How to Hire an Event Planner

Posted by Maria Kamon www.mkpurediamondevents.com, www.mariakamon.com, www.meetingnevents.com
From Rob Harb, former About.com Guide

Whether it's your first time hiring an outside event planner to help you with an event or if you only need to occasionally hire someone, it's important to make sure you hire the right person or firm. This doesn't have to seem like a daunting task, but you should make sure you spend time sourcing the best event planners and then screening them carefully. After all, even those who are seasoned pros at this have stories they can share.
Simply follow these steps.
Difficulty: Average
Time Required: Biggest Tip: Plan Ahead
Here's How:

1. What is your event objective?

Most people think that hiring an outside event planner or caterer begins by determining the event's budget, but the truth is that it's more important to begin by defining why you want to hold an event in the first place.

Before you reach out to an external or even internal resource who will help you plan that event, you want to be in a position to share the important goals of the event: answer your own relevant questions about who, what, where, when, why and how. There will be plenty of time to make adjustments.

2. Why are you hiring an event planner?

Once you've defined your objectives, a few clear ideas will begin to emerge about what theme and message you want to convey at your event. But most importantly, what activities and services do you need the external resource to handle on your behalf?

Will they help with selecting the venue(s)? Will they build menus and make those recommendations? Are they helping with creating important communication items, such as invitations and other event materials? Do they need to source entertainment and speakers? Will they be needed on site at the event? Will they handle event registration?

3. Okay, now it's time to estimate a budget.

Based on your event objectives, it's possible to create a general sense of how much it will cost for various elements of your program. This will vary based on the type of event you are hosting, and what it includes.

Many people who organize an event for the first time often fall into the trap of wanting to plan a champagne event on a beer budget (no offense intended to beer-themed events - we love those, too). Even that's possible -- not easy, but possible. And that's why many people turn to their event planner for help.

4. Source a qualified event planner.

Oftentimes people think that word of mouth is the best way to hire an event planner for that anniversary party, breakfast business meeting, weekend retreat or other type of event. While it certainly helps, this is probably not the most effective approach.

If you're trying to find the best event planner for your event, then it's best to research someone who is experienced and holds a strong reputation within the community of event planners. Word of mouth provides an opportunity for easy sales for a planner wanting to find new clients, but peer reputation is very effective.

5. Source event planners through professional affiliations.

Regardless of whether it's a social event or a corporate meeting, generally speaking, the rules of hiring an event planner or caterer remain the same. You want to hire someone who has expertise in your type of event.

Consider chapters of professional membership groups. Check with the national or local chapter of Meeting Professionals International, the International Special Events Society, the National Association of Catering Executives, the Association of Wedding Professionals, etc. It's also relevant to find out who is publishing articles in their industry.

6. Source event planners through local CVBs, chambers and hotels.

Perhaps this one is overlooked the most. If you want to know who has a reputation for delivering services or expertise in a particular market, check with the local convention and visitors bureau. Many event planners are active members. They also maintain relationships with local chambers of commerce.

Another way to source experts is to reach out to the hotel convention sales department. While they may want to help you, they understand that many organizations want to consider an outside resource. They'll share with you who they trust.

7. Interview three qualified planners.

Wow, we've only gotten to the point of sourcing and we're just on step 7. It gets easier. Most event planners will be eager to hear about your specific event, but provide them with brief details at first, and focus a bit more about their expertise.

Meeting Clients in Today's World

With our economy being what it is in order to get the client one has to become more creative than the other person. Some business bring in the clients by their advertising or incentives, other use gifts, trinkets or the latest fade Twitter, Facebook and social media.
The most reliable source we can hope for as business people is our client word of mouth. The clients we treasure the most are those clients that take time to get to know us. As a meeting and event planner our clients are priceless. The service we offer is so personal for each individual. It deals with the client’s finances, sometimes personal history or business history; it involves their name and reputation. It is of the utmost importance that we treat each client with care. For we are representing them, we are another voice for them, an extension of business. In some ways meeting and event planners for the sake of that meeting or event we become a part of their branding. It is only with the permission of the client that we can advertise our own business at their event. Usually this is done as a trade for additional service. What I have done in the past when a client allowed me to advertise at their event I would offer an additional service for free. For one client it might be a discount in printing materials, in another it may be an additional follower. Either way, whatever is given should be upfront and part of the contract.
Here are some forms of advertisements that might work. In meeting and event planning referrals are the best. However the next form of advertising that brings in clients is working with the Better Business Bureau, the third is paid advertising. For the corporate meeting planner, traditional advertising always brings in the most clients. Business hire meeting and event planners when their business does not have personnel, time enough to plan their meetings. As a meeting and event planner we strive to offer our clients another way to grow their business. Promotional meetings, thank you dinners, client appreciation socials, are just some of the ways event planners can help your organization.
Next time you are thinking about promoting your business. Consider hiring a meeting and event planner and having a promotional thank you or client appreciation social. This will say thank you to the clients you currently have and a great way to ask for referrals.
Consider hiring MK Pure Diamond Events www.meetingnevents.com

