Sample Web Site This specializes in business meeting events ins specific location .
What do you know about event technology?
How many events do you plan per year?
What types of events do you usually plan? Do you have a specialty? Why did you choose it?
What elements must be considered before you start planning an event?
How do you assess the success of each of your events?
How would you persuade a client of the value of your services?
Before you even o talk to clients.
1 Gain Event Planning Skills and Experience
The long-term success of an event planning business will be based on the experience that the planner brings to his or her clients. That means, if you’re thinking about starting an event planning business, you should have a solid grasp as to what an event planner is, and make sure you have some solid skills:
Verbal and written communications
Organization and time management
Negotiation and budget management
Creativity, marketing, public relations and more
It would also be helpful to obtain professional certification in the industry,
2 Determine Your Event Planning Market/Forte
Okay, let’s say you’ve been working in corporate meetings for five years and are ready to create a business. The first thing to realize is that your strengths are in the corporate arena. A common error many planners make is to say that they are willing to coordinate all kinds of events, including corporate meetings, weddings, fundraising galas and more.
Stop. While the urge may be there to offer a variety of services, the reason you’re ready is based on your collective previous experiences. In time you may handle a full range of events, but initially recognize that there are distinctive differences between corporate, association, nonprofit and social events. Determine your market accordingly.
3 Develop a Business Plan
Because you decided on your market, you may be thinking this is a good time to share the news about what you can offer to the world. Not so fast. Starting your own business isn’t as glamorous as such fantasies. Like everything else, starting an event planning business requires a business plan.
4 Designate Which Business Entity Fits Best for Your Firm
Now that you realize that creating an event planning business should be viewed as a “work in progress,” it’s very important to determine your business structure in the beginning. The most fundamental step is to make sure you decide what type of business entity works best for your plan. For this, it’s important to secure professional advice.
There are several options available to you, and it’s important to select the type of business organization that best represents your interests. The Expert to Tax Planning William Perez outlines the six forms of business organizations recognized within the
by the IRS: Sole proprietor,
C-Corporation, S-Corporation, Partnership, Trust and Non-profit organization.
5 Obtain Business Insurance
Business insurance is mandatory. Event planning businesses should secure general liability and other forms of insurance to protect the business owner’s interests. Several forms of insurance exist, so it’s best to speak with an insurance advisor to learn all of the requirements.
Whether you plan on starting a home-based business or if you will have a small office elsewhere, ask questions about these forms of insurance (but not limited to) as follows:
Health and other benefits
6 Develop Your Network of Suppliers and Staffing Resources
It’s time to try to lighten the burden of business structure for a moment. Now it’s time to consider who you want to include in your network of suppliers. Event planners work with a variety of suppliers, including caterers, florists, photographers and more.
And although you may think that you can handle all tasks, ultimately you are going to need to establish an infrastructure of resources to support your events and overall operations. This includes staffing resources for administrative, sales, marketing, communications, legal, accounting and other functions. More
7 Define Your Event Planning Services
Some of you may be disheartened by the reference to “legal” and “accounting.”. Don’t be. They are very important friends and resources. But now it is also a time to think a little deeper and continue pondering what types of event planning services you will offer.
We recognize that many of you have probably already thought of this, but it’s important to stay focused on your core services. What’s your product? Who is your target market? Will you offer full-service planning and execution on behalf of your client for venues, catering, production, speakers, gifts, transportation, lodging and more? Will you specialize in one particular aspect of the planning? What about communications services for event communications and more?
8 Establish an Event Planning Fee Structure
Have a contract prepared to cover all contingencies. Cancellation, etc.
With services in mind, it’s important to determine your fee structure. Many independent and small event planning firms should be conscious of the various ways to cover their expenses and make a reasonable profit. After all, this will help keep you in business five years from now. Most event planners charge based on the following:
Percentage of expenses
Percentage of expenses plus hourly rate
9 Secure Funding for Your Business
In most cases, this shouldn’t be step 9, but it’s important to be motivated by the work that your new firm will bring so that you don’t get discouraged when considering the necessary realities. And each business owner will vary how he or she chooses to secure and source such funds.
