What to Ask When Selecting an Event Planner Series - Part 2

Do you think that a Conference or Event planner is a luxury?  Think again!  Did you know that if the planner is any good they should deliver cost savings that are enough to pay their management fee plus some?  You don’t know what you don’t know until you ask! Or, until someone that cares about the success of your next Conference or Event tells you!

Each week for the next 7 weeks, we’ll share the Top Seven questions to ask to get more of what you want out of future meetings, events, and conferences:

How will an experienced Conference Planner help you plan your critical elements such as housing, registration, logistics, etc.?

All of the above elements are critical because contracts with the venue, caterer, and other service providers are crucial elements of a successful event.  Your Event Planner will research available service providers and handle all of the negotiations for you.  Their team is experienced in negotiating contracts for every aspect of the event. They will work tirelessly and use all of their resources and contacts to ensure that you get the best available service at the lowest price. Once the contract is signed, they will continue to monitor the execution of the agreement for you up to and including final billing. Coordinating the details with vendors ensures a highly organized event you can be proud of.

Your Event Planner can develop and manage a user-friendly online registration system for your attendees, exhibitors, speakers, volunteers, and sponsors. The site can be easily linked to your event website. A password is provided to you so you can monitor the activity on the registration site in real time.  Also, they can manage marketing and communications campaigns as well as develop a conference mobile app.  The first experience that the attendee has on-site is registration and it is up to you to make an awesome impression.  Your planner will manage all on-site registration services from name badge production and distribution to an on-site help desk and everything in between.

Lastly, your event staff is the face of your company at the event. Staffing your event with competent, friendly people contributes greatly to the success of your conference or meeting. Your Event Planner will assist you in securing and training volunteer or paid professional staff and develop work schedules that will ensure adequate coverage for every aspect of your program.

By hiring an Event Planner, you can breathe easy and focus on creating a dynamic event for your attendees. From trade shows to sales meetings to annual conferences, Event Planners can plan and execute a successful event for your company. Also, working with an Event Planner will save you time and money. Experienced Event Planners work within your budget to design a conference, meeting, or event that will accomplish your organization’s goals and deliver a large return on your investment. The operative word is Experienced!

We’ll share the next question in the series next week, so stay tuned! Coast to Coast Conferences & Events brings you strategic, cost-efficient, end-to-end event and conference planning, offering the latest in innovative event technologies, detailed logistics management, destination services, and hotel housing solutions. We always get the job done and we always do it right; reach out today if you’d like to know more:


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