Start & Run an Event-Planning Business

Make money planning events with style and impress your clients - from weddings to meetings! Start & Run an Event Planning Business shows you how to start and run a successful enterprise by planning events of all kinds - from weddings and private parties to corporate events, meetings, conferences, and sporting events. This book will show you not only how to organize events, but also how to run the business. Keeping track of all the many details involved in putting on a successful event is easy when you have the checklists, schedules, tips, and advice of experts. Written in the step-by-step style that has made the Start & Run series the best of its kind, this indispensable guide will help you make any event - and event-planning business - a resounding success.

Introduction 1
1 Getting Started 5
Self-Assessment 5
Determining Your Market 6
Market Research 8
Set a realistic time limit 9
Define your information needs 9
Allocate resources 10
Gather the data 10
The internet 11
Your local library 11
The Yellow Pages 11
Chamber of commerce 11
College or university business departments 11
Government departments 12
The face-to-face meeting 12
Analyze the information 14
v
Contents
2 Establishing Your Business Site 17
Location Considerations 17
Leasing Office or Studio Space 17
Proximity and accessibility to potential clients 18
Parking facilities 18
Accessibility to a loading dock or freight elevator 18
Work space and storage 18
Type of lease agreement 19
Home-Based Operation 19
The business and your home 20
The business and your family 22
3 Business Resources and Equipment 23
Business Resources 23
Mailbox and copy services 23
Business telephone line and fax line 24
Telephone and wireless communication options 25
Hands-free/speakerphone 25
Cellular or mobile phone 25
Hand-held wireless device or PDA 26
Voice over internet protocol 26
Courier company 26
Company vehicle 27
Office Equipment and Setup 27
Electronic Equipment 28
Computer and printer 28
Software for the events business 29
Facsimile machine 30
Digital camera and scanner 31
Other equipment 31
Office Supplies 31
Custom printing 31
General office supplies 32
vi Start & run an event planning business
Contents vii
4 Financial Planning and Management 35
Financing Your Venture 35
Personal savings 36
Family and friends 36
Financial institutions 36
Private investors 37
Government 38
Your Business Plan 39
Executive summary 39
Personal experience and background 40
Description of service 40
Sales and marketing strategy 40
Forecasts and projections 40
Financial Management 41
Forecasting cash flow 42
Fixed expenses and overhead 42
Marketing costs 42
Start-up costs 46
Forecasting revenues 46
5 Pricing Your Services 51
Competitive Pricing 51
Hourly Fee and Daily Rates 52
Cost-Plus Pricing 52
Flat Fee 53
Commission 53
Discounting 54
Fund-raiser events 54
Suppliers 54
6 Client and Supplier Contracts: Protecting
Your Business 55
Supplier Contracts 56
Client Contracts 56
Contract Finalization 57
7 Keeping Your Operations in Order 59
Striking a Balance 59
Maintaining Financial Records 59
Set up a calendar and reminder system 60
Establish an efficient filing system 60
Keep track of deposits 61
Keep track of retainers 61
Keep invoicing on track 61
Establish regular billing, credit, and collection 62
Keep good tax records 62
Hire a professional bookkeeper and accountant 62
Keeping Your Non-Financial Records in Order 64
Personnel records 64
Research files 64
Managing Your Time 65
Long-term agenda 65
Intermediate agenda 65
Immediate agenda 65
Time-management systems 66
Social Functions, Associations, and Community Events 66
Staying Organized As You Grow 67
8 Marketing, Advertising, and Promotion 69
The Changing Face of Advertising 69
How to Brand Your Event Planning Business 70
Developing your image 71
Developing your brand promise 71
Naming your new business 72
Designing your logo 73
Professional Design and Production Services 73
Graphic design 74
Copywriting 75
Photography 75
viii Start & run an event planning business
Contents ix
Why You Should Advertise 76
The Elements of Advertising 76
Choosing Your Advertising Medium 77
Print 77
Direct mail 78
Directories 79
Sales brochure and marketing kit 80
Internet marketing 82
A company website 82
E-mail marketing 84
Using PR to Your Business Advantage 84
Special promotions 84
