Guide to Hiring a Meeting or Event Planner

Know the kind of event you want to host

Before you speak with a planner, you should know the reason for your event (fundraising, celebration, informational), date of event, approximate number of guests and estimated budget.

I recommend: Review tips on how to choose the right location and date for your event and items to consider when drafting a budget at Effectivemeetings.com.

Research event options

Contact several event-planning companies to compare experience, pricing and work ethic. Ask friends and colleagues for event-planning references, and consult online resources.

I recommend: Professional organizations like Meeting Planners International can also help you find qualified planners; locate and contact your local chapter. Get tips on hiring an event planner at eHow.com.

Interview potential candidates

Ask about their experience with similar events, how many events they have produced, what kind, for what size group, and what made these events special. Always ask for and call references.

I recommend: Find potential meeting and event planners at Gatheringguide.com; the database is searchable by type of event and location.

Negotiate fees beforehand

Discuss whether the planner bills by the hour, by the event or as a percentage of the total budget. Inquire what deposits, if any, are required and ask if package prices are available. Get a quote in writing and make sure that costs won't run over without your prior agreement.

I recommend: If you are working within a specific budget range of over $75,000, you can find lists of national event-planner companies at Alltimefavorites.com.

Read and sign a contract

The final contract should outline what the event entails, previous discussions on the planner's responsibilities, negotiated fee and other agreed-upon factors. The meeting planners often draft their own contracts.

I recommend: View sample meeting planner-client contracts at Daily Plan-It.