Have you been in the events business for a while and sometimes have issues with effectively giving your clients the very best? Here below are 6 solid questions that you must ask your clients before beginning to plan the event.
What type of event is it?
It may seem obvious, but the first question any event planner needs to ask a client is about the event itself. Is it a wedding, a corporate event, a social gathering, a marketing event, a charity fundraiser? Knowing the type of event will set the tone for all the other questions the designer needs to ask, and it also determines the plans that need to be made. A wedding is very different from a convention, for instance. Being aware of the type of event allows you as the event planner to manage expectations and as well, have a clear picture of the type and scale of décor work required.
What is the purpose of the event?
Is there a specific outcome or a range of successful outcomes? Encourage your client to be as specific as possible with measurable results wherever possible. Whether it’s a corporate event, conference, wedding, or non-profit fundraiser, every event has a goal. One of the first questions you should be asking is what that goal is so that you have a full understanding of what they need. Figure out their priorities, so that you can make them yours as well.
What is your budget?
The budget is a vital aspect of any event to consider. There are some clients who want a champagne event on a beer budget, therefore, knowing how much your client is working with financially will dictate how you plan and organize everything. This should be one of your first questions, as it will allow you to better advice your client and estimate the extent to which you can go with your creativity.
What date, time and venue do you have in mind?
As an event planner, you have to know the expected time and place. This doesn’t have to be exact just yet, as often bookings have to work around venues, but there needs to be an understanding of an ideal time for the event. The planner should be in a position to suggest possible venues for the client which will thus inform the infrastructural requirements. This question should be asked very early on to gauge the responsibility of the event planner to coordinate a place for the event. If the client has a place in mind or a place that must host the event, the event planner needs to know this for place consideration. A site inspection is necessary to get conversant with the location for effective planning.
How Many Guests Are You Expecting?
This questions addresses the target market. It assesses who the event is being marketed to and what clientele best serves the event by their attendance. The guest list is very important for planning purposes and overall organizational purposes. Outlining who will be invited and an estimate as to the number attending will allow for ample time to book the correct venue and all of the other essential requirements. If there will be guest speakers, musicians or presenters, this should be clarified. This adds an extra element to booking: either needing a stage or a platform, as well as accessibility to a sound system. This can also add another element to budgeting and early planning, so ask early on!