Professional Event Planner

February 2012 & 1st Wedding Show

2012-02-10T15:27:00.002-05:00

Where has February gone?? I cannot believe how busy I have become and certainly no complaints.

February 24 will be my first Bridal Weddings Show, attending one in London last month I was surprised to see that there were no Wedding Planners and there were over 50+ booths.   Mine will be in Sarnia and there is 45 booths and only 1 Wedding Planner ME!!

As a member of a variety of organizations one being Event Planners, I asked the question, "Why Event Planners do not exhibit", the resounding answer back was that they were expensive and there was no R.O.I. (Return on Investment).   This is quite a surprise to me but I must admit that although the booth space was quite inexpensive by the time you have acquired; signage, handouts, goodies for the table and been asked to donate a $50.00 raffle prize the cost has started to escalate but my philosophy is that if you don't try how will you know.

I am delighted that I have a mixture of events to keep me occupied for 2012 whether they be non paying or not. Utilizing my skills on a regular basis is a win win situation and the variety of events I have been asked to assist or coordinate is great and will ensure that my path going forward will be fun too.

2012 - Year of the Dragon

2012-01-27T12:46:00.001-05:00

2012 marks the year of the Dragon, a representation of power, luck, and strength.

POWER - to do anything that we want, think; positive, innovative and "I can do attitude it". I decided for 2012 I would donate my services to at least 2 charitable organisation, this has given me well being and the knowledge that I am helping people to achieve success for others.

LUCK - Being in the right place at the right time, look for the openings and step forward with confidence. Creating new "feng shui" in my office space, clearing out the old files making new ones, creating an atmosphere of comfortability and ease in which to work. Now when my phone rings, I can glance around my surroundings and know anything is achievable.

STRENGTH - Dig deep down inside, write up a plan for each month and follow through. Remember to allocate time for both personal and business life - strike a balance. The endurance to know that I am in this for the long haul. That I can only grow by constant learning and use these as building blocks to become stronger each day.

JANUARY UPDATE

PERSONAL

1st week - Extended an offer of volunteering my event management skills to a minimum of 2 worthy charities.

2nd week - Approached by two organisations in two different locations (United Way Chatham-Kent and V.O.N. Strathroy) various communications - donation was accepted.

3rd week - Took a different direction I was asked whether I would be interested in a volunteer Board of Directors position, after meeting President, Past-President and General Manager (an informal interview process) offered role - accepted.

CROSS OFF "Volunteering Offer"

BUSINESS

1st week - Approached by an organisation to assist with quarterly seminars for 2012 - submitted a proposal

2nd week - Proposal accepted

3rd week - Meeting with a bride for a possible Wedding Planner role for July

February can only get better, my philosophy has always been Pay it Forward you can never go wrong.

So 2012 what have you got in store for me? I know now that I shall only be going up - started at ground level both personally and business wise and both have lifted off!!

The sky is MY limit...............................................

Welcome to 2012

2012-01-19T11:28:00.005-05:00

This morning I looked out on my deck, the snow was falling and the birds were collecting around my feeders which were empty. So I geared up and went out to fill them up and then watched the hive of activity.

I think that we can learn a lesson from our feathered friends. Even though the feeders were empty they never gave up. Travelling together for support and watching as someone would try with no success but then the next one would venture forward.

This is how I approach my business - if at first you don't succeed try, try and try again. As I entered into 2012 I knew that this would be the most productive year to date for me both professionally and personally.

October 2008 - to date I can see the struggles that I have gone through are beginning to pay off. It did mean moving out of great new office space and relocating to a new basement Home Office but I was not going to give up.

2009 was a brand new start and I added Virtual Administrative Assistant, which has given me a few excellent clients.

2010 saw weddings enter into my portfolio and to be honest it was something I had not expected to be doing but to my surprise and delight I thoroughly enjoyed it. A Jamaican wedding couple and a wonderful Canadian wanted an outdoor ceremony and reception. My V.A. idea started to bring in a few clients and the road started to get covered.

2011 brought even more delights; City of London Conference, 2 East Indian Ceremonies and Receptions, 1 Moroccan Wedding Reception and another Virtual Client.

2012 has started off with a new client who would like assistance with a series of quarterly seminars - how great is that? My mandate this year was to donate my event management expertise to some worthy charities and I have already been asked to be involved with 2.

