If you're new to the game, or if you just don't understand what all the fuss is about, this is the best place for you to start learning.

Planning an event is all about gathering the pieces and coordinating all the separate components involved in creating the right environment. This means selecting a venue, finding a caterer, and assessing your audio/visual needs. This section provides answers to some logistical questions, as well as suggestions for moving beyond basic logistics and into program development and consulting.

The Basics

What is an "event"?  Typically a gathering of people for a specified purpose - wedding, party, awards ceremony, corporate meeting, banquet, etc.

What is an "event planner"?  Also known as an "event coordinator", "meeting planner", "party planner", or "event organizer", among other things, an event planner is usually the person in charge of planning the event and coordinating all its many components.  They're also the last to get the credit and the first to get the blame.

What is involved in planning an event? A whole lot more than you probably think.   Depending on the size of your group and whether you plan to meet inside or outside your area, planning an event can involve everything from venue searches and site inspections to contract negotiations, registration and rsvp management, entertainment or speaker searches, menu selection, budget management, invoicing, and guest tour coordination.  To name only a few.

Where are events held?  Everywhere.  Hotels and convention centers are obvious choices, but many other properties have meeting facilities: restaurants, theme parks, museums, cruise lines & yacht charters, movie theaters, schools & training centers, etc. etc. etc.  Use your imagination!

Can I plan an event myself?  Absolutely, but be sure you know what you're getting into.  Some meetings won't take much of your time, but be sure you know what preparations will be involved before you decide to take the plunge.  Also, keep in mind what computer skills may be necessary to carry this through, especially if you'll be handling registration lists, bookkeeping, or rsvps. (If you want some good advice for planning a meeting yourself, please take a look at the "Advice" section on this web site.)

How do I know where to hold my event?  That all depends on how much you have to spend and where the attendees are coming from.  The person calling or requesting the meeting or special event will sometimes lead you in the right direction and may already have a particular venue in mind, but use your common sense if the final decision is up to you.  Look at some maps and make a few calls to Convention and Visitors' Bureaus (or CVBs) in cities you're interested in.  They're one of the best places to start if you're not familiar with an area.  Should you need to do a site inspection to "scope the place out", remember the money you spend on your trip will most likely be included in the event's budget.  And consider the size of your group when looking for a location.  A slick way to find out how much space you need is by using a room size calculation tool, which tells you how much square footage is required for your guests depending on how you plan to set the room (theatre-style, conference, school room, or other).  If you don't have one, go to this handy on-line room size calculator.

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When should I start planning?  If your meeting's next week you might want to turn off your computer and pick up a phone.  Seriously, though, the more complicated the meeting, the more time it will take to put together.  A simple conference with less than 10 people can be thrown together in just a few minutes the day prior, depending on availability of space.  As a rule, you should hold space as soon as you know when and where your event will be held, regardless.  Having the venue contracted for your group allows you to start putting the other pieces together, like catering, transportation, etc.  But be aware of cancellation fees should your event change. Most meeting facilities charge a hefty fee if you cancel or substantially change your meeting.  As far as other components, you may want to begin research as soon as possible, too, and contract with other vendors as early as you can.   Audio/Visual and menu requirements can be put off for a while, especially since they have a tendency to change as time goes by, but don't wait too long or the items you need may not be available.  To be sure, check with your vendors and suppliers and ask what their time lines are.

How expensive is an independent planner?  That depends--how efficiently will your event be planned without one?  A good planner is valuable, and the savings they generate in time and money more than justifies the cost. Planners base their fees on a number of different scenarios: some fees are per hour, some per event, some per day, and some are variations of all three.  You may also find planners who will charge a percentage of your event's budget.  If you have a specific event in mind for which you would like to hire a planner, call several different companies to get an idea of what the cost will be.  Keep in mind, though, that the least expensive may not be the worst and the most expensive may not be the best.