The 7 Principles of Business Integrity

The True Nature of Integrity!
Now you are probably asking yourself, what is the true nature of integrity? There are in fact some very basic principles that surround the qualities of business integrity. At its core, integrity begins with a company leader who understands the qualities of integrity which then filters down throughout the company into every department and every member’s approach and attitude.
In recent research performed by the Institute of Business Ethics- an organization which is among the world’s leaders in promoting corporate ethical best practices, it was found that companies displaying a “clear commitment to ethical conduct” almost invariably outperform companies that do not display ethical conduct. The Director of the Institute of Business Ethics, Philippa Foster Black, stated: “Not only is ethical behavior in the business world the right and principled thing to do, but it has been proven that ethical behavior pays off in financial returns.” These findings deserve to be considered as an important tool for companies striving for long-term prospects and growth.
The following 7 Principles of Business Integrity are the basics of integrity and a good starting off place to consider. By integrating each of these principles within a company environment, the result will be nothing short of a major rebirth of the enterprise.
Principle #1 Recognize that customers/clients want to do business with a company they can trust; when trust is at the core of a company, it is easy to recognize. Trust defined is assured reliance on the character, ability, strength, or truth of a business.
Principle #2 For continuous improvement of a company, the leader of an organization must be willing to open up to ideas for betterment. Ask for opinions and feedback from both customers and team members and your company will continue to grow.
Principle #3 Regardless of the circumstances, do everything in your power to gain the trust of past customer’s and clients, particularly if something has gone awry. Do what you can to reclaim any lost business by honoring all commitments and obligations.
Principle #4 Re-evaluate all print materials including small business advertising, brochures and other business documents making sure they are clear, precise and professional; most important make sure they do not misrepresent or misinterpret.
Principle #5 Remain involved in community-related issues and activities thereby demonstrating that your business is a responsible community contributor. In other words, stay involved.
Principle #6 Take a hands-on approach in regard to accounting and record keeping, not only as a means of gaining a better feel for the progress of your company, but as a resource for any “questionable ” activities; gaining control of accounting and record keeping allows you to end any dubious activities promptly.
Principle #7 Treat others with the utmost of respect. Regardless of differences, positions, titles, ages, or other types of distinctions, always treat others with professional respect and courtesy.
While it is most certainly an integral and positive step for a small business to recognize the significance of integrity as a tool for achieving its desired outcomes, that is only the beginning. What must truly be recognized for true success is that while certain precise universal principles lead to business integrity, it is in the overall mindset of the company and the unfailing implementation of these key elements that an enterprise is truly defined. A small business that instills a deep-seated theme of integrity within its strategies and policies will not only be evident among customers, associates and partners, but its overall influence cannot help but to result in a profitable, successful company. By recognizing the value of integrity, and following each of the aforementioned 7 principles for achieving integrity, your success cannot be far off.
Robert Moment is a business strategist and author of It Only Takes a Moment to Score found on Amazon.com and Barnes and Noble. Robert shows entrepreneurs how to turn ideas into wealth, how to avoid becoming a statistic and have FUN ! Download the FREE Special Report , 17 Profitable Ways to Turn Your Ideas into Money at http://www.sellintegrity.com

Prayerful Events

I just read this blog by Prayfit; he has been tweeting on my Twitter site for some time.  Honestly I thought he was Tyler Perry, they both have a unique way of using scripture that takes a conservative women like myself and makes me look at things a little different.  Today’s Tweet caught my attention.  “Someone from tomorrow is praying for you, today. Wait, what? “(Read and you'll see)… http://www.prayfit.com/2012/01/go-ahead-follow/  reminded me of all the events I have planned for others and all the prayers said.  The blessings and joys I had shared with others.  What a great gift this has been. 

