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Sometimes being an event planner is a bit like being a doctor. Once people find out what you do for a living they immediately say, "let me ask you something..." insert event question. While we are not diagnosing the general population's ailments, we are helping people of all sorts avoid mishaps and pitfalls BEFORE they occur one event at a time.

Here are some novice mistakes and pointers from a planner's perspective:

1. Always, always, always order more than you need if possible. This goes for food and beverage, chairs, linens, graphic design materials, etc. Keep it to inexpensive items-there's no need to hire an extra band! But, people spill, items get lost and things get damaged. Anything you can do to give yourself a little wiggle room will result in a better event.
2. Don't forget the spouses and significant others for social events! When creating your guest list remember to include spouses or guests of those people you are inviting. It's polite to allow guests to bring a date so they do not have to attend alone.
3. A second pair of eyes never hurts. Even the most seasoned editor misses things once in a while. Ask a colleague or friend to review a plan, strategy or printed piece before finalizing it and they may notice something you did not.
4. Think ahead. Keep a list of phone numbers handy. Map out a plan B and discuss worst case scenarios so you are prepared if and when things don't go as planned.
5. Be flexible. Try to be open minded with your vendors and they will do the same in return. The result will be a team effort that shines through on event day.

Congratulations to the winners of the 32^nd Annual EMMY Awards.  Special D Events was proud to help coordinate your gala celebration this past Saturday at the Royal Oak Music Theatre.  Good people making great TV...

Get ready, Detroit.  The American Society of Association Executives (ASAE) recently announced plans to hold its 2015 annual meeting and exposition in Detroit.  "This Super Bowl of all conferences" will generate thousands of room nights and untold revenue for the city.  But, these aren't just any conventioneers - they represent the future for Metro Detroit's hospitality community.  Approximately 25% of the conference attendees typically return to the host city with their own conference.  Even ASAE members who do not attend the conference often view the association's choice of city as a stamp of approval.  Thank you to the Michigan Chapter (MSAE) for all your support.

I have been producing events professionally since 1970, and I have learned a lot in that time, but there is one thing I still do not understand:  Why do so many companies that have no professional, internal event staff or conference bureau prefer to have major company conferences and celebrations handled in-house?

I am not a CEO or CFO at one of these companies, but if I was, I would certainly challenge the managers who make such decisions.  Why?

Number one, because internal administrative people, particularly those with a lot of seniority, cost more per hour in salary and benefits than typical agency CMPs (Certified Meeting Planners).

But even if cost per hour were comparable (and, believe me, it's not), it still makes more sense to go outside for another very important reason:  an experienced meeting planner who does meetings every day can get the job done in fewer hours than even a very competent admin who plans events only occasionally.

Not only that, a full time meeting planner will have a solid network of supplier and venue contacts and plenty of  negotiation experience.  An admin who only occasionally plans meetings will not.  To put it another way, who is more likely to negotiate a favorable hotel contract for you, a CMP or the Manufacturing VP's staff supervisor?

And let's not forget about quality!  CMPs create events that measure up to professional industry standards.  Does a Marketing or HR administrative assistant who must deal with the complexities of marketing and HR every day have time to think about what the proper ratio of people to square footage of floor space for a reception might be?  Or what size rear projection screen to order for an audience of 500 seated chevron style in a convention hall?  Maybe some do, but more likely, most don't.

Yes, if I were a CEO or CFO at a company holding a significant sized meeting produced internally, I would definitely ask my managers why they decided to do it themselves.  I would ask:   "Who was doing Sarah's or Sam's regular job while they planned the conference?"

Some might argue that many meetings, particularly internal employee and management gatherings, deal with confidential information, or that "our company has unique personnel, culture, policies, and values that an outside agency just can't handle."

To the first objection, I offer two words:  "Confidentiality Agreement."  To the second, I say:  "Are you kidding?"  CMPs are pros.  They can and do work with any number of unique organizations very successfully every day. 

