By: Sara Serrano Burgos

It’s highly likely that you have in the past or will in the future find yourself in the position of ‘event planner’. You could be organizing your best friend’s bridal or baby shower, Mom and Dad’s 50th Anniversary celebration, your sweet heart’s surprise birthday party, or even more challenging these days the  “Sweet Sixteen” extravaganza.

Corporate event planners are called upon to find venues to bring leadership together, keep employees informed, and execute strategy for competing in a tough economy. In this climate, when they plan a corporate event they need to keep everyone engaged, move the event along effortlessly and efficiently but most importantly control costs.

Now that I think of it, these are the goals of every event planner whether it’s you or the designated executive assistant or the professional event planner.

All goals come with the usual list of challenges, the bigger the event the bigger the challenges. Challenges that can take up more time, energy and resources than you can possibly anticipate when either you volunteer or are volunteered to be the person coordinating it all.

Not all events need an event planner, only the most important ones. Importance is defined by the person with the vision for the event. Missed details and mistakes can be costly. Don’t just think of dollar signs; think missed opportunity, awkward time gaps, and unanticipated glitches. The result can range from minor inconvenience to mini-disaster.

An experienced event planner will help you not only realize your vision for the event but through collaboration will expertly enhance and hone that vision. Working with an event planner gives you access to:

New and Fresh Ideas:

When you meet, it’s likely they’ve planned a similar event. They’ve seen how and what guests react to, know what made the event memorable; they’re current on the latest trends, and worked with the latest technology.

Contacts and Connections:

They’ve built relationships with the vendors you’ll need to supply items for your event. Invariably the benefit is savings in both time and money.

An Open Mind:

I like to think of myself as an event designer. I approach each client as though they are my very first. Listening closely, taking notes, hearing what excites them and also their concerns. I like to come alongside the client to achieve the vision, become an extension of them, and protect their interests. Not all event planners take this approach. Some try to sell you their vision of your event. Interview your planner carefully, understand their style in advance.

An Architect:

Executing your vision should become their personal mission. I literally go to the drawing table, mapping out your ideas, playing them out several times before the actual date. I’ll find most problems in advance saving time, money or embarrassment. A good event planner will move through this exercise all the while communicating with the client, clarifying and refining your ideas.

The Catalyst:

The event planner’s job is to oversee and coordinate every little detail. Handle all the telephone calls, review vendor contracts  and pricing, prepare the site, coordinate décor, handle invitations or other handouts, respond to any questions, handle any problems that arise prior or the day of the event, and many, many other details too many to list.

I’ve learned clients measure the success of their event planner by their level of professionalism as excitement or controversy arose; how they managed the budget, and by feedback from their guests.

Myself, a good measure of success for any event planner is how well the client enjoyed the experience from the first consultation to the last toast. There will be stress, everyone handles it differently. I believe I’ve done a good job when at the end of it all I capture a glimpse of that sense of personal satisfaction on the face of my client. Satisfaction that they’ve realized their vision, they’ve successfully pulled off the event of their dreams not mine.

Sara Serrano Burgos is the Owner of SaraSerra LLC Events & Weddings, Wilmington, DE. Sara has more than 10 years experience in event planning. She is known for creating a unique experience by providing exceptional service and delivering with sophistication and style. For more information call: 302.898.0004, email: info@saraserra.com , website: www.saraserra.com.