Open house or grand opening 85
Small giveaways 85
Fairs and trade shows 85
Getting your name in the news 85
Socializing for success 86
Networking, networking, networking 89
Association memberships 89
Tourism, convention, or visitors' bureau 90
Board of trade or chamber of commerce 90
Meeting professionals international 90
Special events societies 91
Measuring Advertising Effectiveness 91
9 Employees and Personnel 93
Being a Sole Owner/Operator 93
Casual Labor and Seasonal Helpers 95
Where to look for extra hands 95
Know your legal responsibilities 96
Put details in writing 96
Hiring an Assistant 98
Hiring an Office Manager/Bookkeeper 99
Hiring and Keeping Good Employees 100
Commonsense guidelines to hiring employees 101
Do not hire friends or relatives 102
Ask for recommendations 102
Contact job placement departments 102
Advertise for help 102
Use job application forms 102
Check references 103
Commonsense guidelines to keeping good employees 103
Communication 103
Consistency 103
Recognition 103
Compensation 104
Evaluation 104
Commissions and share options 104
10 Making the Business Legal 107
Your Legal Structure 107
Sole proprietorship 107
Partnership 108
Limited partnerships 108
Incorporation 108
Leave It to the Professionals 110
Choosing Your Name - Legally 111
Insurance Requirements 112
Leases and Rental Agreements 113
Zoning Laws and Business Licenses 115
Zoning laws 115
Licenses 115
Sales Taxes 116
Employee-Related Regulations 116
Miscellaneous Permits 117
A Final Word 117
x Start & run an event planning business
11 Accounting, Record Keeping, and Taxes 119
Accounting Software 120
Bookkeeping 121
Accounts Receivable 122
Accounts Payable 124
Petty cash 124
COD and cash purchases 124
Payable invoices 125
Company credit cards 125
Personally paid company expenses 126
Payroll 126
Inventory 127
Maximizing Deductible Expenses 127
Accountants 128
12 Developing Your Portfolio 131
Building Your First Portfolio 131
Maintaining a Professional Portfolio 132
Types of Portfolios 133
Presenting Your Portfolio 133
13 The Event Planning Process 135
The Event Plan 135
Background Information 136
Goals and Objectives 137
Agenda 139
Venue 139
Budget 141
Critical Path 145
Audience 147
Invitations 147
Registration 148
Transportation and accommodation 148
Partners/Kids 148
Contents xi
Speakers 148
Takeaways 149
Partners and Sponsors 149
Volunteers 150
Media 150
Sponsors 151
Marketing 151
Suppliers 152
Insurance and Permits 153
Contingency Planning 153
Follow-up 155
14 Working with Suppliers 157
Finding Suppliers and Vendors 157
Negotiating with Suppliers 159
Tips for Dealing with Regular Suppliers 160
The venue 161
Hotel accommodations 161
Food and beverage 162
Printing and signage 162
Audiovisual 163
Photography 163
Entertainment 165
Children's parties 165
Live and canned music 165
Official guests, speakers, and celebrities 166
Official guests 166
Speakers 166
Celebrities 167
Keeping Suppliers and Vendors Happy 167
15 The RFP: Getting the Business 169
Defining the Bidding Process 169
Invitation to quote (ITQ) 170
xii Start & run an event planning business
Request for proposals (RFP) 170
Request for qualifications (RFQ) 170
Competing for an RFP 171
The Basics of an RFP 171
Preparing Your Response 172
Developing Your Sample Event 173
Meeting the Budget 174
Looks Count: Presentation of Your Response 174
Presenting with Polish 175
Following Up 176
16 Award-Winning Events 177
Fashion Cares 2003 - Viva Glam Casino 178
Theme 180
Sponsorship 180
Cocktail reception 180
Dining room 180
Boutique, silent auction, casino 181
Talent 181
Fashion show 181
VIP Lounge 181
After-party 182
Media 182
Budget 182
Co-ordination 182
John "Q" Movie Premiere 182
Cirque Pacifique 185
Malavalli/Patel Wedding 187
Christmas through the Eyes of a Child 189
Last Tango in Paris 191
More Award-Winning Events 192
17 A Final Word: Growing and Enjoying
Your Business 193
Contents xiii
Appendix 195
Glossary 201
Samples
1 Business start-up costs 33
2 Overhead and fixed expenses 43
3 Contract checklist: Safeguarding your business 58
4 Invoice 63
5 Press release 87
6 Media advisory 88
7 Advertising and promotions expense breakdown 92
8 Job description 97
9 Balance sheet 123
Worksheets
1 Self-assessment test 7
2 Business expenses 44
3 Marketing expenses 45
4 Start-up expenses 47
5 Montly revenue forecast 48
6 Event budget 142