Special Events Professionals that Offer Everything You Need - Including Peace of Mind

With so many people and companies offering to design and manage special events, it's important to find someone you can trust. Our recommendation? Hire an ISES member.

There are several reasons you should hire an ISES member:

• Expertise - ISES members are constantly learning about new trends, new ideas, and new technologies. This happens both at the chapter level through monthly chapter meetings, and at the international level through education, ISES publications, industry research, and more. The special events industry is dynamic, growing and improving - and so are our members. That means your special event will be cutting-edge, but also safe and efficient.
• Ethics - All members of ISES subscribe, in writing, to the ISES Principles of Professional Conduct and Ethics. This gives you peace of mind that you can trust the integrity of the professional designing and managing your special event.
• There is also a third reason why you should hire an ISES member: It's Easy. Our online "Finder Service" lets you specify the type of service and/or location you need, and it returns with a list of ISES members that meet your requirements. Try the ISES Finder Service now - it's free.

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

This information was reprinted from our HQ site - www.ises.com.