Video Production | Episode XI Studios

Event planning is much more than making a few phone calls for reservations. Most small to mid-sized companies just do not realize the savings that can take place through a CMP (Certified Meeting Planner) planner.

Here are some suggestions when hiring an event planner (taken from the ISES.com website):

► Know the kind of event you want to host before you speak with a special event professional. You should know the reason for your event (fundraising, celebration, informational), date of event, approximate number of guests and estimated budget.

► Research event options. Contact several special event professionals to compare experience, pricing and work ethic. Ask friends and colleagues for references, and consult online resources.

Recommendation: Find potential special event professionals on the ISES Finder Service; the database is searchable by products/services provided and location.

► Interview potential candidates or send out an RFP. Ask about their experience with similar events, how many events they have produced, what kind, for what size group, and what made these events special. Always ask for and call references.

Recommendation: View industry accepted RFP templates on the Convention Industry Council website.

► Negotiate fees beforehand. Discuss whether the special event professional bills by the hour, service, staff time, by the event, as a percentage of the total budget, etc.. Inquire what deposits, if any, are required and ask if package prices are available. Get a quote in writing and make sure that costs won’t run over without your prior agreement.

► Read and sign a contract The final contract should outline what the service/product entails, previous discussions on the special event professional’s responsibilities, negotiated fee and other agreed-upon factors.
Recommendation: View accepted contract practices at the Convention Industry Council website.