Starting an Event-Planning Business

Be the expert that companies, non-profit organizations and families turn to for their special events
By Judy Artunian, Freelance Writer If you’re a born organizer with a creative bent, a head for business and a way with people, you could have what it takes to build a successful event-planning company. Event planners are hired to plan and execute parties, weddings, meetings, conferences, events related to product promotions, parades and more.   Among an event planner’s most challenging responsibilities:

1. Developing an event theme and plan that pleases the client.
2. Staying on schedule with every aspect of the event planning, set-up and execution.
3. Hiring the right vendors and coordinating their work.

 

Learn the trade

Successful event planning involves a multitude of skills. Give yourself plenty of time to hone the skills that you haven’t mastered before you start a business.
Try: If you’re new to the field, consider getting a job with a local event-planning company or a related business such as a catering company. Daily Plan-it lists Web sites that post event-planning jobs. Contact companies in your area. Consult the SuperPages online yellow page directory or Event Solution’s Black Book, Event Industry Buyer’s Guide. You can also learn the ropes by volunteering to help organize events for local non-profit groups. Check Yahoo's directory of philanthropic organizations. Keep up with event-planning trends and get tips from seasoned pros by reading industry trade journals such as Special Events Magazine and Event Solutions Magazine.

Get certified

Professional certification shows prospective clients that you’re a serious, savvy event planner. Corporate clients in particular prefer to hire certified event planners.
Try: Earn the Certified Special Events Professional (CSEP) designation from The International Special Events Society. Win more corporate-meeting jobs with a Certification in Meeting Management (CMM) from Meeting Professionals International.

Let software give you a hand

“The devil is in the details” is more than a cliché in the event-planning business. Event- planning software can keep you from drowning in those details.
Try: Cast Software's Vivien Virtual Event is a 3-D diagramming program that lets you create detailed room layouts which you can review with your clients. If you’re organizing a conference, Ekeba’s Complete Membership & Event Manager is an economical program that can help you manage registration, accommodations, exhibitors and more. WingateWeb’s Event Console offers an end-to-end solution that includes event registration, credit card processing, staff and equipment scheduling and even (gulp) managing multiple, concurrent events.

Know where to locate event service vendors

Your clients will expect you to know where to find everything you need to produce the event of their dreams.
Try: The Special Events Buyers' Guide and Event Solution’s 2007 Black Book include suppliers for everything from access doors to travel services. For an even more eclectic group of vendors (face painters, anyone?) try the Corporate Event Channel.

Manage your business

Map out your business goals, get help with contracts and double check your liability insurance coverage.
Try: Develop a business plan with the help of Business Plan Pro It comes with a how-to kit for event planners that includes a sample business plan, an eBook on how to run an event-planning business and a small-business start-up guide.Join The Event-Planners Association and get liability insurance coverage for your business, as well as reduced fees for legal services like contract reviews and incorporation.

Network your way to new clients

The top event planners agree that networking is the best way to grow your client list. Get actively involved in business, social and philanthropic groups, and be visible at industry trade shows.
Try: Meet local businesspeople by joining your local Chamber of Commerce. Volunteer to organize a Chamber event or two, and offer to give a presentation on a topic related to event planning. Increase your chances of getting referrals from event vendors as well as fellow event planners by attending industry conferences such as The Special Event. Carry business cards with you wherever you go. You can order high-quality, low-cost business cards from Vista Print. At LogoWorks.com, professional designers will create a company logo for you in one week.

• As a self-employed event-planner, be prepared to work long hours, including evenings and weekends.
• Consider specializing in a particular type of event. That way you can become an expert in your niche and gain a reputation as the go-to planner for that event category.
• Create a portfolio of photos of your events so that potential clients can see what you’ve done. Include close-up shots of decorative touches such as centerpieces.