Start & Run an Event-Planning Business. Mardi Foster-Walker

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      Shop around for the right courier company for your business. Compare rates and meet with a couple of them before deciding on which company’s services you will choose. A reliable courier service with friendly staff is important to any business.

      Company vehicle

      Obviously, running a special events business will require you to be on the road a fair amount of time. Although there is no requirement to invest in a costly vehicle, you should have ready access to a reliable, presentable vehicle. Leasing is often a desirable option for those who depend on their vehicle for work. Talk to your local auto dealers and investigate options if you need to consider upgrading. You should try to estimate the amount of driving you will do to reach your clients, depending on the types of special events you plan to focus on. Weigh considerations such as fuel costs and in-vehicle space. Any charges incurred while using your own vehicle for company business can be used as tax deductions. (See chapter 11 for more on record keeping and taxes.)

      Office Equipment and Setup

      Taking the time to set up your office properly at the start will save you valuable time down the road. Consider your needs and make sure that your work space displays good ergonomics, promoting safety and efficiency. (Ergonomics, or human engineering, is the field that studies the relationship between people and their working environment.) Go to your local library or search the internet for resource material on setting up an ergonomically friendly work space. You may have office surplus suppliers in your area (including government operations), which offer good quality equipment at very good prices. Basic office equipment should cost anywhere from $500 for second-hand furnishings. Spend the money on a good comfortable chair as you will spend much time at your desk on the phone. If you can afford them, “extras” such as potted plants, artwork, and a coffee machine can help to make your environment more comfortable.

      The basics you will need to set up your office consist of the following items:

      • Desk: A large L-shaped desk is a good choice, offering enough space for your phone, computer, and some handy reference materials along with plenty of writing space.

      • Chair: Purchase a good-quality office chair on casters with adjustable arms; your back will thank you for it.

      • Filing cabinet: You will use this for customer files and company documents. One should be enough when starting your business. Invest in a good second-hand filing cabinet.

      • Bookcase: You might also try shelving for storing large catalogues, stationery, etc.

      • Telephone: As previously discussed, you may want to purchase a telephone with multi-line capabilities so you do not have to invest in new equipment when the time comes to add extra telephone lines. The cost of a multi-line telephone starts at about $200.

      • Guest chairs: Also consider investing in a small meeting table with comfortable chairs.

      Electronic Equipment

      A computer with internet connectivity (cable or ADSL are your best bets), a printer, and a fax machine are essential tools for your business. Not only do they allow you to present a professional image, but they also enable you to communicate quickly and efficiently with your prospective clients. However, you can easily become overwhelmed trying to make your decisions when shopping for these items. The technology for electronic equipment is constantly changing.

      Ask around for referrals to reputable dealers who offer training, will make service calls, and offer a phone-in help line. Do extensive research before committing to a system, and make sure that it is the right one for you and your type of operation.

      Computer and printer

      With the right computer and software, you will be able to efficiently do your bookkeeping and accounting, invoicing, payables, receivables, payroll, and marketing. You will also be able to update your customer database and generate professional quotes and correspondence. Dedicated software also allows you to set up your own website to give your company an online presence. See chapter 8 for more information on setting up a company website.

      Prices for computer equipment can vary a great deal from one supplier to another. Purchasing this equipment can be a big investment, so keep in mind that prices change as quickly as technology. Do your homework, shop around, and compare prices. Choosing one supplier for all your equipment is the best way to ensure compatibility among components — and the best bet for receiving a discount. Most reputable sources will match the price of other dealers. You may also want to consider leasing computer equipment and paying for it over time.

      Software for the events business

      Once you have decided on your computer, your next big purchase to launch a special events business is dedicated software. Most personal computers these days come with the same standard software that businesses require to run their day-to-day operations. For the small business, of course, there are plenty of choices out there. The PC, which works with the Windows operating system, is commonplace among both business and home users. An alternative is to purchase a Macintosh computer running the Mac OS X operating system, which is pc compatible. This means that Mac users can easily open pc files on their computers and run many of the same programs, such as Microsoft Office, in a Mac version.

      Microsoft Office is a great software product to keep your small business running efficiently and profitably. Often Microsoft Office will come already loaded on your new PC, although you should clarify whether it is a trial version that you will have to pay for separately later on. Most small businesses will find that this software is all they need to get started. With it, you can choose from an array of templates for letters and faxes; create a database for storing client information; develop professional-quality computer-generated slide presentations; and set up spreadsheets for managing budgets.

      If you are unfamiliar with these products, speak to someone who works with these software packages and operating systems and ask to see the software in action. Have a list of questions ready that relate to what you want your software to accomplish. You will also want to ask about ways in which to protect your computer (and your client’s computers!) from viruses that spread over the internet. Ask for recommendations on anti-virus software and firewall packages. (Norton AntiVirus, a Symantec product, is among the most popular.) Also ask about ways to install critical patches that prevent holes in your operating system from leaving you vulnerable to internet hackers.

      There is also plenty of software specific to the special events/meeting planning industry. Good event software may cost about $350 and up, but in the long run it will save you valuable time and money. Let your software do some of the work for you by assisting you in the planning and organizing of your next event. Software is available for virtually all aspects of event planning, including speaker management, banquet seating, budgeting, scheduling, registration, surveys, fund-raising, and auctions.

      Before you make a decision to purchase event software, you must be clear on the type of events or services for which your company will provide services. For example, you would not want to waste money on a meeting-room planner software if your company’s specialty is golf tournaments. Always do a lot of research before purchasing specialized software. Ask to see a demo, and ask for a list of clients you can call before purchasing the software. Check out the competition. Question why one software is more expensive than another. Ask about training and whether there is a 24-hour customer service/help line.

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