If you're in need of event planning backup, whether you're a business throwing a one-off event, an event planning firm, or a company seeking a planner extraordinaire, you've come to the right place. Hiring a freelance event planner can make all the difference in designing and managing exceptional events. Here's how you can find the perfect freelance event planner to assist or lead your event.
The Rise of Freelance Workers
Freelancing has become a full-fledged career for many individuals. In fact, it is projected that more than half of the US workforce will consist of freelancers by 2027. Companies are also recognizing the benefits of hiring freelancers for project-based jobs, as they provide high-quality work at a cost-effective price.
6 Steps to Hiring a Great Freelance Event Planning Partner
1. Scout Out Personal Referrals
Start your hiring process by seeking personal referrals. Recommendations from trustworthy sources can save you time and money. While you will still need to check references and conduct interviews, personal referrals provide a valuable head start.
2. Search Freelance Marketplaces
In addition to conducting a classic Google search, explore dedicated sites for hiring freelance event planners such as People Per Hour, Freelancer.com, Guru, and Upwork. These platforms allow you to browse candidates' expertise, rates, and customer feedback to find the right match for your planning needs.
3. Check Multiple References
Before setting up interviews, always verify the references provided by potential freelancers. Speak with their previous clients about their experience working with the event planner. Ensure that the planner is capable of handling pressure and is receptive to feedback.
4. Talk to Your Contacts
Reach out to your regular vendors and industry contacts for recommendations on freelancers they have worked with in the past. Leveraging existing relationships can help you find freelancers with relevant experience and establish a good rapport with your event's vendors.
5. Keep Freelancer Contacts Organized
Once you've hired outstanding freelancers, keep their contact details in your event planning software. Include notes on their areas of expertise, allowing you to select the most appropriate freelancers for each event.
6. Build Strong Relationships and Effective Communication
Nurture professional partnerships with your freelancers. Maintain regular communication, even if you haven't worked together recently, to keep them engaged. Always provide early notice for upcoming events as talented freelance planners have busy schedules.
Guide: How to Create an Event Planning Checklist
Essential Topics for a Freelance Event Planner's Interview
When conducting interviews with prospective freelance event planners, focus on their knowledge and skills. Here are some key topics to discuss:
1. Experience and Area of Expertise
While not a deal-breaker, consider hiring a freelance event planner with experience in your field. Their knowledge and understanding of your industry-specific needs can contribute to a successful event.
2. Technology Experience
Ensure that the freelancer is up-to-date with the latest event planning software and technology. Alignment in this area will help streamline the organization and execution of your event.
3. Fees
Discuss the freelancer's fees, including consultation fees, hourly rates, flat fees, vendor commissions, and any additional expenses such as travel. Establishing these upfront will prevent budget surprises down the line.
4. Contingency Plans
Address potential scenarios like event cancellations, illness, or unforeseen circumstances. Clarify how the freelancer will handle such situations to avoid any disruptions to your event.
5. Services Offered
Confirm that the freelance event planner can fulfill all your event requirements, from venue acquisition to vendor coordination. A comprehensive range of services ensures a smooth planning process.
6. Thoughts and Questions
A passionate freelancer will share their thoughts and ask questions about your event, including organizational aspects, target audience, timelines, budgets, and personal preferences. Their genuine interest and engagement will set them apart.
While in-person interviews are ideal, video chats can also provide a personal touch to your information sessions.
What to Expect in Terms of Cost
Freelance event planner fees can vary widely. The average annual salary for a freelance event planner is $50,208, but factors like location, event type, and experience can influence the cost. Freelancers typically charge either an hourly rate, a flat fee, a percentage of the event budget, or a vendor commission.
Hiring an Event Planner Questions
Additional Freelance Jobs for Event Assistance
If your event requires more than just an event planner, consider hiring additional freelancers to ensure its success. Explore these roles:
- Freelance Administrative Assistant: Organize your event online, managing tasks such as email distribution, meeting coordination, and communication with speakers and VIPs.
- Freelance A/V Vendor: Ensure smooth audiovisual setup and operation, including microphones, speakers, video projection, and lighting.
- Freelance Graphic Designer: Translate your event goals into visually appealing designs for signage, programs, and promotional materials.
- Freelance PR Consultant: Engage the public through event updates, social media management, and the production of publicity materials.
With freelance assistance readily available, there's no need to handle everything yourself. Embrace these hiring tips and find the perfect freelance event planner to help you create exceptional events.
Conclusion
Now that you have the tools to hire the best freelance event planner, take some time to explore event planning timesaving tips and tricks to improve your productivity. You can also consider using event planning software to streamline your tasks.
