How to stage world-class events by hiring the right professional.
A special events professional helps plan and execute your entire or parts of your event or meeting, overseeing details that would escape most people's attention. Their tasks can include event site selection, meeting-room design, food and beverage planning, speaker or special-event planning, audio-visual management, special effects, and much more.
- Special event professionals save time and eliminate unnecessary stress.
- Special event professionals can save you money negotiating event contracts because they have valuable resources and contacts to draw upon.
- They manage facets of an event or meeting so you can focus on the guests and attendees.
- Special event professionals can effectively market and promote your event.
Action Steps
► Know the kind of event you want to host before you speak with a special event professional. You should know the reason for your event (fundraising, celebration, informational), date of event, approximate number of guests and estimated budget.
► Research event options. Contact several special event professionals to compare experience, pricing and work ethic. Ask friends and colleagues for references, and consult online resources.
Recommendation: Find potential special event professionals on the ISES Finder Service; the database is searchable by products/services provided and location.
► Interview potential candidates or send out an RFP. Ask about their experience with similar events, how many events they have produced, what kind, for what size group, and what made these events special. Always ask for and call references.
Recommendation: View industry accepted RFP templates on the Convention Industry Council website.
► Negotiate fees beforehand. Discuss whether the special event professional bills by the hour, service, staff time, by the event, as a percentage of the total budget, etc.. Inquire what deposits, if any, are required and ask if package prices are available. Get a quote in writing and make sure that costs won't run over without your prior agreement.
► Read and sign a contract The final contract should outline what the service/product entails, previous discussions on the special event professional's responsibilities, negotiated fee and other agreed-upon factors.
Recommendation: View accepted contract practices at the Convention Industry Council website.
Tips & Tactics
→ Ask special event professional if they are certified. A Certified Special Events Professional, or CSEP, is awarded by the International Special Events Society while a Certified Meeting Professional, or CMP, certification is given by the Convention Industry Council.
→ Ask the special event professional how they would handle potential catastrophes, such as a vendor not showing up, a sudden downpour drowning out an outdoor event or true emergencies.
→ Try to visit one of the special event professional’s events in progress.
→ Spell out the event in detail. Describe the special event professional’s responsibilities and delineate all payment information in a written, signed agreement.
Other Resources