Party Pros: 13 Questions to Ask Party Planners

Strongly consider handing the planning baton to an event coordinator or professional party planner if a) You have no time to plan the party; b) You have no desire to plan the party; c) your guest list has 100+ names and keeps growing; or d) you simply prefer -- and can afford -- professional help. They'll do the legwork, hire vendors, negotiate contracts, and may even cut you some money-saving deals. Expect to pay them 10 to 15 percent of your total party budget. Here are some key questions to ask.

(1) Will the coordinator commit to your budget and not push you in the direction of things you simply can't afford?

(2) Will the coordinator devise a master plan mapping out all the little details, from announcement to zebra-striped decor? (This will clue you in to organizational prowess and a willingness to keep you in the loop on every matter imaginable.)

(3) Can the coordinator name the best and most original locations in your area (that would be suitable to your party size, style, and budget)?

(4) Is the coordinator familiar with the best florists, photographers, caterers, bands, and DJs in your price range? Can he/she explain their strong points to you briefly? (Ask yourself: Does the coordinator seem both knowledgeable and passionate?)

(5) Can the coordinator score you some discounts with any vendors? (Coordinators bring volume to favored vendors; often vendors will reciprocate by slashing prices or throwing in extras.)

(6) Will the coordinator read over the vendor contracts for you? What are some common traps to look out for?

(7) Can the coordinator create a timeline that tells everyone involved in the planning process -- vendors, family members, etc. -- what to do and when to do it? How will she/he make sure that everyone sticks to the schedule?

(8) Will the coordinator handle the invitations, from wording and ordering to the addressing and mailing?

(9) Can the coordinator counsel you on etiquette matters and alert you to hot trends on the party horizon?

(10) Will the coordinator organize delivery, arrival, and setup times with photographer, florist, musicians, caterer/banquet manager, et al?

(11) For the day of the event, will the coordinator be willing to oversee the entire event by supervising vendors, troubleshooting emergencies, and soothing nerves? Can she/he share any anecdotes that required performing above and beyond the call of duty?

(12) Will the coordinator be willing to step in as your advocate, conveying your visions and desires to vendors when you don't feel up to the task?

Party Pointer: Remember that the coordinator should have plenty of questions for you too, in an effort to determine your wishes, needs, level of maintenance, budget, scope of imagination, and more. You're both trying to assess each other and how well you'll work together. The coordinator will probably initiate discussions -- take this time to consider manner, personality, confidence, warmth, whatever you're looking for. Whomever you enlist, do not hire a coordinator who doesn't want to listen, is bossy, tries to convince you of what's best for you, critiques your ideas, has no references, or won't sign a written agreement.

 

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