Halloween is just a few heartbeats away. And if you’re planning to host a party, this may be your last chance to make things happen. However, if you think you need more people, it’s time to hire an event coordinator to help you with everything you’ve planned.
Event coordinators are in charge of most of the legwork after the plan has been finalised. Moreover, they contact other businesses that you need for your party. So if you don’t have a list of the best stores in your area, it’s better to hire event coordinators.
To fully enjoy the party, here are some questions that can help you find the best event coordinators for your Halloween party!
1. What do you specialise in?
Different event coordinators have their specialisations. So it’s best to make sure to hire people who can handle events such as Halloween. When you visit their websites or social media accounts, it’s easy to identify what events they’re usually arranging.
If you see a lot of weddings more than other events, you must find other options. Meanwhile, if it’s stated that they can handle costume parties and themed events, that must be the one you’re looking for.
However, even if they indicate their specialisation online, you should still ask them during the interview. That way, you’re sure they can do the job for you.
2. Do you have past experiences with Halloween parties?
It’s fine if you interview event coordinators that don’t exclusively handle Halloween parties. However, you should ask them if they have at least some experience with the said party. Usually, they have packages prepared so you can easily pick the right party for you.
Meanwhile, if you already planned everything up to the last detail, the event coordinator can give you a hand in contacting the best vendors they know. But before that, check if they can also assist you with the theme, venue, catering, and entertainment.
If they have past experiences with Halloween parties, you can take a look at some of the pictures to find inspiration for your party.
3. Can you make it work with the specific budget?
Although it’s fun to experience a Halloween party, it can be expensive. So one of the most important things is to have a budget. Then, find the event coordinator who can accommodate your requests based on the amount you can pay.
As mentioned, event coordinators can present a package and a breakdown of their sample parties. It’ll be easier if your party falls on one of the categories.
But if not, you can ask them to make one for you. Besides, aside from the pre-made packages, it’s possible that they also customised your party. In this case, you should prepare your party plan so that you can easily get the estimate sooner.
4. Who are your partner vendors?
While it’s possible to find vendors for your Halloween party, event coordinators already have a list of vendors they can vouch for. In this case, you don’t have to worry about the credibility of the vendors as you can see sample works they had in the past.
However, if you have encountered some problems with a specific vendor, don’t hesitate to let the event coordinator know so they can recommend other vendors.
Keep in mind that you must prepare a list of things you need for the party. Since Halloween is a specific party, vendors are usually seasonal.
5. What’s the usual form of communication?
Whether you still have a lot of time or it’s a last-minute Halloween party, there should be different forms of communication other than face-to-face meetings. So before hiring an event coordinator, you must know how you can contact them for updates.
In addition, you must have a schedule of how often they’re going to update you daily or every other day.
Communication is one of the most important aspects of arranging an event. If you don’t communicate with each other, there’s a higher chance that the event may not succeed.
6. Is there a return/refund policy?
Make sure you know everything about the terms of the agreement before signing the contract. One of the most important things you should check is if there’s a return/refund policy. If there are none, see if there are other conditions that can help you once you encounter an emergency that may lead to cancellation or schedule adjustments.
Some event coordinators set terms that allow you to claim your refund if you’re going to cancel 30 days before the scheduled event. Meanwhile, some allow at least a week to cancel, otherwise, they might charge you a certain percentage of your payment.
Now that you have the list of basic questions to ask event coordinators, don’t forget to add some specific ones based on your needs. Also, let us know some tips about hosting a Halloween party by leaving a comment below!
ABOUT THE AUTHOR: Aliana Baraquio is a content writer for Pink Caviar Events Sydney, a full-service event management and decorative hire company located in Sydney. When she’s not typing out blog posts, you can find her watching anime series or baking cupcakes.