Top 5 Essentials for Long Flights

For my road warriors; this one is for you! 

As an event planner I am constantly traveling across the United States and the globe as a matter of thought and for those long flights (LA, Hawaii, Canada, Madrid) there are just some things that you will need to have in your arsenal to make your flight comfortable and enjoyable.

Surviving long hours of travel requires a few aides.  Like the ones listed below.  (Alcohol & Valium not listed – nor recommended, if you can avoid them!)

1. Noise-canceling headphones drown out crying babies & loud passengers.  These also can be charged via USB, have tangle-resistant cords, and come with their own carrying case.
2. A luxurious travel blanket that gives your economy seat a touch of first class.  Tip – do not use the airline-provided blankets unless it comes packaged in plastic. They are the germ magnets and will put a dent in your trip very quickly.
3. Kindle - perfect when the movie selections are less than stellar. 
4. A portable charger; my personal preference is the Energizer® XP4000; It was my lifesaver in Madrid. To be honest, it should be a permanent fixture in every work bag and purse.
5. Snacks; airplane food is well blah, bringing snacks are essential especially if your have food allergies or need to eat a specified times.  Tip – Eat a hearty meal either before you get to the airport or after; and purchase a bottle of water after you clear the security check point.  No caffeine or alcohol while traveling.  In-flight hangovers are drastically worse than those on the ground.

So what item must YOU take with you on a long flight? Share below.

Meeting Planners Tip Sheet: Hiring & Paying Professional Speakers

Here’s the final in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.
 

Sometimes hiring and securing a professional speaker can feel like navigating a maze.

New jargon, terms, conditions and clauses can be confusing, especially if you only secure speakers once or twice a year.


Dealing with a speaker’s bureau or agent can feel daunting. Few meeting professionals know that it is perfectly acceptable to negotiate.

Here is a tip sheet to help you with understanding the basics of speaker fees.

Free Speaking For Exposure To The Audience

Many organizations pitch to the speaker bureau or speaker “Our audience is perfect for you as they hire many professional speakers. Most of the speakers that have spoken at our conference get spin-off business from our attendees.”

Do the professional speakers at your event really get paid spin-off business?  Do you have documentation to share with the potential speaker to prove it?

Some organizations feel that because their event is a cause, the speaker would surely want to donate their time and services. The pitch in this case is emotional, trying to move the heartstrings of the potential speaker or entertainer.

It’s time for organizations to stop trying to secure free professional speakers and start budgeting for good audience experiences. 

The Speaker’s Investment in Time, Knowledge And Experience

Here is a general rule of thumb when considering how many hours it takes a speaker to prepare a presentation. For new presentations: every one hour of presentation requires a minimum of eight hours of preparation. For topics presented before, one hour of presentation requires three hours of preparation. Webinars typically require double the amount of preparation as speakers will double the number of visuals they will use.  

So how much should you pay speakers? How much should you budget to cover speaker fees?

 

1. Industry Speakers With Free Registration.

Identify the hard costs per person to attend your event. Calculate that amount per industry speaker that receives free registration and include it in your budget. Consider travel, lodging and expenses too.

2. Industry Speakers Known As Experts & Average Presenters

Industry insiders that are considered experts and have presentations that are rough around the edges receive from $250 to $1,000 per day. This is appropriate for people with solid content and average presentation skills. Some organizations offer a stipend to offset expenses including travel and lodging.

 

3. Industry Speakers Known As Experts & Great Presenters

These industry people are known as specialists and experts, who have strong messages, a well-known name in the community, excellent and fresh content, and fantastic presentation skills. They typically receive from $1,000 to $4,000 a day.

4. Rising Professional Speakers

These people make a living as facilitators, presenters and trainers. They have enough demand that they can charge a higher fee. They usually represent the best new and veteran professional speakers in their field. They often receive from $4,000 to $10,000 a day.

5. Specialty Professional Speakers on the Verge of Marquee Status

These professional speakers have a specialty niche area or some type of new fame. They may have published several books. These speakers often receive from $10,000-$25,000 a day.

 

6. Marquee Names

These people are considered superstars. They are household names with some type of fame. They are not typically known for their speaking ability. Actually some of them have poor to average presentation skills but their celebrity status eclipses their inability to present. On the other hand, some of them are fantastic presenters. These speakers (examples include athletes, ex-presidents, Bill Gates, Anthony Robbins, Barbara Walters, etc.) receive from $25,000 to $300,000 to present.

Maintaining Good Vendor Relationships

Maintaining a good relationship with your vendors is crucial to your business. Some ways to maintain good vendor relationships are described below:

Explain your business goals

It’s critical at the start of any vendor relationship to communicate your goals, business vision, and your expectations. When a vendor understands how important customer service is to you, for example, they will be encouraged to work harder in that area. Knowing your goals will help them make the best decisions in your favor.

