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

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      As mentioned earlier, you need very little equipment to start up a special events business, but you do need some basic office equipment and services in place. This chapter discusses how to establish the basics for your business and provides options to consider so you can control your expenses. With a thorough review and comparison of the costs of the main overhead areas, you should require only a small capital investment and keep your overhead and risk to a minimum.

      Business Resources

      This section reviews the basic resources you’ll need to run your business, and addresses some issues you’ll need to consider before making your decisions on which resources you’ll require.

      Mailbox and copy services

      If your office space is in your home, or if the space you lease or rent doesn’t have an office image, rent a post office box from a private mailbox rental outlet that offers a street address and suite number. This will allow you to have a suite number on your address and will present a more professional image. Most communities and neighborhoods have private postal outlets, and you will find them convenient for a number of reasons. These outlets offer some or all of the following services:

      • 24-hour mailbox service with street address and suite number

      • Mail receiving/forwarding

      • Stamps and metered mail

      • Packing, shipping, and supplies

      • All forms of shipping — overnight, second day air, ground

      • Fax service

      • Secretarial services

      • Photocopies

      • Money transfers

      • Money orders

      • Telephone messaging/voice mail

      • Business cards and stationery

      • Office/shipping supplies

      Having this type of business close by can be very advantageous, especially in the start-up phase of your company. Look in the Yellow Pages under Mail Boxes, Postal Box Rentals, or Postal Services to find an appropriate facility in your area.

      Business telephone line and fax line

      A business telephone line is more expensive than a regular personal line, but it is necessary if you want to be listed in the Yellow Pages and in the white pages under your company name. When you subscribe, be prepared to show your business license and/or incorporation documents. Depending on your credit rating, you may also be required to pay a refundable deposit.

      For a start-up special events business, a single telephone line and a designated fax line should be sufficient. It is a good idea to invest in a separate line and number for your fax machine. You don’t want your telephone line tied up by the fax machine. Also, there are many business fax machines that cannot connect to fax lines that are hooked up with a phone line or answering machine. We also recommend a separate line for a high-speed internet connection, since so much of business today is conducted online and by e-mail. As your business grows, you may want to invest in a multi-line phone system, which allows you to have two or more calls coming in or going out simultaneously. The hookup fees and monthly charges for this type of service are expensive; you should wait to see if the volume of business calls you receive warrants the costs. However, if you are purchasing new phones for your business, it might be wise to purchase multi-line phones ahead of the service, as the cost of these phones isn’t much greater than that for single-line phones.

      Telephone and wireless communication options

      The options for staying connected with your clients are growing by the day, but for now you will still want to invest in the basics: a telephone system. When you choose your telephone system, remember it is an essential piece of business equipment. You need to think about the impression your telephone service gives to your clients and how effectively you receive their incoming messages.

      The telephone business is highly competitive, and there are many options to choose from. Explore them all, then choose those that suit both your budget and your business needs. Most phone companies offer calling features bundled together to give businesses plenty of options at competitive prices. Features to consider include call forwarding, call waiting, call display, and voice mail. Other considerations include long-distance calling and toll-free fax and phone service. Talk to or arrange a meeting with phone company sales representatives in your area. You will be able to choose from the many options available to small businesses today, which include the following.

      Hands-free/speakerphone

      The option of a speakerphone is great if you plan to have frequent meetings over the phone. It also allows you to do other work while on hold.

      Cellular or mobile phone

      Although airtime can be expensive, a mobile phone is an essential tool in running a special events business. This is a business where you will be on the go quite a bit, and being able to forward your business number to your cell phone can be very convenient if you are waiting for an important call. A mobile phone also makes it possible for clients to reach you on site at an event. Today’s mobile packages have expanded to offer MP3 players, the ability to send pictures, and text messaging.

      Hand-held wireless device or PDA

      Hand-held wireless or mobile devices are quickly becoming the must-haves of those on the go, which includes people in the special events business. These devices range from the pda, or personal digital assistant, to “smart phones” to wireless hand-held devices such as the Blackberry. The advantages to these devices are many, as they allow you to access a wide variety of business needs on the go, such as e-mail, phone services, an organizer, and calendar software. Depending on the provider and the device, many of the features can be integrated with your home office computer, such as entering tasks and accessing your calendar and contact lists. Currently, the technology that supports these options can be expensive. (Blackberry charges for e-mail volume.) As they gain popularity, access will become more affordable.

      Voice over internet protocol

      Another technological advance worth investigating is the voice over internet protocol, or voip: the ability to make telephone calls over the internet. In the business and traditional phone company world, this technology is still in its infancy. Although voip promises consumers a daring future that includes free local and long-distance calling, it is wise to proceed cautiously. Depending on the service provider, you may need to purchase an internet protocol (IP) phone or a special adapter to use your conventional telephone. Other special adapters allow you to transport your local number to anywhere with broadband internet access. This adapter is just a box that you bring with you when you travel. Just plug into the internet connection, plug in the phone, and voilà: free local calling.

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