Meet In Madrid ~ Take your meetings to the next level!

Located in the middle of Spain, beautiful Madrid is the capital and largest city in the country. The city's geographic location denotes its central role in Spanish politics, economy and culture, as it serves as the residence of the Spanish monarch, the richest region in Spain, and the home to many of the country's – and Europe's – top museums and attractions. With over seven million residents in the metropolitan area, it is also the 3rd largest city by population in the European Union, after London and Berlin.

In Madrid, the present and future are built on the past. During Spain's Golden Age, Madrid's culture and arts flourished. This period in history introduced the city's breathtaking Baroque and neo-Classical architecture, inspiring Madrid's many artistic geniuses such as Picasso and Miró, as well as its literary heroes such as Cervantes and the "Father of Spanish Playwrights" Lope de Vega. Madrid also served as the home and inspiration to great American writer Ernest Hemingway.

Not only is Madrid an ideal city for pleasure and leisure travel, it's also a world-class meeting destination. It comes as no surprise that the city hosts more than 4,000 conventions and meetings each year and attracts over 700,000 business visitors annually. After all, it boasts nearly 80,000 hotel rooms, more than five convention centers and expo facilities, and a never-ending list of cultural attractions. Plus, Madrid is home to the offices of 90 percent of the major companies operating in Spain, making it the obvious choice for showcasing products and services.

Also benefiting event organizers and business travelers in Madrid is the easily-accessible Madrid-Barajas Airport. Located just 12 kilometers northwest of central Madrid, it was voted Best Airport in the 2008 Condé Nast Traveler Reader Awards, thanks in part to its recently expanded terminal space and top-notch customer amenities. Madrid-Barajas offers service to hundreds of domestic, European and international destinations and handles the majority of Spain's transatlantic flights.

Upon arrival, guests need not travel far to find some of Madrid's largest and most impressive event facilities. Just five minutes from the airport, the sleek, avant-garde Municipal Convention Centre offers 30,000 square meters of space for conventions, tradeshows, presentations and more. Meanwhile, in the heart of Madrid's Casa de Campo Park, El Recinto Ferial spans over 70,000 square meters of indoor and outdoor meeting space. Additionally, the Palacio de Congresos de Madrid welcomes up to 2,000 guests from a convenient location that's within walking distance of over 10,000 hotel rooms.

Always on the cutting edge, the city of Madrid has plans to expand its inventory of convention facilities with the opening of the International Convention Centre in 2011. Located in the new financial and business area, it will be the largest meeting venue in the country at over 70,000 square meters. Fitting of such a ground-breaking facility, the International Convention Centre will be housed in a massive semicircle-shaped building, symbolizing that the sun never sets in Madrid.

Aside from its large-scale convention facilities, Madrid offers a wide range of unique meeting venues perfect for more intimate events and gatherings. The iconic Reina Sofia Museum is not only home a modern collection of such masterpieces as Picasso'sGuernica, but is also a fantastic venue for private events. With its 600-square-meter screen and room for up to 450 people, IMAX Madrid lends itself well to powerful presentations and seminars. Or, give guests a true taste of the city by treating them to dinner and a show at Corral de la Morería, a widely-known flamenco venue that's also listed in the New York Times bestseller 1,000 Places to See Before You Die.

One of Europe's largest financial centers, Madrid is a major center for international business and finance. The city has also recently experienced major growth in the service sector, with the Madrid-Barajas Airport playing a key role in the economy. Madrid is also home to several public and private universities, including the Complutenese University of Madrid, one of the oldest universities in the world, and the Autonomous University of Madrid, one of the top-ranked public universities in Spain.

So when you need world class destination for your event, meeting or congress, Madrid is the place. For more information on Madrid and other available activities, please visit: http://www.spain.info

Juanita E. Gaynor (http://i-meet.com/jegaynor)

President & CEO

Ellegant Affairs by Juanita (http://www.ellegantaffairs.com)

i-Meet.com is the worldwide business community for people who plan meetings and events.  With over 108,000 members in 175 countries, i-Meet brings professional networking, online marketing, and social tools to create awareness and a voice for the industry.

