Through the years, I've been asked on many occasions why companies hire event management services. The questions always come from people who have never planned a large event. It all seems rather simple...that is until you do it!!! The following are some of the most common questions that I get asked.

1. How do you know if you need to hire an event management company?

Our answer generally surprises people...it depends on your situation and what type of a meeting you're having. For many of our clients, it is a matter of time, convenience and resources. Our customers include Fortune 500 companies, a wide variety of international companies and startups. Each situation is different. Our clients range from companies with large in-house staffs to small companies that don.t even know where to begin. Our role is to listen to what you are trying to achieve and let you know how we can help. Then you can decide the best way to move forward based on your resources and time commitments.

2. What types of services do event management companies provide?

The types of services provided obviously vary by company. Milestone Events is a full service event management company so we can provide a wide gamut of services. We.ve been in this business for over 20 years and have learned that it is best to take a boutique approach to the business. We know that many of our clients have their own event management staffs. We can handle every detail of an event or program from the beginning concept through final implementation or we can focus on pieces such as site selection.

The following is a list of services we provide:

Pre-event

Concept & Program Development
Theme Creation & Graphic Design
Site Feasibility Study
Site Selection and Contract Negotiations
Airfare Analysis
Budget Creation & Management
Web Registration
Marketing Campaigns
Speech Writing and Coaching
Promotional Items

On-site Support & Logistics

Food & Catering Management
Satellite Check-in
Transportation
Speaker Coordination
Audio Visual
Set Design & Staging
Product Displays
Entertainment
Leisure Activities
Team Building Activities
Golf Tournaments

3. Do you ever just work as a consultant for an event or function?

Milestone Events can do whatever the client wants. Out of all the arrangements we have done, being just a meeting consultant is the most challenging. In this case, all we are providing is guidance, information and opinions. The company hiring us has all the responsibility. It is very important that everyone have a clear understanding of roles and responsibilities.

4. How do event companies help plan or organize the meeting?

When you start the dialogue with an experienced meeting planner, they are going to ask you a series of questions to help define the event and to make sure that both sides have the same understanding about what you are trying to achieve. In the early stages of the conversations, a good meeting planner will ask general questions and then just listen to what you have to say. The meeting planner needs to gain a complete understanding of "who, what, when, where, why and how." From those conversations, the scope, direction and strategy for the event will be defined. Some of the questions are:

Concept & Program Development

• What is the purpose of the meeting and/or event
• Who is the audience - internal employees or customers
• What is the tone of meeting and/or event - disseminating information which would be more serious or is it employee or client recognition which would be fun
• What are your budget guidelines
• When will the event take place
• Is it a single meeting or a series of meetings

Logistics

• What are the demographics of your group
• What type of climate will appeal to them
• What type of activities will they enjoy
• What type of property will best address their needs - all inclusive or which level of hotel
• What type of facilities will you need at the location
• How many sleeping rooms
• Will you be having product displays
• What are your budget guidelines

I hope these questions helped you gain a better understanding about event management companies. If you are an experienced meeting planner, the decision to hire a meeting planner is a matter of time, convenience and resources. If you are new to the business, meeting planners can save you from lots of frustration and sleepless nights. One of my clients learned firsthand the benefits of a meeting planner when they didn't order enough food and the president of the company met them at the door and said "I'm hungry and there is no more food - it was gone in 20 minutes!"