At a time, when I am feeling sorrow over the loss of my mother in law and my uncle it was comforting that someone is praying for my family.  I know we have all suffered and continue to suffer in the race of life.  We all have tried to fight the good fight.  It is comforting knowing others are there for me as well. Although we suffer today, joy will be here in the morning.  Each teardrop shed has had it’s purpose.

I can honestly say there is not one wedding, anniversary, event, meeting, fundraiser that I have not prayed for.  They are always such special times in another person’s life.  I always pray that my agenda and the agenda of others would not interfere God’s will in the lives of those that the event is for.  I pray that my clients and I become like minded for that reason and purpose.  Pray His grace would be abounding.

Event planners have difficult jobs in a way.  They have to listen to all the worries of the client, help them stay focus on what the goal is, help monitor their budget and help them feel good about what, why, and how they are accomplishing their goals.  Sometimes it means having enough integrity to say No.   The sad part, but the reality of life is we sometimes are judged for these things.  The wonderful part is a man’s personal judgment is for a moment here on earth God’s is eternal.  And as long as I am doing my best it all he asks of us.

Prayfits article reminded me of how many prayers I have said for others.  The missionaries at my church, the children I have taught in Sunday school (whom I prayed for by name), my friends, my family, the family members who live in another part of the world.  It never occurred to me what time the prayer would be said, if it was the day before or the day after.  I just knew I was always grateful for it.  I enjoy praying the event I am planning meets God’s requirement for them which was planned at the day of their birth.  “According to His Grace and Purpose.”  No one can ask for anything else.  

Getting Inspired

10 Unique Ideas for Positive Thoughts

1.       Earn your wing. 

Overcome your negative thought live by choosing friends that think the best of you.  Read material and information that challenges not only your thoughts but motivates you to try new things.  While you try new think, think positive thoughts about yourself and others.  Such, as I can do this.  I will do this.  And everything will be okay once I have done this.   Have faith, good things come to those that believe.

2.        Meet in the middle.

As you are on your way to becoming a new you.  Realize that meeting is the middle is the best you have.  Don’t compromise your values or being for others.  Negotiate with the end result in mind, always respecting yourself first.  Even Christian values teach us that we do not have to become a door mat for anyone.  The United States of America is all about freedom and justice for all.  Freedom to try new things is acceptable; give yourself permission to be okay with who you are.  Past things people have said about you don’t matter. 

3.       Create Child like Enthusiasm.

Remember the first time you road a bike, how excited you were?  You might have fallen, scarped you knee but mom or dad was there to help you, cheer you on, encourage you.  Well guess what, you probably got up and road the bike again and felt good about your accomplishment.  This is how you have to feel about what ever new venture you are trying.  Mom’s always cheer for their children’s accomplishment.  Adulthood is about learning to cheer for yourself.  You don’t have to brag about it you just have to self talk and tell yourself you are better for tiring it.  You’re great!

4.       Dive Right In

Pick the new thing you are going to do, and as Nikes ad once said:  “Say just do it”.  Make sure you feel good about your accomplishment of trying no matter what the end result is.  This may sound controversial but the first time we try something we are never perfect.  Therefore, keep a positive attitude and keep trying until you succeed at your goal.  Eventually you will have accomplished and achieved the goal you had in mind.

5.       Hitting a Home Run

Your home run is never what others want for you.  It may not even be described or look like what you thought, but it will be something in the vicinity of what your end goal is.  For example:  I knew my whole life I wanted to children.  A boy and a girl.  I had my goal and dream since childhood.  Guess what the goal was accomplished.  I have two wonderful sons.  Both the kindest most loving sons a mom can ask for.  Did I plan that they would both be boys…no.  Did I achieve a lifelong dream…yes.  Was it exactly what I had planned for not really but the beauty and perfection that God created within them I would never trade?  They are fearfully and wonderfully made and I thank Him daily for them.  I know the goal and my accomplishment shared with you is personal, but other business goals came true as well.  Like owning a successful business, this also was a lifelong goal.  It’s come true.  I am blessed.