I’ve Been There is a travel history and sharing application for planners and enthusiasts.

Tourist Office of Spain – Chicago - One of 33 worldwide offices of TURESPAÑA, Spain’s government tourism promotion authority based in Madrid, TOS in Chicago is the branch office in the USA responsible for marketing the business, incentive and meeting tourism product. TOS Chicago acts as a liaison between suppliers and DMC’s in Spain and the buyer/planner in the USA.

Shifts in the Meeting Industry ~ Are You Prepared!

In the ever evolving meeting world, you always have to stay abreast of the latest and greatest in order to give your clients the best options for memorable and cost effective events. During the recession, meeting planners had to cope with limited resources and demanding stakeholder expectations.

I will explore the shifts in the industry and how we as event and project managers can still to create memorable events for our clients and their stakeholders!

So with that said the question of the day is: What are the shifts in the meeting industry?

Planners and project managers are facing tighter budgets, having to navigate the social media world and become more savvy and efficient in social media, and overall a tougher job for the planner as a whole in getting stakeholder buy in. Here are three items that will be critical to the industry as a whole.

Budgets

Even though there has been some substantial growth in some sectors, budgets will continue to stay tight in 2013, due to these restrictions planners will have to become more knowledgeable and efficient in Strategic Meetings Management Program (SMMP) development and implementation, having procurement department engagement in the meeting planning process (this can be a good overall; as we educate these departments the relationships can be less volatile and more proactive and productive.), shorter lead times, continued emphasis on cutting costs, possibly more local/regional meetings, unique venues.

Social Media Development

Social Media is here to stay, so it’s best to get onboard and provide your client which the best, not just promote their events/meetings, but also to engage participants before, during, and after an event.

Hotel & Airfare

Hotel and air rates are rising and they do not look like the y are slowing up, and we can expect both to find new and creative things to charge a fee for. Planners will have to work harder than ever to provide compelling reasons to pay increasing costs to attend. Hopefully leading to cutting edge and unique meetings and events that will compel the stakeholder to invest in the event and continue to attend for years to come.


This is the time to show; what we are made of! We have the skill, drive and the resources to do what we do best; PLAN! Remember no one ever plans to fail, but the fail to plan. You want to network and gain knowledge in the areas you may be struggling in then, AIBTM Chicago being held June 11-13 is for you to connect with many of the DMC’s and international suppliers to take you meetings and events to the next level. Visit their Website at www.aibtm.com for more details.


For additional tips and trends on creating impactful and profitable events, please connect with Ellegant Affairs by Juanita online on twitter @EllegantAffairs, LinkedIn, Facebook, and of course on I-Meet.

Blog post sponsored in part by:

*AIBTM Chicago - June 11-13, 2013*

Join i-Meet at AIBTM as a Hosted Buyer in Chicago (June 11-13). Start your application today: http://www.i-meet.info/aibtm

One Stop Shop

Innovative Services in the Meetings Industry

It’s time for meeting planners to recognize that we as an industry have the power to unify to truly create an optimistic future. We touch every industry across the planet from associations to corporations and beyond, all organized groups build community through meetings and events. Now we must be the change we want to see, because if we do not create it and become it, who will?

With that being said let’s discuss what innovation is and how it can be harnessed to create effective and memorable meetings. Innovation is the development of new values through solutions that meet new requirements, inarticulate needs, or old customer and market needs in value adding new ways. This is accomplished through more effective products, processes, services, technologies, or ideas that are readily available to markets, governments, and society.

Long gone are the days where you have to several vendors for different aspects of your event. You now can go to one company to handle everything from your initial site visit to the breakdown of your event.