But if you are still not certain, Mr. CEO, that an agency is up to the challenge of serving your very special people, pick a good agency, break it in over a year or so, train it, and then, after you sign it to a multi-year contract, you'll never have to worry again!

Like I say, I am not a CEO, and I dropped out of an MBA program after three days, but if I can see the cost/benefit advantage of hiring top flight agency professionals to do the essential job of meeting planning, why can't a guy who graduated from a Stanford, Harvard, Michigan, Texas, or any number of other great business schools?

Is there something I'm missing here?  What do you think?  Please help me out.

Mike Galle
Executive Producer/Creative Director
Special D Events, Inc.

• Recite your company's elevator pitch in your sleep
• Have physically groveled for bubble wrap
• Reach for your badge scanner at cocktail parties
• Tried to tip the dog for bringing you a chew toy
• Have sold your soul for spare batteries or a light bulb
• Have kids who are suspicious of toys that don't have a corporate logo on them
• Eat "lunch" out of a booth candy bowl and dinner at Capital Grille

Attention exhibitors! Do you have any other examples to add??

In April 2009, when the AIG effect was in full force, Texas Roadhouse CEO G.J. Hart stood up to a CNBC reporter's scathing criticism and ridicule of his decision to proceed with the company's annual retreat in the midst of a recession.  A year later, the company is enjoying even stronger corporate performance.  Congratulations, G. J., and sign me up for a NY strip medium rare!  http://executiveoasis.wordpress.com/2010/04/14/real-business-case-for-incentive-travel/

With so many moving parts to an event, are you willing to pay more for peace of mind?

In today's current economy, event budgets are more important than ever.  Clients have a specific amount of money budgeted and it is crucial to the success of the event to come in, at or under this budget.  This being said, it seems that the vendor selection process would be easier than ever; the vendor with the lowest quote gets the business.  That may work well for the bottom line but what about your piece of mind?  Would you pay more to use an in-house provider at an out of state event?  What about using a repeat vendor, would you pay more for a vendor you have had success with in the past or try to save money with a new vendor? 

There isn't a right or wrong answer to this question, just something to think about.

Packing and shipping for an event. It's last minute. It's time consuming. And let's face it, it's frustrating. However, it's an important part of the planning process and if done well can make a world of difference at your event. Here are a few tips for packing (and shipping) for your next event:

• Do it early! There's no need to wait until shipping day to get it all done. Print, stuff and prepare the items you'll need onsite. Obviously, there will be things that need to be done at the last minute (attendee books, name badges, etc.) but pack up things like office supplies as soon as you can. This saves time.
• Pack Extra Supplies! It's better to have 25 extra name badges and ribbons than to be 25 short. Be over-prepared.
• Inventory Your Boxes! Tracking numbers are great, but you should know what each box contains. Tracking shows that Box 1, 2, and 4 arrived, but what happened to 3? It'll be hard to make a Plan B for the items in Box 3 if you're not sure what those items are.

I believe we meeting planners are generally a socially conscious bunch.  We would much prefer to recycle those 90,000 cans and bottles used during a 3-day conference.  We would love it if our client/boss said, “Hey, why don’t we forego a box lunch on that last day and donate the food to charity?”  But, frankly, that doesn’t happen often enough.  I believe that this recession can turn the tide.  For organizations that want/need to host that meeting or special event but are concerned about how their stakeholders will view the expense, now is the time to use the situation to improve your CSR.  Special D Events has written a white paper that demonstrates how meetings and events can:

• Improve a company’s Triple Bottom Line (TBL) – People, Planet and Profit
• Serve as a vehicle for showcasing a company’s efforts to be a responsible corporate citizen (generate positive publicity)
• Have a positive impact on the world, both from an environmental and a social perspective

From green meetings to volunteering to nonprofit partners, there are many AFFORDABLE ways meeting planners can encourage their bosses/clients to make a difference and minimize the AIG effect.  To receive a complimentary copy of “Meetings Mean Business”, click here.