How do I hire a planner?  For your area, you can check in the Yellow Pages under "Event Planning", "Conference Planning", "Meeting Planning", "Party Planning", or whatever they may have planners listed under and start making phone calls and requesting quotes OR you can check with Meeting Professionals International at their web site at www.mpiweb.org, or call (972) 702-3000 and ask for the phone number for your area's chapter office. MPI members are reliable and dedicated to their profession, so that's a great place to start.  Of course, if you're looking for a planner in Palm Beach, there's someone "perfect" for the job ...

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Program Directors/Developers

What is a Program Director/Developer?  Usually the person who is ultimately responsible for the execution and outcome of the event.  This could be the person who's called or requested the meeting, the person who's responsible for payment of the bill, or the person heading the department that's responsible for conducting the meeting/event.  As a rule, the individual who "initiates" the event is the program director. Keep in mind that your client, or the person who contacted you in the first place, may NOT be the program's developer.

How involved should I be with the event's program developer(s)?  When putting an event together, the best place to start when looking for ideas for content, atmosphere, outcome, etc., is the program director.  He or she has probably "envisioned" the perfect results of this meeting/event and may have specific requests or needs that no one else will know.  They will also most likely have the best information available on the group attending the event.  Obviously, you won't want to over-involve them, but definitely meet with them early in the planning process to get their ideas, and check back from time to time to allow them a review of your progress.

If my contact is NOT the Program Director, who should I get my information from? More than likely, they'll be the same person. If not, determine if your contact has all the necessary information, or at least has access to it. Ultimately, you would like to speak directly with the program director to assess their needs, but if that happens to be the busy CEO of a corporation, you may have to settle with your contact person--and hope they can provide all you need.

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Attendees

How do I know how many people will attend?  If you're lucky, you have historical information for similar events.  If not, it's mostly your best guess. Consider the type of the event, the location, conflicting events, accessibility, and the likelihood that everyone invited will attend.  For example, a corporate sales meeting may have fewer in attendance if held at the company's area headquarters than if the meeting were held at a local point of interest (i.e., museum, private club, trendy restaurant, etc.).  To improve your odds of guessing the correct attendance, use pre-registrations, invitations, or some other type of feedback materials requiring guests to alert you of their expected attendance, and go from there.

How will I know if they have special needs?  Your program director can help you with this, especially if your group is small.  For larger groups, include questions in pre-registration materials and require those materials be returned by a specified date. Be prepared for anything, regardless of the information you receive through pre-registration, because you may not receive everything from everyone. Have a plan of action for several situations, including dietary or religious requirements, as well as accessibility issues for disabled attendees.

How do I know if they need transportation or lodging assistance?  Ask yourself a few questions: (a) are the attendees from the local area?; (b) have they been asked to rent cars?; (c) are they flying in from out of town?; (d) is the airport far from the meeting facility?; (e) is the meeting facility easily accessible by motor vehicle? If you don't have any of these answers, check with the program director, or ask that these questions be included in the pre-registration materials.  Lodging and transportation requirements are issues that should be addressed early in the planning process.  Be sure all involved, including the program director, attendees, and meeting facility staff are aware of these issues and know what is expected of them.

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Negotiation & Contracting

Every planner should know how to successfully negotiate a contract. Your contracts should define specific responsibilities and amount of payment, and should benefit both parties as much as possible.

For further information on negotiation, and the legal aspects of contracting, I strongly urge you to hunt down books at your local library, or make a trip to Barnes & Noble. This stuff is VERY important!

What is negotiable?  Anything and everything, for the most part.  If your group is large and you feel you're paying too much, ask if you can pay less.  In some situations, you can even ask for fees to be waived and suppliers will at least consider it, if not grant your request.  Be prepared to negotiate everything, including time and space, not simply cost.  Be flexible, and don't be afraid to ask for what you want.   You'll be surprised.

Who do I negotiate with?  Almost anyone.  Definitely any vendor or supplier you've selected to work with, but remember you may need to negotiate with your boss, your event's program director, speakers, and other staff members.  And keep in mind YOU may be the one who needs to give a little.

