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Sunday, 22 February 2015 Read these 9 Best Practices for Event ManagementCan best practicesbe incorporated for all types of events?
You bet they can, and should be!

With a variation of types of events and so many what ifs, event managers muststay focused on not only meeting the project objectives, but also to make themost of every opportunity at all levels for your organization and members.Establishing aBest Practices Listhelps event managersmaximize the deliverables for each type of event. So what best practices can beimplemented for the myriad of events you must handle? My top nine best practiceareas include:1. Preferred vendors2. Accommodations3. Execution Plan, all in one file4. Share program details with teammates5. Accept change6. Stay abreast of current practices7. Plus plus charges8. Billing9. Tax exemptionsDeveloplist of preferred vendorsAs event managers,we reach out to suppliers, contractors, caterers, florists, printers,transportation providers, hotel sales and conventions services staff, to name afew. Conducting business on behalf of your organization and managing the budgetare vital elements of producing successful events. Securing best pricing andvalue for goods and services either through volume or repetitive businessprovides you the option of passing on these option points to your organization.AccommodationsHotel room nightsis one of the largest end-cost categories. When securing accommodations,special attention must be paid to the attrition clause, this percentage can bea point of negotiation. Attrition can ultimately be a costly and unnecessaryexpense for the organization. As the event manager, you take responsibility forreleasing rooms in a timely fashion per the terms of the contract. Unnecessarycharges can be avoided if this detail is managed properly. Generally, the organizationis held responsible for unused room nights. Can this be avoided, minimized atthe very least? How? If the organization is responsible for a room block, abest-practice approach is crucial to reduce the risk the organization couldultimately face, especially when the final attendee count is the outstandingvariable. Offering incentives for early reservations can play a role inencouraging attendees to commit and reserve rooms early. Moving the cutoff dateahead by one week or 10 days is also a good way to manage your guest count.Requiring attendees to pre-pay the rooms is yet another option. Trackingregistrations to the timeline established by the hotel is yet another method ofmanagement that should help in minimizing exposure to these additionalcosts.ExecutionPlan, all in one fileUsing a standardtemplate to catalogue every aspect of your event in chronological orderprovides an efficient resource and quick reference guide.Much like aBanquet Event Order, this single-file Execution Plan can be used to keep allteam members up to date.Regular updates are necessary to make this aviable instrument and at the end of the event, this provides a historicalsummary for future reference.Combining relative contact information withthe Execution Plan gives current and future users a concise summary of thosekey people involved in the event.Preparing an Execution Plan for eachevent clearly identifies all aspects of the event.Shareprogram details with teammates when appropriateOne of the most frustratingsituations event managers can face is poor communication. Although usually itis unintentional, this poses a problem in event planning and management. Forexample, once the main decisions have been made, there should be no problem inworking within the parameters that have been established. It is important forexecutives to pass along all the information needed to move forward in planningand finalizing the event details. Certainly the event manager must think to askthe crucial questions and also to establish communication channels within theorganization that are vital to the success of the program.AcceptchangeEvent managementis synonymous with change. Managers need to be prepared for change during allphases of the program. The key factors most affected by change includeestimated attendees versus actual, last minute changes in a speakers schedule,delivery delays, just to name a few. Keeping your cool and professionalism is ahigh priority when dealing with the stress of changes especially on the day ofthe event. Make the most of the situation that presents itself as a result ofthe change and turn what could potentially have been a negative impact into aspositive a change as possible. You will rise to the top in your role as amanager.Stayabreast of current practicesThere are manylocal, regional and national organizations focused on the hospitality industryand event planning functions. Two important ones are Meeting ProfessionalsInternational (http://www.mpiweb.org), Professional ConventionManagement Association (www.pcma.org). Research which of theseorganizations best suits your needs and become involved. Consider securing yourcertification if you do not already have it. Another way to stay in the know isto participate in local organizations. These options not only provide theopportunity to stay abreast of current practices but also present anopportunity to build your social network within your particular workenvironment.Plusplus chargesIt is important tohave your budget prepared when considering an event. In addition to the usualand customary expenses, be aware of all the hidden charges that could be addedto your bill. Oftentimes, additional fees are included in a suppliers price.Securing this information during your due diligence process will help inproviding an accurate budget. Additionally, when calculating taxes, mostsuppliers who do charge additional service fees generally include taxes on thisamount.BillingOne of the mosttaxing tasks in event management is reviewing the post-event billing.Completing this step in a timely manner is certainly one of the most importantsuccess indicators. Every item purchased must be accounted for to insurecorrect billing by providers.Taxexemptions
This is an areasometimes overlooked as a cost savings opportunity. If an association holds ameeting in a state other than its home state, there is a possibility that thedestination state may offer tax exemption benefits on certain servicespurchased in that state. Every state is different and the astute event plannerworking for or with a not for profit organization that holds a federal taxexemption number should call the state tax office to determine if such anexemption is acceptable in the visiting state. If this issue is addressed manymonths in advance of the event, then the required certificates can be appliedfor and secured in a timely manner. This saves the task of applying for a statetax refund post event and keeps costs down.Posted byat10:02No comments: HomeSubscribe to:Posts (Atom)About MeYouths TodayView my complete profileBlog Archive 2015(1) February(1)Read these 9 Best Practices for Event Management
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