How to Hire the Best Event Planning Companies

There is no unanimity about whether or not to hire an event planner for your company’s important upcoming event.  Some corporations work with an event planning company for all their events while others hire an event planner on an ad hoc basis.  Some even try to do it on their own.  If you choose to work with an event planner, selecting one need not be a daunting task.  Follow these important steps to secure the services of a competent event planner—and to ensure the success of your event(s).   

Event Objectives

One cannot help but think of the famous expression from Alice in Wonderland, “if you don’t know where you are going, any road will take you.”  Without clearly-enunciated objectives for your event, any event planner should do.  Event objectives are not just intended to keep the event planner on track, they are the roadmap for your entire corporate team to stay focused.  Many corporations often fall in the trap of thinking that hiring an event planner starts with a budget.  A good event planner will quickly remind you that unless you go through the discipline of formulating specific objectives for your event, it is unlikely that you will end up with a satisfactory result.  In this important phase, a good event planner will guide you to answer relevant questions about who, what, where, when, why and how.      

Once the thread of a common objective for the event appears, it’s time to zero in on an umbrella theme for the event.  Here, your event planner can help you with your messaging strategy and activities that can be tied together with that common thread and determine the internal and external resources needed to accomplish the identified goals.  It is only then that your event planner can come up with a realistic budget for your event—from lodging, to venue rental, catering, speakers and entertainment, décor and transportation, etc. 

Reputation & Experience  

Unfortunately, the barriers to entry in the event planning profession are non-existent or minor.  Consequently, there appears to be a proliferation of many with little or no experience calling themselves event planners, making the job of selecting a reputable one very difficult.  Good event planners will have a roster of clients and milestone events they have put together.  Ask for references and check out the candidates’ previous work.  In particular, pay attention to the planner’s creativity in his/her other work.    

Proposal

Once you have narrowed your list to just a few event planning companies, ask for a proposal containing all the elements that you require for your event.  This is an opportunity for the event planner to shine and to demonstrate their ability to embrace your event objective(s) and put forward not only creative solutions but also realistic ones bearing in mind your budget. 

Interviews

As a final step in selecting your event planner, schedule an interview (face to face or remotely) to have a better “feel” for your possible candidates.  Ultimately, there has to be a chemistry between you—and your corporation—and the event planner.  Consider the fact that for the duration of planning and rolling out the event you and the planner will be working closely and for extended hours.  It is important that you can establish a mutually-enjoyable working relationship with your chosen planner.

These are only a few of the criteria that can help you determine whether or not you need an event planner for your next company event, and if you do, how to select the best candidate for the job. 

As an event planning company, GMS has been in business for over 20 years.  We welcome the opportunity to share the wisdom we have gathered over the years with our existing and prospective clients.

The Cure for Employee Burnout? Incentive Travel

Have you ever wished you had more vacation days? Most of us probably have, which is why it’s surprising to find that there are many people who not only have trouble using up all their vacation days, but actually refuse to take any days off at all.

Find it hard to believe? Well, many offices have at least one person like this. Research has found that in the U.S., about 15% of employees have not taken vacation in the past year. 

There can be several reasons why employees feel the need to skip their vacations: hope of advancing their careers; fear of returning to a backlog of emails and work; the increase in self-esteem that comes from feeling needed at the office; or the perception of “taking one for the team” by letting others go on vacation instead.

But in the long run, many of these people eventually see the negative effects that come from nonstop work. The lack of time away from the office becomes damaging not only to their own health and personal lives, but also to their relationships with others.

Employers are realizing too that nonstop work for their employees is damaging in the long-term to their productivity at work.

It is apparent that some employees are in desperate need to get away for a while. In fact, according to this Wall Street Journal article, some employers are even offering cash for employees to take their vacations. They realize that when their employees return from their vacation, they come back refreshed and even more productive than before.

Wall Street Journal’s Work & Family Columnist Sue Shellenbarger had the chance to talk to some employees who had not taken time off in years and were finally allowing themselves to take a vacation. Even though it took them a few days relearn how to enjoy their time off, every single one of them saw the benefits. By the end of their vacation, they felt better and got a fresh perspective on things.

Incentive Travel: A Win-Win

In light of these findings, what might be an even better option than cash is to offer incentive travel. Incentive trips can take the stress off the employees who are fearful of taking vacation, because a company-sanctioned trip allows employees to freely relax with their spouses, families, and colleagues. It also helps them forge and build on relationships with their colleagues and leaders, outside of the pressures of the office.

This helps increase the health and wellbeing of employees and improves their personal lives and relationships. And with employees feelings well-rested and renewed after the trip, it’ll sure help them be even more productive, which in turn is a valuable benefit for everyone.