- Meeting and event planners save time and eliminate unnecessary stress.
- Planners can save you money negotiating event contracts because they have valuable resources and contacts to draw upon.
- They manage facets of an event or meeting so you can focus on the guests and attendees.
- Planners can effectively market and promote your event.
Action Steps
The best contacts and resources to help you get it done
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.
Tips & Tactics
Helpful advice for making the most of this Guide
- Ask event planners if they are certified. A Certified Meeting Professional, or CMP, certification is given by the Convention Industry Council, while a Certified Special Events Professional, or CSEP, is awarded by the International Special Events Society.
- Ask the planner how he or she would handle potential catastrophes, such as the caterer running out of food, the DJ not showing up, or a sudden downpour drowning out an outdoor event.
- Try to visit one of the planner's events in progress.
- Spell out the event in detail. Describe the planner's responsibilities and delineate all payment information in a written, signed agreement.
the Corporate Event Planning page at Business.com
Branson Convention Center
World-class convention facility in Branson, Missouri with 220,000 square feet of high-tech meeting space. Book your space online today!
www.bransonconvention.com
World-class convention facility in Branson, Missouri with 220,000 square feet of high-tech meeting space. Book your space online today!
www.bransonconvention.com
Compare Price Quotes for Event Planning Services
Easily Compare Prices & Save. Visit Now to Find the Best Deal!
Free Price Quotes | Start Request Now
EventPlanning.BuyerZone.com
Easily Compare Prices & Save. Visit Now to Find the Best Deal!
Free Price Quotes | Start Request Now
EventPlanning.BuyerZone.com
Book Professional Speakers
Choose from over 15,000 Keynote, Motivational and Celebrity Speakers for Your Next Business Conference or Company Event. Plan Now!
Search Speakers
www.InternationalSpeakers.com
Choose from over 15,000 Keynote, Motivational and Celebrity Speakers for Your Next Business Conference or Company Event. Plan Now!
Search Speakers
www.InternationalSpeakers.com
Find Concert Production Services from a Provider Near You
InfoComm iQ has created a comprehensive AV services resource finder. Search for the Concert Production Services provider near you!
Find Provider
www.InfoCommIQ.com
InfoComm iQ has created a comprehensive AV services resource finder. Search for the Concert Production Services provider near you!
Find Provider
www.InfoCommIQ.com
Free B2B search marketing whitepaper, B2B Search Marketing Strategy Guide: Advice From the Pros.
