flawlessly. 

 

Sign #7: You’re Already Feeling Overwhelmed

How well do you sleep? Are you the sort of person who goes over everything at night? Or are you a person who has trouble juggling details or do you often lose track of tasks? Do you stress about what might go wrong? If you’re feeling this way, you might already be wondering when is it time to hire an event coordinator.

This is the purely emotional part of this equation. It can be easy to forget that you are part of the event too, and you probably want to enjoy it, and be able to breathe easy before the event. If you’re already feeling anxious or if you can see that you might get overwhelmed, hire an event planner. They will keep your blood pressure low and your enjoyment high!

 

Looking for an Event Planner in Hamilton?

Take some time to think about it. If any of these points sound like you, why not bring someone in to execute your vision flawlessly? Hiring an event planner gives you the space to enjoy your own event, and the professional know-how to execute an event people will remember.

Looking for an event planner in Hamilton? Maroon Goose is an event planning and managing collective based in Hamilton, Niagara Falls, Burlington, and the surrounding areas. We specialise in creating cohesive events to celebrate what is unique about you. Check out our services or request a free consultation, so we can bring your vision to life together.