So if this is only January what an adventurous way to start 2012 and that unpaved road that I started might even become a small highway!!

2011 Synopsis

2011-12-05T13:15:00.004-05:00

December is a good time for me to reflect back over the year to see where I could improve and what new challenges did I overcome and have the ability to pat myself on the back and say well done Sue.

It is easy to be negative and find all the faults; should I have followed up more with potential clients, would I have obtained the job if I had been more competitive in pricing, could I have done more networking and built bigger relationships with other entrepreneurs. The list goes on and on.

But then you have to stop and say to yourself a balance must be struck and for every item on the one side of the equation find a positive; happy brides and grooms who were ecstatically happy with their day, lucky enough to have some great vendors contact me and ask that we do business together, hotels gave me good rates and excellent service to achieve my goals for the client.

The one major item where I never lose perspective is my family, a single mother for a number of years, gave me the strength and training to endure these disappointing times in business. I learnt how to budget with a limited amount of funds and this I attitude I transposed onto my business plan allowing me the ability to still try new avenues.

Prior to the end of this year I will be visiting with my son and his family and although business was certainly not as productive as I wished the true meaning of Christmas is in the hugs received from your grandchildren putting everything into prospective.

2012 will be exactly what I make it and I predict that mine will be FANTASTIC

YOURS WILL BE TOO

Zip Lining in Jamaica

2011-11-12T10:52:00.002-05:00

I recently took a 2 week vacation travelling to six different countries within the Caribbean - it was truly lots of fun and gave me an opportunity to observe how others organize and coordinate their functions.

One excursion I took was zip lining in Jamaica being run by Chukka Caribbean Adventures, the team conducting this event were extremely professional. They coordinated the harnesses, hats and gloves that we would require for safety carefully triple checking everything. We zipped from platform to platform across and in the tree tops each time we stopped they rechecked our equipment again.

There were over a dozen of us enjoying this experience, some of the individuals were loud, and others nervous but mostly the group just had great fun and the views were magnificent. I was impressed with the manner in which the Jamaican Team conducted themselves as I walked away I thought to myself that is exactly the template I use when organizing any type of event.

You must start off knowing all the exact perimeters required, be aware of your surroundings all the time, ascertain the feel and type of group that will be participating, gather an overall picture of how the event is proceeding and ensure that everyone who is participating is enjoying the experience.

Last of all you want people to leave knowing you did a great job and that they would come back for more. There is nothing better than a word of mouth positive comment to enhance your reputation.

Social Media?

2011-10-05T11:59:00.002-04:00

More and more articles and questions are being asked about the utilization of social media. It is everywhere within our lives both personally and businesswise.

As I browsed through tweets, I must admit it seems a world of links and information overload, I don’t see the building of relationships. Maybe I am old school and as yet have to catch up on how to process all the many aspects available at your finger tips.

It is definitely amazing that you can press a key and be sent around the world in seconds and we can be aware of a major crisis immediately. I have a mandate to try and ensure that I pick up the phone and speak to as many individuals as I am able.

For me personally the skills of socialization is very important – it is sometimes difficult to write down in black and white what you truly mean to say, people can interpret a sentence is so many ways but when you are looking at them face-to-face there can be no misunderstanding.

I feel for my particular chosen industry it definitely needs a personalization attribute, when you are on-site and mingling with a variety of individuals, there is a requirement to ascertain their needs within a minimal timeframe.

My final comment is that I enjoy the concept of instant communication but I don’t want to live in a “Fast Food” environment my preference is to be “Served”.

A Happy Bride & Groom - Make it all Worthwhile

2011-09-26T11:43:00.002-04:00

Saturday, September 24, 2011 I was the Wedding Planner for a Moroccan Reception and when the Wedding Couple entered the Banquet Hall and saw that their vision had been created it was perfect. It takes a "village of people" to ensure everything comes to fruitation but the smiles on the faces of everyone involved makes you realize that all the hard work and sometimes frustration does make a memorable day.

Importantly you have to also be happy too because you reputation is also extremely important.