6.       Make History

To live life is to make History.  There is world history, personal history, financial history, make sure the history you are creating is set on the foundation you want.  Mine was on Christian values.  What will you be?  Ask yourself questions, not just superficial questions but valuable question.  Like what do I believe in?  Where do I want to be when I am 20, 30,40,50,60,100 years old?  Then plan, set your goals, faith come in your goal meets will, avoid detours (others ideas about what you should or should not accomplish) tell others your goals are set and you will get back to them when it is accomplished.  Believe in yourself all that is good.  God is good.

7.        Spotlight Success

To help you realize your accomplishment.  Keep a journal.  If you do it on the computer make sure to back it up.  When you have moments you feel you haven’t accomplished a goal or everything is going wrong, look back, give thanks, and know it is time to set a new goal.  Successful people live in the moment, while knowing each person has a path to take.  Some seek fame, money, others peace and joy, “Merely Christianity”, whatever your thing is know this is what you were meant to accomplish.  Thieves my come and go but grace and mercy live forever.  So show yourself grace and mercy.

8.        Use the Law of Attraction

When I was a Mary Kay consultant this is the first thing I learned.  We attract those that think like us.  It is a like minded society.  In Mary Kay when you start building friendship or a team and you have a dozen women you are responsible for and you look at them you discover they are all like you.  This is one of the greatest, silliest blessings.  Like minded people attract like minded people.  They may come in different sizes, look different, but their values are similar to yours.  Good thoughts about self help you get the goal you want.  I highly recommend you think good thoughts about others and it will reflect greatly upon you.  No one accomplishes goals without meeting others along the way that helps us.

9.        Reach A High Point

When you reach your moment of glory, that special moment when all things are working for you and not against you.  Bask in it.  Enjoy it.  Quite yourself, give a silent thank you to all those that help you accomplish your goal.  Know that for some this is as good as it gets.  Journal it, in detail remember all the little moments that got you to where you are at. Shine!  Your are at the greatest moment of you goal.  Know that there are more goals in the future to be accomplished.  Start working on the next one.

10.   Fly High

This is a moment when you feel you are soaring through the sky.  My father called it an eagle’s moment.  So USA, don’t you think?  He loved those moments in his life and taught me to appreciate them.  He was my best teacher.  My father’s influence in my life was what help me cope after his death; from the bible, to setting goals, keeping accountability of myself to the gratefulness of the appreciation for grace and mercy in my life and in the lives of others.  His encouragement in my life was priceless. That is why I am sharing it with you.  Enjoy it; once you fly high you will never want anything else.  Whether it is an accomplishment in your child’s life or a signing a big contract making the most money you have ever made, fly high moment happen all the time.  Keep your priorities straight.  Mine where always God first, family second, career third.

What's in a name?

Hi there,



My favorite all time saying. What is in a name? Good question don't you think? Well, in 2003 I opened a business named MK Production Meeting and Event Planning. Since then many things have happened. Some good, some not. But the one thing that has kept me going was knowing that when I was a child my father taught me the importance of His name. Let me tell you my dad was not without sin. But he did know the importance of living a life as a believer.



When one is down, the people that love you really stick by you. Some people are afraid of adversity; this is what I have discovered, but other raise to help. Who are you in the lives of your friends during trouble times? Are you the type that goes in for the kill to cause more pain, or are you the type that assist and helps heal? What does this have to do with business you might ask? The truth is not much other than to speak of the importance of a name and the character of the person.



I am now trying to rebuild myself, knowing what my true strengths and weaknesses are. As difficult as it may be this time adversity...had a lot to say to me. From family, friends, and anyone who wanted to speak, so it would seem. My personality being the latter one described above. I listened and listened and have finally discovered the lies and the truths of what was told. Mostly, the sadness is for the loss. For when we are in battle, there is always loss. Whether it is a dream, such as MK Productions Meeting and Event Planning, or children who are upset, hurt and lack understanding of the difficulties faced, because they too felt difficulties. Not to mention the physical blows which pain the body. But with this comes standing firm on the rock which we believers are all given along with the promises given. My favorite is Jer. 29:11 "For I know the thoughts that I think toward you, says the LORD, thoughts of peace and not of evil, to give you a future and a hope.”



When I ponder these thoughts which delight my heart, it gives me a joy so profound that today's adversity is not thought of and a knowledge that it will be overcome tomorrow. With these two thoughts I have begun a new adventure in my life. The first step is a business named MK Pure Diamond Events (I put my name on it, because I believe in Him who believed in me first.) Website: www.mariakamon.com