When do negotiations begin?  As soon as you've been quoted a figure. Whether it's for time or for money or for any given service, the quote you're provided with is an "offer" and can most likely be negotiated into a better one. If you don't like what you hear, ask for what you want immediately (and tactfully).

How do I negotiate the best deal for me?  People write volumes and volumes on this and speak all over the world to help people become better negotiators.  Use your common sense, be flexible, and listen to the person you're negotiating with.  If you feel uncomfortable about the process, or want to learn specific techniques for successful negotiation, your local bookstore may answer your questions.

Should I have my own contract? Yes, you should. Especially if you're an independent planner. It's important to outline your specific duties that pertain to individual events. If you and your client set boundaries for one another, and have agreed on a price, it's best to have that agreement in writing.

When I contract with a vendor or supplier, whose contract do I use? You will most likely use the vendor's contract, but feel free to suggest changes, or add statements of your own. The contract they send you isn't always set in stone, so if there's something about it you don't like, then negotiate.

Who signs the contracts? Depending on your responsibilities for any given event, contracts will be signed by whichever party has agreed to sign them--if that makes sense. Basically, if you have signed a contract with your client that gives you the authority to contract with all vendors, then YOU will sign. If you have agreed to participate in only negotiations for contracts, but choose to avoid the liability, then your client may be responsible for signing. Remember, signing a contract does make you liable for damages in the event something goes wrong, so be very cautious when you agree to sign.

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Venue

Is a site visit necessary?  Logistically speaking, it's a good idea to know where everything is and what it looks like.  Again, this depends on your event.   If a site visit can be added to your schedule and budget -- go for it.  If not, get all the information you can about the venue through internet research or local meetings industry organizations (CVBs, Convention Centers, etc.) to become familiar with your event's location.

What do I look for on a site visit?  Think carefully about your group's requirements, and look for factors affecting the needs of the group.  Do you need VIP rooms?  What should the rooms look like and what amenities will they need?  Do any of your guests require special accommodations for lodging or dining or transportation?    Do you require vaulted ceilings or views of the area or pillar-less rooms?  Have a firm handle of the size and specifications of your group before you select a venue or head out on a site visit.  You'll be more likely to have a smooth event if your location meets your needs.

How often should I contact the venue prior to my event?  Consider the amount of information you need to share back and forth with your vendors and suppliers, and contact them whenever you receive information that should be passed along.  Use your judgment, though, and be careful not to call them every few minutes with every event change.  Sometimes you may need to gather several changes together and pass them along in bunches, such as lodging changes, or changing audio/visual needs.  Depending on the amount of time left prior to your event date, you should certainly check-in with your suppliers from time to time just to keep them updated.

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Catering

Do I need to serve food?  Water should always be available, regardless of event length, whether on the table in pitchers, or bottled water on ice, or simply a nearby drinking fountain.  Food, on the other hand, depends on event length and budget constraints.  If your group is meeting for more than 2 or 3 hours, you may consider providing a small beverage selection and possibly a snack.  Continental breakfasts are popular for early morning meetings and do not need to be extravagant or expensive.   All-day functions should have a lunch break, but providing lunch is optional.  Keep in mind, however, if you plan to leave the "lunching" decisions to your attendees, make sure there are nearby facilities capable of handling the crowd.  Dinners can be quite expensive, but you should offer your attendees something if their attendance is required during the evening.  Consider food & beverage options carefully: imagine what your attendees will need, then do what you can to satisfy those needs.

How much food do I order?  Ask yourself, "how much will this group consume?"  If you've done your homework, you should know your group - an essential part of planning a successful event.  Different groups require varying amounts of food.  Also consider time of day and the possibility that some people may have already eaten.  If your budget is tight, consider ordering foods "per piece" instead of "per person" - and carefully determine how many pieces of each item will be consumed by each person.