I ensure that I keep all the wedding dates of the couples with whom I have assisted on file and write them anniversary notes. Recently I wrote a 1st Anniversary note to a wonderful couple who were married in September 2010 and they were delighted to hear from my. To my amazement they sent to me photographs which had been kept for me - I had not given them a mailing address and for 12 months they waited.

Here is 1 photograph another has been inserted onto my website.

This illustrates how important the right professional event planner can influence a special day and how fantastic it is to be part of one.

Networking Events

2011-09-14T11:39:00.066-04:00

In July 2010 I was given the opportunity to manage a LinkedIn Group based in the Chatham-Kent area. The number of members being just under 50 since that time we have grown in numbers to 159 which is truly exciting.

My mandate for the group was to help establish strong business relationships and also coordinate a quarterly meeting where the members could mix and mingle in a social atmosphere.

In April I tried to make it materialize but it was just not the right moment in time and decided that September 13 would give me another opportunity - it was perfect.  We had more than a dozen C-K entrepreneurs attend and it was I felt a great success.

A number of networking associations hold weekly, bi-weekly and monthly gatherings and I wanted to establish another type being quarterly.  When I have attended these regular meetings, the same core of business people tend to be within the groups, which I know is great but for me I wanted diversity but yet still maintain a core and my belief is that it could be more achievable meeting every 3 months. I might not be correct in my thinking but I want to give it my best 300% effort.

Trying to coordinate business people with all the many calendars is like trying to "herd cats" due to their hectic schedules.  Therefore, it is wise just to put a stake in the ground, pick a date and head for it, unfortunately you cannot please all but if you can capture a few then it is truly worthwhile.

Next is finding a location, that will accommodate a fluctuating size and atmosphere. These types of events are totally different from weddings or corporate events, you need to put on another type of hat and think more like an entrepreneur not a planner.   You have to imagine what would entice you as a business individual to attend and will it be a fruitful.

After meeting the C-K Group on Tuesday the reception was perfect. You could see the close knit community environment and new members were welcomed like old friends.

Next one is scheduled for December 13, we picked this month to encompass a Christmas theme and offer some different types of activities for interaction. Not only will it be fun but what a great way to end a year and see what the future holds for the next.

Thank You ULM Video Productions

2011-09-07T11:35:00.003-04:00

My adventures of coordinating another East Indian Wedding which encompassed the ceremony and reception on September 3 and 4 were required again. This was an extremely organized couple and from my first initial meeting in March to the date of the wedding I must have demolished a forest with all the print outs required. This would be my 2^nd East Indian Wedding encounter, there were slight differences but the overall template would remain the same. Here is the YouTube link for you to view http://www.youtube.com/watch?v=Sk0BsojR-oM

The vibrant colours and decorations required are vast and all the vendors who facilitate these functions should be well versed in their traditions and requirements. These weddings truly make a statement and the benchmarks are extremely high.

My mandate is to always try and be one step ahead, on the actual day of the ceremony and reception I was in the banquet hall at 6:00 a.m. to coordinate, assist, supervise and generally ensure that everything keeps moving. When trying to explain my role to an individual they captured it perfectly, these weddings are “productions” and this is a true statement. Armed with a clipboard and timeline breakdown of everything down to the smallest detail, the necessary telephone numbers plugged into my cell phone is a must.

All the vendors, photographers, videographers, florists, decorations, banquet staff work as a team to create the wedding couples vision, there is not an individual that makes this happen but a host of talented people.

I received this comment (below) from the videographer and I am very proud of it. If you can impress one of your fellow colleagues it illustrates that your role as a Wedding Coordinator is on the right track.

Thank you for being on top of everything. Normally, we end up doing your job too (getting entrances right, telling clients what to do, etc.) I guess that's why we did even feel like we were working. So thank you for making our lives easy. I just wish there were more people like you. Look forward to working with you again. ULM Video Productions

Unfortunately, there will be moments during the event that you might be unpopular but your role is to ensure that everything runs smoothly and seamlessly and that the couple and their family does not see any mishaps that happen behind the scenes.

To be a Professional Event Planner you must wear many hats;

Advisor
Mediator
Problem Solver

The rewards back for you:

Fulfilment
Satisfaction
Knowing you have chosen the right career

Learn from Others

2011-08-28T12:12:00.006-04:00

A couple of weeks ago I took an adventurous trip white water rafting down 45 miles of the Colorado River and taking a helicopter ride down the Grand Canyon. What an adrenaline rush as I hit the level 7 rapids!!

