Amy Major, CSI DMC
We all know the importance of ensuring every necessary question is answered before planning an event to allow for a smooth operation and execution. However, sometimes there are so many components to discuss that we forget the most critical questions that can help excel the planning process and allow things to move more efficiently for all team players.
Aside from the basic, necessary questions that consist of size of the event, budget, location, date and timing etc., let’s discuss the questions that are not always asked, but that are equally important to ensure a successful event!
Aside from the basic, necessary questions that consist of size of the event, budget, location, date and timing etc., let’s discuss the questions that are not always asked, but that are equally important to ensure a successful event!
What does the client want to spend their money on?
Make sure to ask your clients how they want to spend their money, so you can best prioritize the different elements of event planning. You want to specifically know from your client what aspects of the event they want to stand out the most; is it entertainment, florals, linens? If a client is interested in focusing more on food selection and display, one could use less expensive linens that act as a blank canvas for a beautiful showcase of high-end cuisine.
What is the clients’ preferred method of communication?
It is essential to know your clients’ most preferred method of communication so you can ensure appropriate information is always conveyed at the client’s convenience. Also, you need to know who the final decision maker is so that you know who to contact for crucial decision-making, especially during tight deadlines.
What does the client really want to see?
For the design and overall theme of the event, it is important to ask your client up-front what they do and absolutely do not want to see. The last thing any event planner would want is to work hours on a concept that clients may not like or have already done in previous years. Instead of heading back to the drawing board with the vendors and creative team, it is best to get all the ‘absolute no’s’ out in the open from the start.
How can you make the client look their best?
The end goal for an event planner is to make their clients look the best that they can. To jump-start the planning process for the event, make sure to ask your client, “How can we make you look your best?” By asking this question, the entire team will have a clear understanding of what is expected for the event, and this will keep the team happy through the whole creative process.
Get to know the clients’ guests.
Learn more about the client and their guests to be able to create more thoughtful gifts, and to know what message needs to be delivered to the attendees. Lastly, are there any VIPs that we need to pay special attention to onsite? Though you should treat every guest as a VIP, knowing about any executives, celebrities, or other special circumstances ahead of time enables you to ensure overall satisfaction.
At the end of the day, the more specific an event planner can get and the more questions you have answered, the easier it is to do your job effectively and successfully to ensure everyone is impressed and comes back for more!
Make sure to ask your clients how they want to spend their money, so you can best prioritize the different elements of event planning. You want to specifically know from your client what aspects of the event they want to stand out the most; is it entertainment, florals, linens? If a client is interested in focusing more on food selection and display, one could use less expensive linens that act as a blank canvas for a beautiful showcase of high-end cuisine.
What is the clients’ preferred method of communication?
It is essential to know your clients’ most preferred method of communication so you can ensure appropriate information is always conveyed at the client’s convenience. Also, you need to know who the final decision maker is so that you know who to contact for crucial decision-making, especially during tight deadlines.
What does the client really want to see?
For the design and overall theme of the event, it is important to ask your client up-front what they do and absolutely do not want to see. The last thing any event planner would want is to work hours on a concept that clients may not like or have already done in previous years. Instead of heading back to the drawing board with the vendors and creative team, it is best to get all the ‘absolute no’s’ out in the open from the start.
How can you make the client look their best?
The end goal for an event planner is to make their clients look the best that they can. To jump-start the planning process for the event, make sure to ask your client, “How can we make you look your best?” By asking this question, the entire team will have a clear understanding of what is expected for the event, and this will keep the team happy through the whole creative process.
Get to know the clients’ guests.
Learn more about the client and their guests to be able to create more thoughtful gifts, and to know what message needs to be delivered to the attendees. Lastly, are there any VIPs that we need to pay special attention to onsite? Though you should treat every guest as a VIP, knowing about any executives, celebrities, or other special circumstances ahead of time enables you to ensure overall satisfaction.
At the end of the day, the more specific an event planner can get and the more questions you have answered, the easier it is to do your job effectively and successfully to ensure everyone is impressed and comes back for more!
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