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

From Brides to Corporations what are the Trends?

After a weekend of talking with brides I needed to balance out my business.  So I went looking to read what are the trends in business for 2012.  For many they are just to keep doing what has made them successful.  It is what Frenches Mustard does.  http://www.frenchs.com   They keep producing what they know best.

Meeting and Event Planners are always looking for a new way to reach today's generation.  A way to help are clients get more clients, for our weddings to better then the weddings of their mom, for the brides to feel more special then their friends did.  Let's face it we are all competitive with each other.  I have found, competition used correctly makes someone better, stronger, more grateful then others.  We can use this competition to better ourselves and others or to hurt others.  It is about the grace we use in those life moments, when change is happening to us.  Sometimes we can control the change but other times we can't.  We just have to accept that change is happening.  This what we are experiencing, when our economy changed so did the event planning business.  When 20th Century Props went out of business, it affected my business.  Did I realize this was going to happen, no.  Who would of thought that entering the 21st Century would affect a company as big as 20th Century.  Many of us in our youth thought we would never live to see the 21st Century...it was too far into the future.

Event planners for the most part try to work with their clients to produce the best product they can for the money the budget size.  In the past few years the trend was to hire an event planner to come in and solve all the problems, that had taken place while the event was being planned by a non-professional.  Corporations and individuals think the less time spent on planning the more money they save.  But when you are cleaning up someone else mess with little time, it makes the cost more, the effectiveness of the individual is more greatly affected and the event/meeting is not looked upon with the respect needed.  Creativity plays a big part in producing a meeting/event to the expectation of the individual.   The relations developed during the planning stages of the meeting/event/wedding should be looked at with more respect then the industry is allowing for currently.  Relationship is what build a branding with the messaged needed for success. 

Mustard is mustard or is it?  Mustard is one ingredient we all grew up with, but what makes it great is we always know what it will taste like, look like, feel like.  It makes it a success.  What makes a meeting/event/wedding a success is putting the branding of the client into it.  This takes time.  Although our economy is growing and meetings/events/weddings continue to grow.  The expectations placed upon event planning still has not regained what it lost during the economy crises.   Educating clients on the importance of an event planner is difficult when you are talking about budget size.  The event planner helps you, your business, your branding better.  Here is hoping corporations and individuals see the importance of allowing time to greatness vs. budget!

Event Planning - Conferences - 11 Meeting Trends That Will Shape 2012 - Successful Meetings

Handbags and Woman

Define as:

hand·bag (h nd b g ) n. 1. A woman's purse. 2. A piece of small hand luggage.

handbag [ˈhændˌbæg]

n

1. (Clothing & Fashion) Also called bag purse (US and Canadian) pocketbook (chiefly US) a woman's small bag carried to contain personal articles

2. (Clothing & Fashion) a small suitcase that can be carried by hand

3. (Music, other) a commercial style of House music

[(for sense 3) C20: humorous allusion to the trend for groups of women to dance round their handbags in discos, nightclubs, etc.]

We woman love handbags and shoes, and you know I love a deal. This is one I have been saving up for.  So, for as long as I can remember I have wanted a certain type of handbag.  It is one of those that woman covet.  Lucky and cherished is the woman whose man buys her one.  It is like the finest diamond.     Berkins Are Like Diamonds

The man, who knows women, knows the importance a good pair of shoes and a handbag of quality mean to her.  The shoes make a statement of who she is and how she feels. But the handbag says the quality of her being.  The fabric she is made of.  What is important to her, to him to them as a couple as individuals.  Can she be bought for a price and if so what is her price?

I believe if you are a woman who likes good things and this doesn’t mean you are materialistic, you treat yourself with the respect you deserve.  You know the difference between a man of quality, moral and standards and a man who just wants a good moment.  It all is about how “He” treats us.  Isn’t it?  They can give us all the greatest things in life but make us pay for it in other ways.  Or they can be true in both.  Treat us good in both areas. For this type of man we are more than a trophy wife.  For this type of man we would be his mate rather than his ride.

 Recently, I discovered that I was important myself, and am important to others.  Self respect when you have been hurt is of the utmost importance.  We can all choose to live in the painful moments in life or we can choose to rise above.  Handbags are just one of those things in life we can use to express ourselves.  Quality, standards, integrity, honesty, morals, beliefs all of these things are expressed in our being and in the manner in which we conduct ourselves.  Some of us are civil, some pray, some gossip, some shop, some choose plastic surgery for their bodies, some of us just internalize things we shouldn’t in the hope we will be blessed, or it is the only cooping skill we have.  All of us women have different coping skills, some learned behaviors and some created by life circumstances.

One of my coping skills is to purchase a new handbag or shoes.  “Walk a mile in my shoes.” I always say before you judge me.   After you walk that mile, if you’re for me stay with me if not get out and return the money and wear and tear of that mile walked, so I can afford a new handbag and a new pair of shoes that were town while you walked that mile with me judging me.  The handbag I purchase will carry you in prayer I hope will be blessed in your life.

What does your handbag and shoes say about you?  

www.mkpurediamondevents.com, MK Pure Diamond Events, san diego, events, weddings, meetings, celebrations, business, speakers, womans jewlery

www.mkpurediamondevents.com, MK Pure Diamond Events, san diego, events, weddings, meetings, celebrations, business, speakers, womans jewlery

Vineyard

Vineyard

By Maria Garcia-Kamon

As a meeting and event planner we get to visit many places.  The amazing thing is everyone assumes it is this glamour job where big money is made and were fancy cloths, commercialism is the big thing.  The reality is for me it has never been so much about the things but about the people I meet.  Their spirit which I am so bless to be with.  Sometimes we click and sometimes we don’t, that is where grace is on those moments were we don’t get along but we still make it work for the client and for His name sake.

Today Good Friday was one of those days, when His spirit was there, in a vineyard at a wedding.  I was there to check out the venue for an upcoming event. Not really thinking about the day, the hour or that there would be a wedding there.  I knew it was Good Friday; I received my pastor’s tweet.  I thought to myself after I check this venue out I will attend service at noon.  Here is the story that I am sadden about, but none the less true.

“And when the king came in to see the guests, he saw there a man which had not on a wedding garment”

Was I this man, or woman, am I not prepared for the things to come.  Did I not pray to HIM all of my life?  What authority am I walking in?  With whom am I walking?  These are questions we should all ask ourselves from time to time. It is because of HIM that I have since a child felt safe, since I was hurt.  It is true, recently I have been through a great deal of trepidation, but I always believed I thanked Him daily.  Was this not enough?

It was wonderful to see HIM again even if was for a moment.  HIS grace is amazing and His love profound, deep and sensitive. HE is gentle, what every beat up woman needs, what every child should know, see and feel, what every adult should desire to become.  HE walks with me at my lowest of moments and HE carries me when I can’t walk anymore.  I am on this day and forever always thankful I know HIM who lives in me and mine.

Today, I think I was the one not dressed for the wedding!  So glad I will be there on Easter.

www.mkpurediamondevents.com

What's Exciting Today?

There are some days when I wake up and look out my window, I realize it is going to be a calm day.  Today is on of those.
There are no great moments of reality to set in,
There are no great mountains to climb,
There are no great, important people to see,
Just calm..

Calm knowing today doesn't have to be  anything other than calm.