I came back refreshed with a clearer view of my business direction; how I would like to market my skills and abilities. Stepping away from my hectic life and crossing off one of the "Bucket List" items made me appreciate life and what it can offer both personally and businesswise.

This break also gave me a great opportunity to watch how Tour Operators handle groups and see a different perspective; that of a guests point of view. My mandate is to always watch, learn and listen, noting comments from individuals, the major item from this group was COMMUNICATION.

People were not sure as to where they should go and who was directing them. I had felt slighted lost at times but as an Event Planner I tried not to be over critical with those organizing an event which I have not, we cannot see it from their point of view.

With my next major event September 4, East Indian Wedding - 430 guests, I will be extremely cognizant of ensuring all the guests involved know what is expected and where they should be - so my trip not only gave me a renewed zest but also an excellent opportunity to illustrate how communications skills play a large role within any type of event.

Work Hard - Play Hard

2011-08-14T09:18:00.008-04:00

With one Indian Wedding under my belt, the next within a couple of weeks and followed by a Moroccan/Lebanese wedding I need to step away and take a break. What better way to do it but take an adventurous white water rafting trip down the Colorado River and then helicopter ride down the Grand Canyon.

Sounds like a plan. Staying in Las Vegas to have fun as well and then attend a Criss Angel Show at Luxor should complete the madcap mini vacation. The trepidation and of fear riding down the Colorado River plus the mystery of an illusionist will set me back on track for a hectic September.

My philosophy has been the more busy I get the more I need to take my mind of it, then I come back refreshed and revived a plus for both the client and myself.

Remember to always give yourself some down time. At the end of the year I always take a R & R vacation, one to say well done another year completed with more successful events and happy clients.

Upon my return from this end of the year vacation I am then in the mode to sit down and plan out my strategies for 2012 and look forward to the future with a clear and revived point of view.

It's Official - I'm an East Indian Wedding Planner

2011-08-02T19:25:00.006-04:00

I can now officially call myself an East Indian Wedding Coordinator. The groom and bride were wonderful people and their respective families made me totally welcome.

The couple had organized all vendors, together we created the time lines for their special day, which included the ceremony and reception, my schedule was 6 a.m. - 10 p.m. non-stop and believe me it was exciting, demanding and totally rewarding.

My decision to stay the night before was an excellent idea, various vendors arriving to set-up needed advice, assistance and just someone to brain storm.

I had reduced my rate because honesty being my top priority and told the families this would be my 1st coordination of this type of event but I was definitely confident with large productions and this was huge, 400 guests, 3 different types of set-ups and numerous individuals to assist.

Did I enjoy it - YES. Would I do it again YES. Good job as I have now been hired to coordinate another East Indian Wedding in September and a Moroccan Wedding too - I love my chosen career!!

New Adventures

2011-07-25T16:47:00.002-04:00

This Sunday, July 31 I will be the Wedding Day Coordinator for an East Indian Wedding for 350 guests. As this will be my first encounter assisting in a wedding ceremony and reception for this particular scenario I am extremely delighted that I have been given the opportunity to be part of this special occasion and I certainly hope this will open up another chapter in my career as an Event Planner.

I always indicate to new clients who are asking me to coordinate an event which has not fallen within my realm previously that I have not dealt with this type of function but I will do my upmost to ensure their event will be a success. Explaining to them as an experienced Event Planner I have the ability to see the whole picture and my template of skills can be overlaid onto any type of function.

For me personally this is true, 10 years in the corporate world organizing numerous types of events across Canada and 23 States gave me a new perspective and the ability to face problems and issues head on. Now my expertise includes; convocations, grand business openings, parties and weddings and I plan to acquire even more diversity.

As a member of a number LinkedIn Groups, including those that are event planner derivative, I recently saw a discussion wherein the word "fake" was utilized. I stress most emphatically that honesty is the best policy. Illustrating to a client that you know something which is not the case will definitely lead you into quick sand and you will no doubt sink whether it be quickly or slowly. A client appreciates a candid response if you don’t know the answer, then tell them, research their query and come back guns blazing with the information they require.

