Should You Hire a Party Planner?

by Deborah on May 5th, 2008

Party planners can help make the planning of your large event run smoother. With a massive checklist and an arsenal of caterers, florists, disc jockeys and more at their disposal, they’ll be sure to see to your every need. Keep in mind they can be a bit pricey, but for many the benefits are undeniable.

Party Planners can:

Plan every little detail: From the menu to the favors to the decorations. The party planner will pour over samples and visit with professionals until she has a short list fitting your needs.
Get a discount on your party professionals: Because she uses certain professionals often, you might get a cheaper price for caterers or musicians through a party planner.
Have access to linens, props, crystal or other items you might not be able to get otherwise.
Free you up for other things.

What Does a Party Planner Cost?

If you want to hire someone to coordinate your event, be forewarned, she probably won’t come cheap. Party planners typically charge a percentage, say 10 to 15% of the overall cost of the event. This isn’t the rule though many other party planners charge more than $50 per hour for hundreds of hours worth of work or a “per head” charge rivaling that of a caterer.

The Downside of Hiring a Party Planner

In addition to the cost, there may be occasions where you and your party planner don’t share the same “vision” for the event. When you clash or argue a lot, the party planner may lose enthusiasm for your project or pass it on to someone who doesn’t know you very well.

Things to Keep in Mind When Hiring a Party Planner

It’s your event - Don’t let anyone else make the ultimate decision. Especially if it’s something you’re not happy abut.
Beware of “free” party planners - These unsavory planners take kickbacks from the different vendors and professionals they hire if they’re used for your event.
You should be in attendance when visiting catering halls, auditioning musicians and choosing floral, fabric or other samples.

How to Choose a Party Planner

Word of mouth is best. Get recommendations from friends and relatives.
Always research your party planner. Check the Better Business Bureau, do an Internet search and ask for referrals.
Don’t sign a contract without looking over ALL of the fine print.
Interview several different prospects and go with the one you feel most comfortable with.
Ask for an estimate from all interviewees. Don’t go solely based on price, but it can give you a good indication over who to go with.
Make sure you go over all the tasks you want the Party Planner to handle and all the tasks you wish to handle on your own - before signing the contract - so there’s no clashing later.
Before making a decision, drop in at one of the Planner’s events. Does everything seem to be running smoothly? Are the hosts happy? How are the different vendors working otu?
Get a list of the Planner’s usual vendors before signing a contract so you can check them and their references.

A Party Planner can help an event to run smoothly. Hiring someone to take care of all the little details frees up your time and leaves you with less stress. Do your homework though. Don’t hire a Party Planner without knowing what to expect and what to pay. Your party should be a fun event, hiring the right Party Planner is sure to make this happen.

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