How do I choose a caterer?  Hotels will most likely have their own catering staff or outside company they're contracted to use, so that makes it easy.  Once you venture outside traditional meeting facilities, however, your options aren't so clearly defined.  If you don't have a caterer you can trust in the area, you'll have to start making phone calls.  Ask for references from friends or colleagues in the area as to what companies are reliable.  Get leads from local Convention & Visitors' Bureaus (CVBs) or call a local meeting planner and ask who they recommend.  Ask individual catering companies to furnish references, and check with groups who have used them before.  Area restaurants and hotels or conference centers may provide outside catering, too.  When you're choosing a caterer based on price, make sure quotes include all "equipment rental" charges - many caterers rent tables, linens, chairs, serving dishes, etc., and pass those expenses on to you.  Companies who own their supplies and equipment will sometimes charge considerably less than those who don't.

Is "buffet" better than "plated"?  Where cost is concerned, buffet is most often cheaper, especially for larger groups, but plated is certainly a good way to make your guests feel pampered.  Buffets are usually purchased "per person" but can be ordered "per piece" or "per serving size", possibly lowering cost.  For large groups, buffets can be set up in a two-sided serving line, eliminating the wait time that often accompanies plated service.   Plated, or served, meals can upgrade the atmosphere of your food function, but be sure you have adequate serving staff to best serve your guests, and keep in mind that a plated dinner will take more time than a buffet. Before you choose, compare the costs of buffet vs. plated, and see what's best for your particular situation.

Who chooses the menu?  Unless your program director has a keen interest in choosing the menu, the choice is up to the planner.  The planner is often in the best position to make this choice since he or she has access to all important factors affecting food & beverage decisions: theme, location, special needs, availability, pricing structure(s), attendance info, and more.  A good idea is to prepare two or three suggested menus and submit them to your program director for feedback.  This provides an opportunity for the program director to relate special dietary information (s)he may not have passed along earlier.  Remember, if you're offering food at an event, be aware of special religious requirements, as well as special dietary needs when you choose your menu.

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Speakers/Entertainment

Where do I find a speaker or entertainer?  If you don't have someone in mind, contact speaker bureaus or entertainment management companies.  Your local CVB can assist you with finding a company.  These companies will help you find the right speaker/entertainer depending on your budget and theme(s) to be covered.  ALSO, consider using someone from within the group or company holding the meeting.  Executive staff, department heads, committee chairpersons, and other visible staff can be excellent speakers.  Or consider a "talent search" and allow staff members to showcase their talents.  If these are not possible, contact the Chamber of Commerce or CVB and ask about local talent or area business leaders.

How do I know the speaker/entertainer is any good?  Unless it's impossible, go see them perform.  Like a site visit, watching a band or speaker you're considering for an event allows you to determine beforehand if they're what you're looking for.  Everyone can come up with a good reference (they're certainly not going to pass along a BAD one!), so there's no substitute for seeing for yourself.  However, if you can't do that, ask people you trust who have firsthand experience, or have the speaker/entertainment company provide critiques of their performance(s).  Videos or cassettes are often available, too. Remember, a professional speaker will "perform" better than someone who's not used to standing in front of a crowd. Use your best judgment, and get references wherever you can.

Is entertainment expensive?  It can be, but it doesn't have to be.   Big names can cost thousands of dollars (and MORE!) for a single performance, but local talent can often be just as entertaining and effective and cost much less.  Be open-minded and flexible.  Instead of a famous (and costly) motivational speaker, have the sales staff tell success stories, or ask the boss to share his success story.  Ask the group for input on favorite local talent, such as musicians, comics, theatrical performers, magicians, or street performers.  Again, local agencies like CVBs or entertainment management groups can help you find the right person at the right price to address your group.  And remember, EVERYTHING is negotiable!

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Audio/Visual

What is A/V?  This is the audio or visual equipment you need to effectively "reach" your attendees: microphones, speakers, projectors, computer hook-ups, projection screens, teleconferencing equipment, and any other technical device used at your function.

