The Kol Haruach Klezmer Band

Choosing the Right Event Coordinator
for Your Party or Special Event

The band is not telling you how to find a coordinator, but we do want to help you make your event the best it can possibly be, and thought that this advice might help you as you plan.

If you are interested, we do have a small list of coordinators whom we have found fantastic. If you are interested in a referral, let us know.

Our advice on coordinators:

The following advice courtesy of Norma Smith, a very good event coordinator out of Silver Spring, MD. If you are looking for a coordinator or if you need advice, we highly recommend her. (Be-Me-Announcements, 301-648-0924).

The right event coordinator can make all the difference between a seamless party and one with hiccups. Trust me, we have seen some great coordinators, and some really bad ones. They are both out there. However, rather than harping on what not to do, we thought we would share with you what we think are the qualities one should seek when looking for the right professional to run your event.

Find someone who will focus on teamwork, coordination and making the party a great success. While a great planner will have some definite ideas about your event, they should be open to listening and explaining how they can make your visions work. Most people don’t mind changing their vision slightly if they know the how and why.
Here's an important tidbit. We and most professionals work best when we have a coordinator that listens and is willing to work with and take the advice of the vendors who have experience. We have seen coordinators who are great with this, and others who cannot seem to work with others on a professional, even level. In other words, a great coordinator knows how to coordinate and manage, not dictate. So, when screening for a coordinator, you might want to ask them for references from other vendors who have worked with them in the past.
This might be one of the biggest issues of them all. When YOU are looking for a good coordinator, don't just look at their record of success, look at their experience with the type of event you are planning. Is it a corporate event, a birthday party, a wedding, a fundraiser? Have they ever done an event at your venue before? If they have they may have certain incites regarding how things work. The front desk will always say Yes or No, but, the venue staff for the day are the people actually doing the work and handling the details. The venue should provide someone who is familiar with the systems of the venue, such as the lighting and air conditioning/heating.
If it is a wedding, look at their experience with events related to the denomination. For example, if you hire Kol Haruach, we are assuming that you are hiring us as at least part of a Jewish theme. Has the coordinator you are considering ever really worked a Jewish wedding? Investigate the coordinator's experience in the area that counts for you. For example, there are many customs that may be either practiced or ignored by Jewish brides, and it is important for the coordinator to have experience with them, not just to think they know them. For a complete list of these customs, you can check out your favorite search engine for Jewish wedding traditions.
Finally, examine their creativeness. Do their past parties look pretty and elegant? Did the event meet the ideas of the Hosts? You should feel free to call or e-mail referrals of the planner and ask any questions that come to mind.

Q - Do I need an event planner?

A - An event planner may sound like an additional expense to deal with, however a good planner will more than likely save you money as they’ll suggest ideas and vendors that are reliable and realistic.

The planner will handle the details of the day: Venue, caterer, flowers, music, photographers, hair and make up artists, cake, transportation etc.

Coordinate between the vendors, and have back up plans if someone does not show up

Set up details- for example place cards or candy stations

Watch the timing of the day- if your ceremony is to start at noon, it shouldn’t start at 1:15. You have only so many hours for your event and a bunch of things that you want to fit in.

Q - How much will it cost me?

A - Some planners charge as much as 10 to 15% of the cost of the wedding or event. I prefer to work for a flat hourly rate and have some established parameters that I can work in to keep it affordable.

For a 5 hour event, allow 2 hours for set up before and one hour for clean up afterward

Allow time for floral arrangements, or decorating, shopping, room planning and scheduling. For my brides I also run the rehearsal the day before the wedding or that morning if they prefer.

Special set up items like necessity baskets or sign in boards or posters can be made for an additional charge.

Since you are already paying for my time, I can include flower arranging or additional signage for the cost of materials. For one bride I even assembled and finished the decorating of her cake!

Q - How do I choose a planner?

Check with any vendors that you already work with- as they may have recommendations. You might also want to ask friends. If you are starting from here, then I might suggest you do a search on some wedding web sites, like MarriedinMaryland.com, and Brides.com as well as Weddingwire.com.
Personality- since you’ll be working with this person, be sure that your personalities can work together. If the proposed planner does not listen to you or is unwilling to work with vendors that you’ve already hired, then continue to look.
Do they return your calls? I try to return calls as quickly as possible, usually within an hour since you’ve contacted me, their must be something that you’d like to do NOW, not in a day or two.
Look at photographs and check references. The feedback on the wedding web sites can help. If you are still not sure after looking at their photos and talking to them, go with what feels right, just like choosing a potential spouse or wedding dress.