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Hire an Independent Event Planner

Are you running meetings, conferences, or special events without an Event Planner? Why?

Hosting a special event or conference doesn’t have to equal more work. Whether you are planning a corporate training conference or a fundraising event for a non-profit organization, you should hire a Professional Event Planner. There are Professional Event Planners in marketing/p.r. firms or there are freelance consultants, better known as Independent Meeting Planners.

What you may find interesting is that many marketing/p.r.firms sub-contract out to independents, possibly because of tight deadlines or they may need someone with a different expertise in a niche market like religious, pharmaceuticals, festivals, etc.

Independents work on a variety of events for a number of different clients. For the most part they work independently but depending on the workload they may have to hire administrative staff, bring on an intern or student or even contract portions of their events to other independents.

Generally when a marketing/p.r. firm is contracted to produce an event, the client can expect to work with a number of different people. When contracting an independent there is comfort in knowing that the person you signed your contract with is most likely going to be the person that is at the first strategy session, develops the critical path, manages the process and logistics and is on-site at the event to trouble shoot the event. Essentially that independent is with you from start to finish.

Perhaps your organization has an in-house event planner but you are launching new software that requires five simultaneous meetings in different cities broadcast “real-time”. You may want to consider contracting an independent for the site selection process, manage the event logistics and provide staff for the different locations to make sure the events run smoothly. Your in-house planner will, in turn, be able to focus on inviting media, creating the message and managing registration (making sure the key players are in the audience).

Because independents work with a diverse clientele the benefits are endless. For example, I have experience in many areas such as strategic planning, working with large volunteer committees, event marketing and developing sponsorship programs and managing on-site logistics. I also have a niche with developing educational children and spousal programs. I am adaptable to any organization whether it is a corporation or a non-profit organization.

That’s right, I said non-profit organization! There is a perception that hiring an Event Planner to run your meetings is going to cost big money when in fact contracting an independent should save you money. Yes, you will have to pay some kind of fee for your planner but they can be very creative in saving you money on the overall event budget. Independents have “buying power” and that is because of the relationships they have created with their suppliers over the years of planning events. I also offer complementary site selection services for clients booking more than 10 bedrooms for an event.

You require your staff to work to their fullest potential at the jobs they were hired to do. Giving them a project like a conference to plan could result in poor productivity and stress. When you host an event you should really be the host. Your event attendees deserve the best treatment for taking the time to attend your event and their experience will determine if they will come again or purchase the product you are selling. Hire a professional!

There are many event management firms and independent consultants out there. My advise is be careful of who you hire. Do your research. You can find us on the web, via industry associations and maybe even the phone book. My website has a way for you to send me a “request for proposal”, RFP. Just fill out the form online and submit it. I will contact you with any further questions and provide you with a quote for my services.

You can also visit industry association websites and submit RFPs to many event planners at once. I belong to an association call CanSPEP, Canadian Society of Professional Event Planners. CanSPEP has approximately 120+ members with various skill levels and specialties. Our association doesn’t charge for this service. Other associations may charge a nominal fee for the service but you will be satisfied with your results.

I can’t encourage you enough when you are submitting an RFP that you include as much information as possible, including an event budget even if it is an estimate. It helps planners with their approach.

Please check out www.cspep.ca, www.mpitoronto.org, www.festivalsandeventsontario.ca.
I am launching my new website October 17,. www.1stimpressions.org. Give me a call or send me an email, I would love to hear more about your event ideas.

Article Submitted to: Business Advantage, October Issue 2008

Article Writen By:  Ruby Zinsmeister, Event Specialist and Owner of 1st Impressions special events and conference planning