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

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СКАЧАТЬ software may be overwhelming when you are just launching your business. If you find it so, just stick with a solid bundle, such as Microsoft Office, and build a wish list over a few months. A bit of on-the-ground experience will allow you to make a decision about what is important for you and your business to run effectively and efficiently.

      Corbin Ball is a name to remember when it comes to special events software and technology. His website, <www.corbinball.com> provides comprehensive and up-to-date information on meeting planning and events technology online. Quite simply, you cannot find a better “one-stop” resource for information on event planning software. You can also find the link to “The Ultimate Technology Guide for Meeting Professionals” on the website, or just visit <www.mpiweb.org>. There you can download the complimentary guide of more than 1,200 event/meeting industry-related software packages, from site selection to post-event analysis. These software solutions automate respective jobs, provide data analysis, increase accuracy, and streamline nearly every function of the business. The job directory is even classified into numerous categories; each listing includes pricing, contact information, web addresses, company history, and technical details.

      Facsimile machine

      Fax machines offer an efficient and economical way to communicate with clients, suppliers, and business associates. The fax machine allows you to send and receive documents for signing, such as registration forms, quotes, and contracts. It is less expensive than an elaborate telephone system, eliminates time spent on the telephone (which can tie up your line), and eliminates any verbal misunderstandings. Your fax machine can also serve as a photocopier in some cases, saving you the cost of buying a photocopier or paying a copying service.

      If you have a computer with a modem, you can purchase software that will enable you to use your computer as a fax machine. If you decide on the fax-modem option, remember that while you can receive any kind of fax, you can only send information that is already on your computer. If you want to fax a brochure to a client, you will have to scan it into your computer before you can fax it using a fax-modem.

      Digital camera and scanner

      For today’s special events business, a digital camera is an essential tool of the trade. Prices have dropped dramatically over the years, so it is wise to invest in a reliable, good-quality version for documenting your events and creating an e-mail portfolio or images to use on your website. Scanners can be equally useful in the business for promoting your business and communicating to clients. You will probably want to scan in photos, newspaper stories, and resource information from books and magazines.

      Other equipment

      For the special events company, there is no real need to invest in a photocopy machine. Many copying needs can be done either at your local copy shop or a custom printing shop. As mentioned, some fax machines are able to photocopy, and there are growing numbers of inexpensive, 24-hour photocopying outlets.

      Office Supplies

      In the special events business, you need very little in the way of office supplies to get you started. It is easy to get carried away by the many options available in paper stock, print quality, and general office supplies. This section covers the basics of what you need without spending more than you should.

      Custom printing

      Although software programs make it possible to print letterhead and other stationery using your own computer, utilizing the services of a custom printer will ensure that you have professional-quality business stationery. Get a few quotes from reputable printers in your area to find a good supplier. Ask to see samples and find out what savings you can achieve by using certain types of paper stock (matte versus glossy) and by limiting colors. More information on establishing a “visual identity” through the use of logos, etc., on your business stationery is included in chapter 8.

      General office supplies

      Before you launch your business, go to your local stationery store and stock up on general office supplies. You may be able to find better prices for these supplies at a big-box store, and some also offer free delivery. The last thing you will want to be doing once you are in business is using valuable work time to purchase the little things for your office. Here is a list of the office supplies you will need to get going:

      • Pens and pencils

      • Markers

      • Post-it notes

      • Writing pads

      • Computer and fax machine supplies: paper, print cartridges, etc.

      • Plain and mailing envelopes

      • File folders

      • Binders

      • Tape

      • Scissors

      • Stapler and staples

      • Three-hole punch

      • Paper clips

      • Wall and or desk calendar

      • Appointment book

      4

      Financial Planning and Management

      Careful financial planning is crucial when establishing a new business venture, not only in the start-up stage as discussed in chapter 3, but continually once your business is established. Planning or forecasting your revenues and expenses may seem like an impossible challenge for the new business owner because there is no financial history to base your forecast on, but it can and must be done. You need to have two simple issues in mind as you start your new venture: what the costs are and what revenues you can expect from your business. This chapter discusses some reasons for forecasting sales and expenses for your new venture.

      Financing Your Venture

      Most business funding comes from a combination of personal savings, family and friends, financial institutions, business partners, and private investors. Before you think about borrowing money, keep in mind the risks involved. As a small-business owner, you should always feel a little bit uneasy about debt and work hard to keep it under control. If it is necessary to borrow money, borrow only what you need and only when you need it. Following are several options for financing your business venture.

      Personal savings

      The ideal situation for starting a new business is financing it yourself. If you have the personal resources to run your business until it returns a profit, you will have no lenders to answer to, no bank interest to pay, and no financial responsibilities other than to yourself and your company. There is no better or less stressful way to start a new enterprise than debt free.

      If the financial demands of your new business are small, you might want to consider waiting until you have the savings to independently finance your venture. If you are starting a larger venture СКАЧАТЬ