Seven Questions To Ask Your Event Planner

By IMESevents |

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If you’re looking to host an event in Colorado, whether it’s a seminar, conference, retreat or fundraiser, it’s important to pick a reliable company with high standards. After all, the end product will be a direct reflection of your business! Therefore, it’s essential to choose an event planner that you can trust to create an event that accurately represents you and your business with high-quality planning and execution that you can be proud of.

If you’ve never worked with an event planner or hosted an event before, you may not know where to start when it comes to choosing the right one for your business. To make the whole process easier for you, we’ve outlined a few valuable questions to ask an event planner and how IMESevents can help you.

Before you sign a contract with an external event planner or event management firm, there are some obvious questions to ask, including:

  • How do I know you are a legitimate company?
  • What will you do for us?
  • How much will you charge?
  • What other events have you managed?

But, don’t stop there. Before you entrust your organization’s event and its brand identity to a professional event planner, you’ll want to dig a little deeper. Ideally, the person or firm you choose will be highly qualified, easy to work with, and will always protect your organization’s bottom line and best interests.

During your initial consultation, ask the following questions to help you understand if the company you are considering is the right fit for you, and capable of delivering an event that you’ll be excited to host and invite your guests.

1. How long have you been in the corporate meeting and event business?

IMESevents, a division of IMES Marketing, LLC has been in business since 2006. We began in the corporate and non-profit segments. In January 2016 we branched out to include weddings and private events.

2. What professional certifications do you hold/professional education have you had?

The owner of IMESevents, Carol Lathrop, holds a Certified Meeting Professional designation. She has earned a Bachelor of Arts degree in Hospitality, Travel & Events with an emphasis in meetings from the Metropolitan State University of Denver, Colorado. Additionally, she has earned certificates in Medical Meeting Management, International Tour Management, and several hotel management functions. She also teaches the Event Management Certificate course at Arapahoe Community College.

Others on our team also possess years of experience, various certifications, and educational degrees.

3. Who will be my key contact?

The key contact for your account begins with the salesperson. Once the contract is signed, an event coordinator will be assigned to your account. The salesperson will remain in the loop throughout the planning and execution process. All activities will be under the supervision of the Chief Events Officer (CEO).

4. What is your project management process?

At IMESevents the process begins with the proposal. A proposal will be developed to include all the parameters of your event. Once that is agreed on by all parties concerned the contract is created and executed. Work begins when the deposit is received.

The pre-planning process includes regular communication, the timeline of deadlines, budget, task delegation, progress tracking, vendor/venue search and negotiations, invoicing.

During the event, the successes will be documented with pictures for use in future events and marketing.

After the event, we will send out a post-event survey and produce a post-event summary report. We will also send thank you cards to the sponsors, speakers, and VIPs.

5. What procedures do you have in place to effectively manage my budget and ensure my organization will receive the best pricing from industry vendors?

IMESevents will negotiate with industry vendors utilizing our skills, network and quantity buying power on your event’s behalf. All of our accounting, including your event budget, will be managed via software.

6. What insurance do you have in place?

IMESevents is insured through Town & Country Insurance in Denver, Colorado. We carry $1 million of General Liability Insurance.

7. What is your on-site crisis management planning process?

IMESevents in partnership with your organizational leaders will create an on-site crisis management plan to address emergencies from all angles and specific to your organization and the social/political environment occurring at the time of your event.

8. THE OPTIONAL NUMBER EIGHT!

If your event is annual, there is an eighth key question you should pose: Do you offer discounts for repeat business?”

IMESevents offers corporate and non-profit organizations discounts on multi-year contracts.

Want to get started with corporate, non-profit, wedding, private event planners in Colorado committed to creating valuable, high-quality events? Then reach out to IMESevents.

Backed by a passionate and driven team, we’re dedicated to making every company and every person we work with enjoy an unforgettable event. We remove the stress of planning, so you can enjoy the experience and your guests leave wanting more.

Reach out to IMESevents today to get started on your event or take a look at some of our work here.

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