How to choose your ideal event planning partner

Finding your perfect match: How to choose your ideal event planning partner

Planning an event, be it a wedding, a swanky corporate do, or a truly special birthday bash, should be an exciting time! But with so much to think about, it’s easy to feel overwhelmed. 

With so much to do, from venue research to budget limitations, not forgetting about insurance details, on-the-day logistics, and even invitations and décor, it’s no wonder that many people find themselves feeling overwhelmed. This is where event planning teams like us can step in, offering a sense of relief by taking responsibility for the workload and ensuring a smooth and successful event. 

Here at Inspired Occasions, we love nothing more than creating unforgettable events. Whether it’s a grand wedding at a historic venue, a high-profile corporate function, or an intimate milestone celebration, we have the experience and creativity to make your event truly special. 

You’ll know when you’ve chosen the right collaborative partner—you’ll have someone there to act as a sounding board and to be your right-hand person, making the decisions and acting on your behalf. But choosing who that person is can be overwhelming, especially if you’ve never hired an event planner before. 

To get you started on your journey, we’re sharing some of our top tips to help you choose an event planner who’s the ideal match for you.

Use your initial conversations to find out how you get along

An event planner is your partner in creating your dream event, so it’s essential that you feel comfortable and confident with them. You want to feel secure sharing ideas and being able to agree or disagree with suggestions. 

Your first step in choosing an event planner is to book a few consultations with different teams. You want to be able to find out how they work and what ideas they have. 

While we’re proud to be an experienced event planning team in Devon, we understand that you may be considering event planners from outside the area. Rest assured, most event planners, including us, work nationwide and can offer online consultations, making distance a non-issue. 

We regularly have introductory consultations with potential clients. We love talking to people about their personal celebrations (such as a birthday party, anniversaries, or weddings), as well as corporate clients who may be seeking additional event planning resources. 

During your initial chat, you want to get a feel for their personality, communication style, and experience. Do they ask insightful questions about your vision? Do they listen actively and offer creative ideas that resonate with you? This is your chance to get a gut feeling of whether they are the right person for you.

Be bold about asking questions about your event planner’s experience.

We love the local Devon business community, where there are a number of talented event planners. But did you know that everyone will have their own specific area of expertise? Be clear about the type of event you’re planning – a wedding, a corporate function, or a milestone birthday celebration. 

Ideally, you should look for an event planner who has a proven track record of success in your specific area. Don’t be afraid to ask for references and check out their portfolio to see if their past projects align with your vision.

If you’re trusting that person to deliver your perfect event, you need to see what they’ve previously done, as well as check out if their ideas match your vision.

Do you need a full-time planning powerhouse or just an on the day co-ordinator?

Your next question to ask yourself is, “What type of event planner do I need?”

At Inspired Occasions, we offer a comprehensive range of services to cater to your specific event needs. From full-service event planning, where we handle every aspect of your event, to day-of coordination, ensuring a seamless experience on the day, we have the right package for you. 

– Do you need a start-to-finish planner who will handle everything from venue sourcing and vendor coordination to budgeting and day-of logistics? 

– Perhaps your chosen venue provides most of the legwork, and you need someone to ensure a seamless experience on the day? 

At Inspired Occasions, we excel at day-of coordination. We’ll be there to oversee every detail, from vendor setup to guest management, to ensure that your event runs smoothly and according to plan. 

– If you’re a corporate client, how much time does your internal personnel have? Will they have the resources and time allocated to them to project manage your event, or do they need an additional pair of hands to get started?

As part of your conversations, you should discuss your specific needs with each planner. This will help you feel confident that their services will match your expectations.

What’s the chemistry telling you?

We understand that the chemistry and rapport that you have with your chosen event planner are crucial. You need more than just a service provider; you need a trusted partner you can rely on. We strive to build a relationship based on trust and mutual understanding, ensuring that you enjoy the planning process as much as the event itself. 

During the initial conversations, you may want to ask questions about how the person likes to work – do they communicate through text, phone, or email? Will they meet in person or through video calls? What are their hours of work, and how contactable are they? 

These conversations are not just about setting expectations; they’re about understanding and respecting your preferences. You’ll be able to identify your boundaries, as well as your event planners. That way, you can ensure that your preferences align with one another, reducing any potential for miscommunication and ensuring a successful partnership. 

Ultimately, you want to trust your gut feeling – after all, you’ll be working closely with this person for some time.

Book a call with Inspired Occasions to find out how we can help you

At Inspired Occasions, event planning should be an enjoyable experience. 

We may be a Devon-based company, but we work across the South West and regularly work with clients across the UK. There’s nothing we love more than creating unique and unforgettable events tailored perfectly to your specific dreams. 

If you’re looking for an event planner who listens, offers creative solutions, and goes the extra mile, we’d love to chat! 

Contact us today for a no-obligation consultation, and let’s get started on making your event truly special.

Alternatively, if you need any inspiration, why not head over to our Instagram or Facebook page.