Integrity to me is #1 and I can look myself in the mirror and know that who I see is who the client will see too.

The World of Skype

2011-07-13T11:59:00.002-04:00

I recently signed up for Skype and was curious to know where it sat within the marketplace and requested comments from two diverse groups. One is business derivative within the London, Ontario area and the other a group of event planners based around the world.

It was actually an interesting exercise as the discussion evolved it appeared to be more apparent to me that the event planners gave more positive feedback than the business entrepreneurs and the group utilized this method of communication in a more decisive way.

With my inquisitive nature I now want to pursue where this particular visual tool could take me. I would like to utilize it by talking directly to potential clients as I feel that it would be a more positive approach than words and also they can see who I am.

I will update the blog as I move forward and advice whether I think this will change how I market myself. We need to be more innovative and this could be the route to go.

Connecting with Peers

2011-07-06T16:36:00.005-04:00

As a member of LinkedIn http://ca.linkedin.com/in/suehowe there are many opportunities to converse within a variety of groups. I recently decided to research and explore another avenue being groups that are closely relate to my industry; event planning, coordination, etc.

It is my hope that this move will enable me to actively participate and create discussion to cultivate feedback. I am extremely interested in connecting with Event Planners that are from different countries and see how their place within the market is surviving and what techniques they are utilizing to maintain momentum.

With so many avenues to explore within the networking world, it would be great to converse directly with peers. I have now added Skype to my artillery of tools and want to utilize this innovative tool and communicate with some of my colleagues around the world and locally.

They do say a picture is worth a 1,000 words.

Event Planner Workshops

2011-06-20T12:46:00.005-04:00

At the beginning of the year (2011) I created and developed a series of Event Planning Workshops. The foundation utilized being the skills and expertise I have gathered over the years to produce templates, ideas and suggestions. These tools and experiences I knew would be great to assist individuals wishing to pursue the career and these classes would help people on different levels as indicated below:

Would be Event Planners

These individuals come in all different flavours, some wish to help and be more productive within their organization and when the next upcoming function requires to be organized, they will have a different perspective to enable them to gather all the correct information and keep items on track.

This segment can also can include persons who are not quite sure which avenue to explore in the many facets of event planning, such as; corporate world, businesses, weddings, institutions. They need to see where they could fit in and by attending my workshops I hope that it will give them a clearer view. I also offer advice and assistance which is extended beyond the course.

Event Planners already in business

With a background within the corporate world I have a strict process and procedure that I adhere to when I am starting the conceptual idea of an event. I like to see it in black and white, timelines, budgets, etc. and it always surprises me that not everyone follows the same format. Therefore, Event Planners who attend my workshop get a totally different overview and take away great tools that they can utilize within their own business.

During sessions we interact and facilitate discussions as to what has worked for them and how they can overlay these new learning’s into their methods making it a win win situation for clients.

There are a number of Event Planning courses in the marketplace, ranging from $250 - $$2,500, I personally took the Certified Event Planner Diploma at a cost of $2,000 several years ago and I know it has now risen in cost.

My workshops comprise of 4 sessions, each 2 hours in length and held at different venues. My price structure; attend and pay for 3 courses then the 4^th one is free. That means if you attend all 4 the cost is only $120, a great value.

Four Weddings "TLC" Brides Pet Peeves

2011-05-30T14:12:00.006-04:00

Yesterday I watched the TV reality series Four Weddings. This particular segment was geared to the 40 top No No comments from the brides who had already appeared in the series. Here is a brief synopsis of each one:

1. Late bride - never a good scenario

2. Ensure the bridal parties flowers are on-time for the wedding

3. Bridesmaids outfit – choose wisely

4. Do not make the bridal party too big

5. Be aware that not everyone will like the brides gown

6. Make sure the officiate is not late and on-site well before the ceremony

7. Ensure the officiate stays on track and does not want to steal the show

8. Couple know their vows

9. Over kissing or under kissing at the conclusion of the ceremony

10. Outdoor wedding, remember the bugs and provide defence as applicable

11. Reception; outdoor or indoor remember to think of temperatures

12. Beware of outfits if outside e.g. wind friendly headwear

13. If too hot and outdoors provide fans/hand fans or covering

14. Ensure that outside noise influences are kept to a minimum

15. Avoid animals, etc. within the ceremony, outside weddings check the grounds

16. Ensure guest can see the ceremony

17. Church to reception, keep distance to minimum

18. Cocktail hours that are not organized efficiently

19. RSVP protocol, guests arrive at reception and did not RSVP – decide process
20. Wedding date – ensure it does not clash with an official statury holiday