Most businesses require an operating budget, and it will be important to have access to a comfortable base of cash while establishing the firm. While it is possible to establish a business on limited funds, it is still important to have enough money to start your business and cover any living expenses while waiting to become profitable.
10 Focus on Business Development and Marketing for Your Event Business
With your business model in place, an understanding of your services, a sense of how you will charge for your services, now it’s time to begin to develop important business and marketing materials.
Well, now you’re ready to choose the right name for your business and work your business development plan. You will also need to create Sales leads and referrals are the lifeblood of every event-related business.
And while this holds true for almost every industry, the reality is that marketing any event service is not easy. New event projects launch every day behind the closed doors of board meetings, emails, and phone conversations. The problem is, as a service provider, you rarely have access to these happenings. This means you are always reacting to inquiries instead of being part of the discussion.
In a perfect world, your event planning services should be mentioned in the first stages of a client’s event dialogue. To make this happen you need to be an effective marketer. Follow the strategies below to position your service in the minds of potential clients at the very moment they discuss hosting an event.
Build Your Online Assets
The internet provides the largest network for generating sales leads, so it should come as no surprise you’ll need an attractive website and active profiles on Facebook, Twitter and LinkedIn. Each one of these online assets has the capability to drive unique prospects, but none of them are passive outlets. To reap the benefits of each one you need to participate in discussions, share your expertise, and join groups where you can leverage the assets of others. Engagement is the key, and this is where those who try to “do it alone” often fail.
Even the most qualified planner will struggle to land new clients without live exposure.
This includes public participation at industry events and media appearances. You might think it is difficult to land a spot on a television or radio show but often times it is as easy as submitting a great story idea to the producers. It is not an easy job to fill a show with content every single day, and if you can approach the right person with a unique angle then you will have no problem getting your foot in the door.
Aim to become a resident expert on event planning and you might even land a regular spot on the airwaves!
Help Those in Need
Donating your time to a worthy cause can open several new opportunities to gain new clients. A lot of non-profit events would appreciate having the expertise of an event planner available. Even if you can’t commit to running their event, there are plenty of other ways to participate. Perhaps you can be in charge of the floral arrangements or marketing materials? Little tasks like this can still bring exposure and allow you to network with others. Non-profit advisors and committees are typically staffed by local dignitaries and business leaders, all of whom have the connections to drive large quantities of leads to your business.
Refresh Existing Customers
Sometimes we get so focused on landing new customers that we forget about the existing assets sitting dormant in our contact lists. Go through your email, LinkedIn and Facebook contacts and ask yourself: Does each person on this list know what I do for a living? Obviously, you want to reach out to those who are unaware to update them on your career, but you should also reach out to everyone you haven’t talked to in over a year.
Let them know what projects you have been working on and give them the necessary information to refer business your way.
This is one technique that is very powerful and woefully underutilized by most. The concept is to network with related businesses in an effort to identify ways you can share customers and prospects. Can you guest post on their blog, or share a discount on their Facebook page? How about trading featured spots in each other’s email newsletters? At the very least it makes sense to feature the business card of related businesses at your shop and trade show booths. As long as you aren’t competing with your partners then the relationship should benefit everyone.
Sales leads and referrals are the lifeblood of every event-related business. And while this holds true for almost every industry, the reality is that marketing any event service is not easy. New event projects launch every day behind the closed doors of board meetings, emails, and phone conversations. The problem is, as a service provider, you rarely have access to these happenings. This means you are always reacting to inquiries instead of being part of the discussion.
Job Description – For event planer employee.
· Event planning, design and production while managing all project delivery elements within time limits
· Liaise with clients to identify their needs and to ensure customer satisfaction
· Conduct market research, gather information and negotiate contracts prior to closing any deals
· Provide feedback and periodic reports to stakeholders
· Propose ideas to improve provided services and event quality
· Organize facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc
· Ensure compliance with insurance, legal, health and safety obligations
· Specify staff requirements and coordinate their activities
· Cooperate with marketing and PR to promote and publicize event
· Proactively handle any arising issues and troubleshoot any emerging problems on the event day
· Conduct pre- and post – event evaluations and report on outcomes
· Research market, identify event opportunities and generate interes