Can best practices
be 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 must stay focused on not only meeting the project objectives, but also to make the most of every opportunity at all levels for your organization and members. Establishing a Best Practices List helps event managers maximize the deliverables for each type of event. So what best practices can be implemented for the myriad of events you must handle? My top nine best practice areas include:
You bet they can, and should be!
With a variation of types of events and so many “what ifs,” event managers must stay focused on not only meeting the project objectives, but also to make the most of every opportunity at all levels for your organization and members. Establishing a Best Practices List helps event managers maximize the deliverables for each type of event. So what best practices can be implemented for the myriad of events you must handle? My top nine best practice areas include:
1. Preferred vendors
2. Accommodations
3. Execution Plan, all in one file
4. Share program details with teammates
5. Accept change
6. Stay abreast of current practices
7. Plus plus charges
8. Billing
9. Tax exemptions
Develop
list of preferred vendors
As event managers,
we reach out to suppliers, contractors, caterers, florists, printers,
transportation providers, hotel sales and conventions services staff, to name a
few. Conducting business on behalf of your organization and managing the budget
are vital elements of producing successful events. Securing best pricing and
value for goods and services either through volume or repetitive business
provides you the option of passing on these option points to your organization.
Accommodations
Hotel room nights
is one of the largest end-cost categories. When securing accommodations,
special attention must be paid to the attrition clause, this percentage can be
a point of negotiation. Attrition can ultimately be a costly and unnecessary
expense for the organization. As the event manager, you take responsibility for
releasing rooms in a timely fashion per the terms of the contract. Unnecessary
charges can be avoided if this detail is managed properly. Generally, the organization
is held responsible for unused room nights. Can this be avoided, minimized at
the very least? How? If the organization is responsible for a room block, a
best-practice approach is crucial to reduce the risk the organization could
ultimately face, especially when the final attendee count is the outstanding
variable. Offering incentives for early reservations can play a role in
encouraging attendees to commit and reserve rooms early. Moving the cutoff date
ahead 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. Tracking
registrations to the timeline established by the hotel is yet another method of
management that should help in minimizing exposure to these additional
costs.
Execution
Plan, all in one file
Using a standard
template to catalogue every aspect of your event in chronological order
provides an efficient resource and quick reference guide. Much like a
Banquet Event Order, this single-file Execution Plan can be used to keep all
team members up to date. Regular updates are necessary to make this a
viable instrument and at the end of the event, this provides a historical
summary for future reference. Combining relative contact information with
the Execution Plan gives current and future users a concise summary of those
key people involved in the event. Preparing an Execution Plan for each
event clearly identifies all aspects of the event.
Share
program details with teammates when appropriate
One of the most frustrating
situations event managers can face is poor communication. Although usually it
is unintentional, this poses a problem in event planning and management. For
example, once the main decisions have been made, there should be no problem in
working within the parameters that have been established. It is important for
executives to pass along all the information needed to move forward in planning
and finalizing the event details. Certainly the event manager must think to ask
the crucial questions and also to establish communication channels within the
organization that are vital to the success of the program.
Accept
change
Event management
is synonymous with change. Managers need to be prepared for change during all
phases of the program. The key factors most affected by change include
estimated attendees versus actual, last minute changes in a speakers schedule,
delivery delays, just to name a few. Keeping your cool and professionalism is a
high priority when dealing with the stress of changes especially on the day of
the event. Make the most of the situation that presents itself as a result of
the change and turn what could potentially have been a negative impact into as
positive a change as possible. You will rise to the top in your role as a
manager.
Stay
abreast of current practices
There are many
local, regional and national organizations focused on the hospitality industry
and event planning functions. Two important ones are Meeting Professionals
International (http://www.mpiweb.org), Professional Convention
Management Association (www.pcma.org). Research which of these
organizations best suits your needs and become involved. Consider securing your
certification if you do not already have it. Another way to stay in the know is
to participate in local organizations. These options not only provide the
opportunity to stay abreast of current practices but also present an
opportunity to build your social network within your particular work
environment.
Plus
plus charges
It is important to
have your budget prepared when considering an event. In addition to the usual
and customary expenses, be aware of all the hidden charges that could be added
to your bill. Oftentimes, additional fees are included in a supplier’s price.
Securing this information during your due diligence process will help in
providing an accurate budget. Additionally, when calculating taxes, most
suppliers who do charge additional service fees generally include taxes on this
amount.
Billing
One of the most
taxing tasks in event management is reviewing the post-event billing.
Completing this step in a timely manner is certainly one of the most important
success indicators. Every item purchased must be accounted for to insure
correct billing by providers.
Tax
exemptions
This is an area
sometimes overlooked as a cost savings opportunity. If an association holds a
meeting in a state other than its home state, there is a possibility that the
destination state may offer tax exemption benefits on certain services
purchased in that state. Every state is different and the astute event planner
working for or with a not for profit organization that holds a federal tax
exemption number should call the state tax office to determine if such an
exemption is acceptable in the visiting state. If this issue is addressed many
months in advance of the event, then the required certificates can be applied
for and secured in a timely manner. This saves the task of applying for a state
tax refund post event and keeps costs down.
