Organising a function, whether it’s small or large, can be a stressful and time consuming exercise. Function organisers, which often work at your function venue, function room or conference centre, can offer services as varied as function types so it is important to choose carefully.

Where would I find an organiser?

If you are interested in getting help from someone in organising your function, you should decide early on in the planning process to enable them to be across the full planning process from the start. Some function centres will include a planner as part of the package, but this person is usually only involved in the aspects that are held at the function centre. If you are planning a wedding or a function that involves more than one site, or your need customised function facilities or conference facilities, then you should consider an event planner that will help you with all sites. Most function centres will be able to refer you to a function planner that they have worked with in the past. You can also find options by checking online, using the Yellow Pages or asking friends. You should also ask people involved in your function, such as the celebrant, the photographer or a guest speaker, as they may have recommendations.

What is the cost?

The cost of a function planner will vary and the method used for costing will also vary. Some planners will have a base charge that will be based on hours spent working on your event. Others will have an overall charge and others may be included in a function package from the function centre. If you are planning an expensive event your planner may charge your suppliers a commission for their services thereby reducing the cost for you. Make sure you are clear on the cost of your planner and what services they will offer before signing an agreement.

How can a function organiser improve my event?

• Knowledge – a professional function organiser will be able to use their knowledge and experience to ensure your event takes advantage of new technology and materials.
• Time – by using an organiser you will have more time to concentrate on aspects of the function that you want to spend time on.
• Costs – some event planners will ensure that you are able to take full advantage of any corporate rates and discounts for your purchases.
• Like Clockwork – a professional planner will know how to organise a function in a manner that means it will run effectively, making the whole experience pleasant for everyone.
• Low Stress – most planners will attend the function to ensure that each stage and aspect of the function runs according to plan, this frees up your time and lowers your stress levels.
• What will a function organiser do?

• Venue – from scoping to booking, a function organiser can do the lot.
• Catering – they can develop a menu or help you choose one.
• Decorations – from helping with choice through to hiring people to hang them up, it can all be taken care of.
• Seating – seating charts and table numbers. If you are organising a convention they can help with ticketing and payments.
• Invitations – either personalised or publicly marketed for a convention, a planner can help, advise or undertake.
• Other suppliers – from photographers to catering staff to florists, a good function planner will have contacts in every industry.
• Troubleshoot – on the day there is a myriad of issues that will arise, if you want your planner to be there on the day, make sure you secure this option from the start.

When deciding whether or not to hire a function organiser, consider the function you are holding, its size and location and if it warrants an organiser. A function organiser may be an additional expense, but for the low stress option they provide may be one of your better investments.