Assign a dedicated manager

Select a team leader or project manager to keep track of each vendor. This manager should check in with frequent phone calls and site visits to solicit feedback from the vendor. Remember: phone calls are more personal than e-mails, while site visits will go even further to bolster your confidence in the vendor and let them know that they are an important part of the team. This person should respond to any vendor questions and concerns promptly and make sure to keep the lines of communication flowing.

Request progress reports
Schedule periodic and detailed progress reports from the vendor. These reports will give you a clear insight into how the business is growing, bring to light any glitches or problems early on, and allow you to resolve any issues before they become big problems.

Plan in advance

It’s important to respect your vendors’ time and resources. Delays on your end or last minute alterations can affect their profit margins and strain the relationship. Similarly, pay on time and if you can’t, explain to the vendor why, reschedule the payment, and don’t flake out again.

Train vendors to meet your needs

Don’t assume that vendors know your company’s unique needs. Determine if training might be necessary. The additional expense will be worth it.

Be reasonable
Low balling your quotes and expecting something for nothing is a bad way to maintain a good vendor relationship.

Show loyalty
When you’re loyal to your vendor by consistently giving them business and sticking with them through mistakes, misunderstandings or miscommunications, they may return the favor by offering discounts and incentives. If you are considering alternative vendors, under no circumstances should you let your current vendor know that. It may seem like a good way to negotiate for lower prices, but you risk your vendor feeling slighted.

Show some goodwill
Don’t get into the habit of asking for outrageous requests or favors from your vendors. But when you do occasionally, show some good will by offering some easier jobs, throwing them more business, giving them referrals, and understanding that they may not always be able to accommodate immediate or unexpected requests.

Be chummy

Don’t be afraid to be friendly with your vendors. Try not to make every communication with them a serious one. The more you get to know their team and the more they think of you as a friend, the more good will they’ll be willing to show you when you need it.

Put It Down In Writing

Put down everything in writing- responsibilities, expected sales volume, payment, mode of payment etc. Anything you think may cause misunderstanding and strained vendor relationships later must be put down in writing beforehand.

Vendors represent your business to customers in various regions. Therefore, it is important that you maintain a good relationship with them. More than that, a good vendor relationship will see you through in a bad situation. The goodwill the vendor has for you will translate to business growth, as the vendor will work hard to attain your business goals.

Establishing Good Vendor Relations

Having a solid relationship with your vendors can make you more efficient as an event planner. Imagine not having to take the time to choose floral arrangements because your floral designer is always spot on in her creations. Picture a relationship with your caterer in which you can choose a menu without scheduling a tasting because his cuisine is always magnificent. Developing your vendor relations will save you stress and time, both of which you can save for planning more events.

The Vendor Cast of Characters

Your vendor list will vary depending on your field of event planning that you specialize in. When shopping for a vendor, ask your colleagues and other event planners for their recommendations. You can also ask the company for referrals from other clients in the industry. Be sure to fully vet and qualify your prospective vendor before you decide to hire them. As with event planners, vendors rely heavily on their reputations to be successful. The following vendors are staples to have within you arsenal when you begin your career and as you continue in your career.

• Caterer
• Florist (Floral Designer)
• Baker (Specialty & Custom Designs)
• Purveyors (companies selling produce, seafood, meat products, and beverages)
• Wine and beer companies
• Liquor distributors
• Labor companies (electricians, general contractors, carpenters, and painters)
• Photographers
• Videographer
• Graphic & Web Designer
• Specialty stationery designer and/or printing company

 Creating Goodwill among Your Vendors

Your goal is to develop a healthy and profitable relationship with a vendor; you have to make a conscious effort to show your appreciation. Below are some suggestions that you can use to create goodwill and cultivate your vendor relationships.

• Offer a beverage to your delivery people. Keep coffee, sodas, and bottled water on hand for company drivers. They do not always get to stop and grab something; they get thirsty to.
• Provide vendor meals. Remember your staff is not the only people working to set up an event;  but there are always several vendors who may be working to set up an event. This simple act encourages staff relationships and builds a sense of community.
• Have a volunteer day. Choose a charity and get your company, vendors, and staff involved.
• Invite vendors to events. When it is appropriate, put your vendors on the guest list of an event your company is hosting.
• Offer your services. If your wine representative is planning his wife's 50th birthday party, offer to plan it at no charge.
• Extend an invitation to company parties. Holiday staff parties are a great way to integrate vendors into your company.
• Don't forget the special touches. Event planners often receive perks such as concert tickets from clients, so remember your vendors if you cannot use the tickets yourself.

Vendors represent your business to customers in various regions nationally and internationally. Therefore, it is important and critical that you maintain a good relationship with them. More than that, a good vendor relationship will see you through in a bad situation. The goodwill the vendor has for you will translate to business growth, as the vendor will work hard to attain your business goals.