How do I know what equipment to order?  This depends on the size of your group and the size of the room, as well as the needs of the person(s) addressing the group. Your best bet is to start by asking the speaker/entertainer what they need.  If your speaker intends to display slides, you'll obviously need a slide projector and screen.  If the expected attendance exceeds 100 people, you may need a microphone and public address (or P.A.) system, as well as additional monitors for better viewing by people in the rear of the room.  Discuss A/V needs with your presenters, as well as with your A/V supplier.  Be sure to discuss options, and have a back-up plan should any of your high-tech equipment fail.  And remember to have dedicated phone lines installed for presentations that require internet access or teleconferencing.

Where do I find A/V equipment?  As with caterers, most hotels and conference/convention centers will have in-house or contracted A/V suppliers.  Check with your contact at the facility you've chosen to find out what companies they use, or contact several A/V companies in the area using the Yellow Pages or lists requested from local chambers or CVBs.  Should your A/V requirements be highly technical, be sure to consider having an A/V technician stand by throughout your function in case of emergency, and ask that labor rates be included in any of the quotes you request.

How early should I order A/V equipment?  Most low-tech items (flip charts, overhead projectors and screens, slide projectors) are readily available and can be delivered with little lead time.  Hi-tech equipment (teleconferencing, computer projection devices) can sometimes require advance reservations for delivery and may take a day or two to set-up.  Check with your A/V supplier as to the availability of required equipment, and ask how much lead time is required.

Keep in mind, too, that many industry "suppliers" (a/v companies, caterers, transportation companies, etc.) can be found on the internet.   Several websites have been created to help planners reach suppliers, so try visiting your favorite search engine, type in something like "meeting planning", and see what you can find.

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Florists/Décor

Are floral arrangements really necessary?  Floral arrangements can certainly brighten up a room or fill empty spaces, but are not really necessary and often quite expensive.  Other items can be used for decoration, such as candles or themed materials, and centerpieces on tables can be made from almost anything from glass objects to baskets to hub caps to pieces of fruit.  Use your imagination.

If my event has a theme, where do I find materials?  For a themed event, nothing substitutes for imagination.  Visit a few party or craft stores for ideas, or look through magazines, and ask several people for input.  When you're ready, you'll probably find everything you need at those same party supply stores you visited.  If your budget can handle it, contact an event company that specializes in themed parties and leave the decorating to them!

When should I order decor materials?  If you've hired an event company, that should all be handled for you.  If you're going it alone, determine how soon you can get into the facility to set-up, and allow yourself plenty of time to receive the materials before that date.  If your materials are not perishable, you can order them anytime, given you have a place to store them.  Perishable materials, however, should be ordered in advance and delivered, if possible, to the facility the day of the event.  Check with your vendors to determine the amount of lead time necessary.  Obviously a single ice sculpture will require less advance notice than a dozen or more, so just use your common sense and talk to your vendors.

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Air Travel and Ground Transportation

Who is responsible for booking air travel for attendees?  Attendees should be responsible for booking their own air travel.  Suggestions can be offered them as to which airline or agency to book through, especially if your group is able to take advantage of special rates, but booking air travel sometimes requires personal information, and too many variables are taken into consideration.  Unless you know the personal schedules and air travel preferences of each of your attendees, suggest they book themselves.  Check with your program director when determining the best way to handle air travel.

Should I charter a plane, or have attendees fly commercial? That will depend on the size of your group, the location(s) they're coming from--and how far they have to travel--and how they're expecting to be treated. If you deciding whether a chartered plane is an option for you, check out this handy Charter Fit Calculator, available on the web.

How will attendees get from the airport to their hotel (and back)?  Options should be discussed early on with the program director as to how transportation will be arranged.  Many hotels offer complimentary shuttle service to and from nearby airports, but they often need advance notice of arrivals and departures.  Taxi cabs are also an option, as are limousine or bus services, or car rental agencies.  You may also offer suggestions to attendees and require they arrange their own transportation.