21. Centrepieces too tall, not big enough, not enough, too costly

22. Length of time between wedding ceremony and reception

23. Choosing a menu suitable for all your guests

24. Food presentation whether it be buffet or a plated service

25. Buffets versus a plated service

26. Ensure there is enough food for everyone especially buffets

27. Speeches keep them simple and not too much information about the couple

28. Music volumes whether it be for the reception or cocktail hour

29. Don’t overdo the entertainment

30. Make sure the music will appeal to everyone and get guests dancing

31. The question of utilizing gimmicks and if yes, making sure they are tasteful

32. Do you need to have scary items – e.g. if you are married on Halloween

33. If bride changes into a 2^nd outfit ensure it is on the same level as the wedding gown

34. Throwing the bouquet – appropriate behaviour from the guests catching it

35. Garters – tastefully remove them

36. Wedding cakes chose flavours that all the guests will appreciate

37. Chocolate fountains – yes or no? Double dipping?

38. Reception terminations – advise guests prior to break downs.

39. Cash or host bar? Choice of drinks? Should non alcoholic drinks have a cost?

40. Knowing your level of alcoholic consumption, even the wedding couple

Planner vs Day Coordinator

2011-05-20T13:42:00.006-04:00

Yesterday I visited a client, it was the initial meeting and when I came away from this appointment I realized how it important it was to ensure the client felt comfortable not only with my personality but had a confidence factor that I would and could fulfil the services they required.

It was a role of Wedding Day Coordinator for a fairly large wedding and the client asked what will you do for us? They had organized the venue, the menu selections, the photographers, D.J., entertainment and all the numerous other items required to make the day happen.

I explained to them that there was definitely a difference between a Wedding Planner and Wedding Day Coordinator.

Wedding Planner:

Starts the process of planning the event at the beginning of conception, assists in researching, negotiating, organizing and suggesting all the different components required. They can take their couples vision and make it happen and then during the day of the wedding if required be on hand to ensure all the smallest details are perfect.

Wedding Day Coordinator:

Collects all the various components required for the wedding and if possible speaks, pre-wedding date, to all the vendors to ensure everything is on track. During the actual day the Coordinator ensure everything comes to fruition and accomplishes a stressful day for all the family and friends in a smooth and seamless manner

For me personally the Wedding Day Coordinator's role is more intense than a Wedding Planner - why do I say that? A Wedding Planner has built up relationships over the duration of concept time to the date of the wedding and knows the nuances and idiosyncrasy of everyone involved.

I would equate a Wedding Day Coordinator role to that of a well trained runner, they have to be on the block ready to run when the starters fires the pistol but they had not been able to train for the run.

Any type of Day Coordinators need to have an ability to see the whole picture fast and efficiently, the expertise to pull together timelines and information with ease, illustrating these facets to the client.

Both Event Planners and Day Coordinators have a place within the world of event management but it how we PEP's portray these types of roles that definitely will make the difference in a clients eyes.

Committees versus One-on-One Clients

2011-05-10T13:52:00.002-04:00

I have just completed a 3 month duration working with a Committee of individuals vs. one person. It was a unique experience as we planned the Conference.

Unfortunately, working with a number of people vs. one person does prove to have it disadvantages. Sometimes the communication flow is not as forthcoming as when you are working on a one-on-one scenario. My services had been acquired after the committee had been formed, several months previously, they had chosen the venue and various other facets of the conference agenda and for me as an PEP I could see gaps within the process and when I was able tried to illuminate these to them.

There were many learnings along the way and these I shall definitely be utilizing going forward. I know that at the initial meeting it is imperative to ascertain the roles and responsibilities of the committee members and what my main role would entail. Unfortunately, this committee had not worked with a professional conference/event planner too.

It is wise to remember that not all clients will follow the same template and even after all my years within the field I too continually learn new things at each event sometimes more than others.

