Tag: meetings

EXPECTATIONS

Published on by Stories of an Event PlannerLeave a comment

Hi all,

The topic for today is “how to manage your client’s expectations” which has been a topic lately especially now with this coming Inauguration Day. In the world of event planning, and in any kind of business for that matter, you encounter many types of people with different wants, needs and expectations. Because you want to do business and also provide everything that is possible to your client, you may promise things that you may not be able to deliver. This is when you need to Manage Your Client from the very beginning.

How can you manage your client? Well, it’s actually pretty straight forward and that is why we might not always think about it (I’ve done it!). You need to tell your client what you can offer, how to deliver it, the time frame to finish your job, and just be sort of honest. In event planning, and this happens not just to event planners, clients reach out to you with a vision of their event , but they are not sure how to develope it and they want you to help them figure it out with your expertise. Or some clients come to you with a vision knowing exactly what they want (think decor, music, venue, overall experience, etc).  Either way, as a knowledgeable person in the industry, you can certainly help the client make their vision a reality, BUT there are a few things to take into consideration after talking to your client about their wants, needs and expectations of the event:

  • Obviously, the biggest thing would be BUDGET
  • How capable are you to deliver what the client is asking?
  • Are the client’s expectations realistic?
  • Is the time frame to plan the event realistic?
  • Do you have the right tools to plan and carry out the event?
  • Do you know people in the industry that could give you some tips about something you don’t know much about?

These are some things you need to think about as you talk to your client while discussing and going over the ideas and plans for the event. The client will definitely appreciate your input so that he/she is prepare as to what to expect and as to what can be done. Trust me, building a trustful and professional relationship with clients should be one of your top priorities.

Trust and professionalism = repeat business

I hope you find this helpful!

With love,

Natalie

Food for thought

Published on by Stories of an Event PlannerLeave a comment

Hi all,

I’ve been horrible at writing these past few months, and I know I should be writing about Halloween decor ideas (oooppss) but with changing jobs, trying to enjoy our bipolar autumn, and trying to organize my trip to Chile for this Christmas,  and also celebrating the birth of my nephew (!!!), I’ve had not thought about a good topic to write about until a couple of weeks ago…

As you most likely have read, heard, or talked about in the past few months, the main topic now is how our world is deteriorating due to our lack of interest, knowledge, resources, and/or technology available to us. I had written an article a few months ago about how you can do little things to have a meeting that is a little more sustainable and there you will find that there are ways that everyone can do to accomplish an event with a little less footprint.

In the event industry, there are lots of ways to be more green when having any type of event such as meetings, lunches, weddings, birthdays, conferences, etc. One option and a starting point, would be to find vendors that support and are advocates of this movement. Not many people know or do their research about this topic and they go on about their lives not thinking about the little things they can change in their daily lives that leave a smaller footprint on Earth.

I, for example, was not knowledgeable about this topic until about two years ago, and since then, I started recycling, trying (and very, very hard) to bring my own bags to groceries stores, consume less things that are not needed in my diet (sadly being very unsuccessful some days), etc. and it might  not sound like anything, which you might be right if you are thinking that, but I am in a way helping and I think that counts a lot more than knowing about the damage and not doing anything about it. The changes are not easy, but now that I know about the problem, it makes me feel more conscious about something I would do in my daily life and I try to change it.

It’s the same in the events industry. When planning a small meeting, it would be good to use bamboo or compostable plates and eating utensils, or even having your own plates that can be easily thrown in the dishwasher to be available for the attendees. For larger events, look into recycling and food donation programs that vendors already have and are eager for you to ask about it!

The less we consume, the less will be purchased, the less will be produced, the less harm we cause.

I hope you liked this article and I would love any feedback!

Happy Halloween!

With love,
Natalie

Award Dinner Tips

Published on by Stories of an Event PlannerLeave a comment

Hi everyone!

Last night, I attended my first  event with MPI Potomac Chapter, and it was one of the greatest and touching events that I’ve attended in a while. They were recognizing and giving awards to the most outstanding members including planners, suppliers, etc and introducing the new board for the coming year.

The first half of the event was the awards session. This session was very organized and thought through. They used the idea of “story telling” to communicate and present all of the speeches they had prepared. Honestly, I thought it was brilliant and touching. Everyone loves thinking back to everything they’ve accomplished as a team throughout the year, and having the opportunity to thank everyone who has helped them grow as a person and professionally.

The second part of the event was the reception, and it was gorgeous. The Carnegie Library is amazing! I had attended events there before, but I had not been to one in over 2 years, and it was a pleasant surprise to see it again and remember how beautiful it is. The food was spectacular, and I liked the idea of having a reception instead of a sit-down dinner because it gives the chance for everyone to mingle and walk around instead of being stuck in a chair and having to talk to the same group the entire night.

In my personal opinion, I thought it was great. I had the opportunity to meet great people and learn more about the association.

What you should take from this article is that a very thought through event where the planner thinks about the needs and wants of the clients and reviews the events from previous years to identify areas of improvement is very important. Since all of the people who planned this event are professional meeting planners, I am sure they reviewed last year’s event to see what they could do better this year. Last night’s event was touching as well as fun. It definitely created a memory and a positive feeling for the attendees, including me.

I hope you liked my post and find it helpful. Until next time!

With love,
Natalie