Should attendees rent a car?  Car rentals are expensive, compared with hotel shuttle services or some bus company rentals.  If attendees are travelling from a great distance and plan to arrive early or stay late, car rental may be their best option.   Also, if your program covers several days and is located in an area of great interest, attendees may want their own set of wheels.  If attendees are picking up the tab for their transportation, you don't need to worry about the expense, but you still need to have an idea of how many attendees still require YOU to provide them with ground transportation.

If other functions are planned away from the main venue (such as dinners, banquets, social activities, etc.), how do attendees travel to the off-site function if they have not rented a car? Companies specializing in ground transportation can help you with this ... check with limousine companies, bus/van rental companies, and other shuttle services.  If you're staying at a hotel, the concierge can help you choose a company, or perhaps the hotel's transportation is an option.  If your group is small, think creatively.  Maybe your attendees can be wisked away via carriage or vintage automobile or boat or double-decker bus.  Check your budget, your location, your theme, and the size of your group.  Once again, use your imagination.

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Lodging/Accommodations

Who is responsible for booking hotel rooms?  This is definitely a topic to be discussed early on in the planning stages of your event.  You may be able to negotiate substantially lower rates than a hotel's advertised rate, depending on the size of your group, but the actual booking may be contracted as "individual call-in" or "rooming list".  If you can handle managing rooms for your group's size, consider submitting a rooming list to the hotel.  If you don't have the time or the expertise, require your attendees make their own reservations, or, for extremely large groups, you may want to look into contracting a housing company to manage your needs.   Regardless of who makes reservations, be sure to keep track of the rooms being booked; you may have special requirements written into your hotel contract, and you'll want to monitor attendance.

How soon should I book rooms?  As soon as you know your event requires rooms, start looking for availability in the area.  Once you find the right location with the right rates (and you know you won't be changing your mind), BOOK 'EM!  Some areas require advance reservations of a year or more.  Depending on your location, and any events happening there at the same time as yours (such as Mardi Gras in New Orleans or the Macy's Thanksgiving Day Parade in New York), you'll want to book rooms as soon as you can.

How many rooms do I hold?  That will depend on expected attendance and availability of rooms at the time of your event.  If plenty of rooms are expected to be available at the time of your event, underestimating attendance (and rooms) may not be a problem.  Similarly, in cases where hotel rooms are scarce, overestimating may mean the difference between having a room and NOT having a room, but beware of attrition charges....

What are "attrition" charges?  If you book 50 rooms and 40 people show up, you'll pay for .... 50 rooms.  Attrition charges are the fees hotels charge for the rooms you booked but didn't use.  You may not pay full price for the empty rooms, but most hotels will charge you "something".

How do I avoid attrition charges?  Book only the rooms you anticipate using, and read your contracts carefully.  Some hotels will allow a specified decrease of rooms without penalty, but everything beyond that is chargeable.  If the contract doesn't allow you enough breathing space, write an acceptable attrition clause and ask the hotel to add it to the contract.  Negotiate the best deal for you.

Is it true that hotels offer free rooms for large groups?  Yes, but not every hotel and not every time.  Sometimes complimentary (or "comp") rooms can be negotiated in a contract, based on the size of your group or the needs of the hotel.  An example comp room clause may read, "1 complimentary room for every 50 rooms purchased per night" - but be sure you understand the terms and conditions of the clause.  Before signing any contract, check with the hotel on their comp room policy -- and don't forget to negotiate for something better!

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Gratuities

What's the difference between a "tip" and a "gratuity"? A tip is usually expected, a gratuity is something of a "bonus." Also, tips are usually smaller amounts given at the time of service, and gratuities tend to be larger and given at the close of an event.

Who gets gratuities? Anyone who contributed to the event, or who was "in charge" of a certain service, like your Convention Services Manager, Banquet Captain, Valet Captain, or bus driver. If you feel someone went above and beyond, a gratuity is probably due them. Typically, Sales Managers or Directors of hotels don't get gratuities, but it's all based on your discretion--if you feel they're worth it, then give them something.