William & Kate`s Royal Wedding

2011-05-02T16:42:00.000-04:00

I wonder how many Professional Event Planners were glued to the T.V. early Friday morning to watch the spectacular wedding of Prince William and Kate Middleton. As I sat and watched I marvelled at the logistical undertaking.

Someone asked me whether or not I could have planned this wedding and I said no, they looked at me in surprise, but I continued it would have taken dozens of Professional Event Planners for this massive legendary event.

Listening to the various commentators the phrase used; the Palace team was a well oiled machine and I totally concur. For their first function many years ago they must have had tremendous trepidation as they started with their basic template, which has now been massaged, revamped and revised to perfection.

As an experienced Professional Event Planner, I have my template that I can utilize for any kind of event. Each function has its own nuance but the foundation remains the same but I build on it in different ways to correspond with the event.

If you do not have the right formula at the beginning, then things will constantly keep going wrong. After each event you take a look at your template and add notes, suggestions and ideas that can be utilized again and again.

Like the team who manages the Royal functions, you must also become a well oiled machine with a Plan A, Plan B and Plan C contingencies and still make it all look seamless.

T.V. Reality Programs

2011-04-18T16:47:00.001-04:00

I thought it would be great to pass this link onto my readers - as a fan of "Say Yes to the Dress" it is absolutely true that fact is far more accurate than fiction - enjoy

http://tlc.howstuffworks.com/weddings

When you watch the various realities of S.O.S. Weddings or Four Wedding or whatever the latest flavour of wedding planners is being shown on T.V. it makes you realize that experience and knowing where to assist is a major component of being a good Professional Event Planner.

A piece of advice read what your client actual wants and not those around them.

2011-04-13T14:39:00.006-04:00

Over the past 2 months I have been approached by two young individuals who would like to pursue a career as an Event Planner and are in the process of taking a course and their questions have been as follows:

· On average, how many clients a year do you take on?

· I would like to one day, start my own company.
Is there a lot of work?

· Do you work by yourself or have staff, if yes, how
many people work for you?

· How long have you been an Event Planner?

· What do clients look for when they hire a planner?

I also had another individual recently comment that they never saw Event Planner positions advertised in their local newspaper.

When I respond to these individuals I advise that they should check websites such as Workopolis or Monster and view where these roles are most prominent and what event planning categories do they fall in, e.g. corporate, businesses, marketing, hotels.

It would be very unusual to see a Wedding Planner role, therefore, they must concentrate on how they would find this type of business and how much would they truly earn.

Unfortunately, T.V. has blown out the reality of an Event Planner, there are very few great “Tiger Wood” players out there and this equates too for Event/Wedding Planner jobs or high paying clients.

BUT I do truly believe that everyone should take a form of event planning course because they can utilize the skills learned in both their business and personal lives, how to time manage, understand budgets, research for that special item, techniques that can be extremely helpful and who knows one day they might be in the right place at the right time - I WAS.

Please remember these are only my personal views and I would certainly welcome any comments.

Testimonials

2011-04-04T11:09:00.000-04:00

If you have done a good job then why not have it recognized? Each client will require a different set of skills from your portfolio of professional event planning expertise; it might be researching for the right venue or coordinating registration and interacting with their attendees.

Whatever the function or event at the conclusion ask your client for this important validation that a job was well done. These testimonials can be inserted onto your website, in a blog, a business card and even utilize when submitting a proposal to a potential new client.

Be proud of your accomplishments and share them, this will also gather recognition from your peers, illustrating the depth of skills and the clients who have utilized them.

Practice what you Preach

2011-03-27T10:28:00.005-04:00

As a PEP I am extremely surprised when individuals who wish to become involved within this particular career path do not demonstrate the etiquette required for such a valuable role. I have written notations for meetings and parties that require R.S.V.P's for both clients and my own business and it is always great to get a reply whether it be positive or negative.

Remember when requesting an R.S.V.P. to put a return date, the week before this due date drop a notation with a reminder. I understand circumstances prevail where individuals are unable to attend but it does not take a minute or two to acknowledge that you have receive the invite and whether you are able to attend or not. If catering is involved within this function, how can you accurately assess the food requirements?

As a PEP you must practice what you preach, if you are requesting a client to get back with information then you must also be able to reciprocate in the same manner.