How much should I give them? Of course, this depends on your budget, and how much you really believe they contributed, as well as what city you're in. Many planners base their gratuities on the size of the meeting and extent of responsibilities. Remember, too, that managers or captains will distribute gratuities to their staff, so keep in mind how much it will get spread around. If you've got a good relationship going with your Sales Manager or Banquet Captain, it's perfectly acceptable to ask them ahead of time what they would usually expect as a gratuity.

Whose pocket does the gratuity money come out of? Typically, you would want the burden to go to the client as just another meeting expense. However, if you're unable to convince the client of the necessity, but you feel certain individuals are deserving of a gratuity, you may need to cough up the money yourself.

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Invoices

Who gets all the invoices from an event? If you've planned the event and managed the budget, it makes sense for you to at least review and approve all invoices from vendors and suppliers. Invoices provide you with actual expenses, and you'll want those for post-event reporting.

Who pays them? Ultimately the client is responsible for payment, but if you have arranged for your client to pay you the total budget amount, then you will physically write the checks.

What should I do with them when the event's over? You'll want to keep track of expenses, and if you've written the checks, you'll want to keep the physical bill on file for a while. On the other hand, if your client is directly responsible for payment, keep a copy for yourself and forward the original on to the person who's writing the check.

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Post-Event Stuff

Post-event procedures are just as important as pre-planning and on-site management, and they're vitally important when you assess your client's (or your own) Return on Investment, or ROI. Find out more about how to report ROI to your clients by reading up on the subject in industry magazines and publications. Books are available at the MPI Bookstore online, or talk to other planners to find out what they do. (If they're not doing anything, tell them to get with the program!)  You'll also find more ROI information in the "Advice" section of this site.

What's a post-event report? An evaluation of the success of the meeting, whether financial or otherwise.

Why should I complete a report? This is your chance to prove your client's ROI, and show him or her what value you brought to the meeting.

Who benefits from a report? Both you and your client. A good financial analysis will provide your client with information he or she can use in the future to produce more efficient budgets. This also allows you to demonstrate your skillful negotiation and expertise in successfully cutting costs (unless you went over budget--ouch!).  A strong "emotional" evaluation can provide your client with information on the attitudes and satisfaction levels of the attendees, which can help him or her gauge the overall success of the meeting. All the information you gather benefits you in that you produce tools for measuring your effectiveness as a planner, which can guarantee future business, or attract new clients.

How do I create a report? By gathering invoices, and comparing expected costs to actual costs, and by developing and analyzing the results of attendee evaluations. You'll want your report to look as professional as possible, so be clear and concise, and consider including copies (or originals) of vendor and supplier invoices as backup, as well as copies of attendees' comments.

What do I do with all the stuff from the meeting? If you think it'll be helpful later on, then store it in a meeting file or binder, but, at the very least, record facts and figures that will help you prove your success as a planner.

Is it really necessary to keep EVERYTHING? Not really, unless you feel you need historical information for your meeting. Handouts and registration materials and pamphlets and brochures can be kept as examples, but your client will most likely save all this anyway. If the opportunity comes up to plan this meeting again, you can get with your client and review historical materials.

Where do I put it all? That's up to you. If you kept everything, you'd need quite a storage facility, so don't get crazy. Figure out a filing system or storage system that works for you, then be careful to keep it organized so you can easily find what you're looking for.

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Follow-Up

Should I contact my client after the meeting's over? Your post-event report is sufficient as a follow-up to that specific meeting, and it also gives you the opportunity to remind your client you're still on the job--even after it's over. You'll certainly want to keep in touch with occasional promotional materials, or possibly birthday and holiday greetings, to keep your name fresh in their minds.

Won't I be a pest if I keep bothering them for more business? If you call them every week, yes. You don't want to become annoying, but you don't want them to forget you, either. A brief note or card every few months is plenty. And when planning time comes around again, don't forget to remind them who to call.

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*Courtesy of Eventplanner.com