Whether the individual you are dealing with is client or not PLEASE always leave an impression that you are efficient and care because you truly never know where any type of communication with this person can lead - it might be the next big client.

Time Management & Budgets

2011-03-21T10:08:00.003-04:00

It is important for a PEP to have good computer skills, (Word and Excel) this will facilitate assistance when organizing time-lines for yourself and client plus developing budgets.  The only way you can ascertain your fee is to make a time-line and calculate how many hours this event will require.

When you are quoting your service fees not only do you want to ensure that you are going to make some form of profit but you want to itemize for the client where their monies are being spent too.

Your client wants efficiency and to feel confident that a PEP knows their trade. After you have gathered an outline of the event from your potential new client on that initial first call, start formulating how much time it will take, what are the requirements, what are the roles of responsibilities for both you and the client, creating a clear and precise paperwork trail that can be presented at that valuable first face-to-face appointment.

Then when you meet the client, all this pre-work will demonstrate that they have chosen the right professional to help them with their event.  It is important when giving your outline to the client to illustrate in as much detail as possible (but simplistically) the services you will be providing and the stress you can take off their shoulders.

Smart Serve Certification

2011-03-14T08:35:00.004-04:00

Once you have decided that you wish to proceed as a Professional Event Planner, there are many attributes and skills required to ensure that any event you coordinate/organize will give the client confidence that they have chosen the right PEP to fulfil their event/function requirement.

One of these important components is Smart Serve Certification. There are many great organizations who offer this training. I personally utilized the on-line Smart Serve Ontario training to acquire mine - here is their link and organizational information:

https://smartserve.org/

Smart Serve Ontario is a non-profit organization dedicated to developing and delivering a responsible service training program to all individuals who serve alcohol beverages or work where alcoholic beverages are served in the Province of Ontario.

Smart Serve Ontario is recognized by the Alcohol and Gaming Commission of Ontario as the official delivery agent of the Smart Serve Responsible Alcohol Beverage Service Training Program in the Province of Ontario. Developed originally for the licensee, the Smart Serve program has proven beneficial for all individuals engaged in the sale and service of alcohol beverages.

Smart Serve Ontario is a division of the Hospitality Industry Training Organization of Ontario (HITOO)

DID YOU KNOW?

In Ontario the legal age to drink alcohol is 19 years old. The legal age to serve alcohol in a licensed establishment is 18 years old. "Serving alcohol" includes taking drink orders, taking payment for alcoholic beverages, stocking the refrigerator or bar area, and bartending.

What are the acceptable forms for Age Identification?

The only acceptable forms of age identification include:

an Ontario driver's licence with a photo
a Canadian passport with a photo
a Canadian citizenship card with a photo
Canadian armed forces card with a photo
an LCBO BYID photo card

Importance of Venue Research

2011-03-04T07:36:00.007-05:00

As a PEP you never know when that next potential client will call and what type of function/event they will require to be organized. I have an M.O. to constantly add to my list of venues and locations, which can accomodate a variety of functions.

First step; make an appointment to drop in and view the venue, ask about their costs, and research what type of menu selections they offer, are they equipped with a/v, take a checklist and acquire as much information as possible - start building relationships.

It is imperative that you continually expand this major component of being a PEP, your portfolio must contain venues that will accommodate a vast spectrum such as:

- Weddings

- Receptions

- Parties (Adults & Children)

- Retreats

- Corporate Meetings

Good Luck – Start building TODAY.

2011-02-27T07:58:00.008-05:00

I have created this blog to enable potential Professional Event Planners to have a place where they can ask questions, give input and know that they have the foundation of like minded people around them.

Personally I feel that a passionate and skilled Professional Event Planner see this role not as a career but a vocation.   My "Top Ten" characteristics any individual who wishes to start down the path of event management should possess:

  1 - Enjoy interaction with a variety of different personalities
  2 - The ability to always be prepared for the unexpected
3 - Expertise in creating budgets
4 - Good time management skills
  5 - Detailed orientated
6 - Ability to listen and understand client needs
7 - Continually build relationships with your vendors
8 - Know how to look at the whole picture
9 - Have a Plan A, B and sometimes Plan C
10 - Always have fun

Hey, PEPs (Professional Event Planners) out there, let me know what you would like to add to the list.