Freeman Company (http://www.freemanco.com), an Alliance Partner of AIBTM has been a leader in face-to-face marketing since 1927, they offer a full range of face-to-face marketing solutions from sound strategy to compelling creative ideas and, of course, constant innovation. Also, they can effectively and delicately take care of all of the details from exhibit design, rental and transportation, to audio visual and electrical services for your event, worldwide.

How is this innovative? It saves time, money and allows you to think more outside of the box, one contract, and one point of contact. It keeps consistency to your event and it gives your attendees a top notch experience that can be second to none.

What to see and experience the latest products and solutions that can take your event to the next level and beyond? Then AIBTM Chicago June 11-13 is for you. Visit their Website at www.aibtm.com for more details.

Join me next month as we discuss International Travel!

For additional tips and trends on creating impactful and profitable events, please connect with Ellegant Affairs by Juanita online on twitter @EllegantAffairs,  LinkedIn, Facebook, and of course on I-Meet.

Blog post sponsored in part by:

*AIBTM Chicago - June 11-13, 2013*

Join i-Meet at AIBTM as a Hosted Buyer in Chicago (June 11-13). Start your application today: http://www.i-meet.info/aibtm

What do “Smart Meetings” mean to you?

In the ever evolving meeting world, you always have to stay abreast of the latest and greatest in order to give your clients the best options for memorable and cost effective events. Over the next few months, I will explore these changes and how we as event and project managers use these tools to create memorable events!

So with that said the question of the day is: What do “smart meetings” mean to you? At first thought you might think of Going Green, being energy efficient, social media savvy and have the latest technology of apps for your event. Those things are great and when combined properly they can create a memorable event indeed. However, the definition is something that is a little different.

So what should a “Smart Meeting” mean to you? A Smart Meeting is a meeting streamlined for content retention; by stripping unnecessary information away and putting a laser focus on crucial elements that maximizes learning and engagement. By doing so you create engagement experiences and interactions that make an event more brain-friendly; and also allows for efficient follow-up to keep event messaging alive and actionable.

In order for you to create this type of learning environment and have a successful event you must be:

Specific - Your goal statement for your event should be a clear and specific statement of what you want to accomplish.

For Example ~ On the Americas Incentive, Business Travel & Meetings Exhibition (AIBTM), About Us Page , they are very clear who and what they do and they overall focus of their event. You don’t have to guess who they serve and how they intend to serve them; by doing so they continually have successful events that continually grow yearly because they are laser focused in their goals.

Measurable - There is an old saying that says "what gets measured gets done."

Achievable - This means that the goal should be achievable. It doesn't mean easy, just that you can have a reasonable expectation of achieving it.

Relevant - Good goals are relevant to your organization. Relevant goals are meaningful and significant; they can make a difference in your organization. If a goal is not relevant to the organization, then you need to ask yourself why you are even contemplating it.

Time-Bound - For goals that have a natural ending (like outcome goals), establishing a clear deadline for them adds an element of urgency and motivation.

Trackable - All goals should be trackable so you can see what the organization’s progress is, either in terms of results you are experiencing, or actions you are taking.

So whether you have a board meeting of tem people or a tradeshow with thousands, male sure that you attendees come away with more than just glitz and glam. Let them take away useful sharable knowledge that they are willing and able to pass on, to other staff members, colleagues and top management. Remember you event is your marketing platform, use it wisely.

Join me next month as we discuss Innovation in the Meetings Industry!

For additional tips and trends on creating impactful and profitable events, please connect with Ellegant Affairs by Juanita online on twitter @EllegantAffairs, LinkedIn, Facebook, and of course on I-Meet.

Blog post sponsored in part by:

*AIBTM Chicago - June 11-13, 2013* 

Join i-Meet at AIBTM as a Hosted Buyer in Chicago (June 11-13). Start your application today: http://www.i-meet.info/aibtm

Before You Hire A Planner

Before you sign a contract with an event planner or event management firm, there are some key questions that you need to ask, including: 

• What will you do for us? 
• How much will you charge? 
• What other events have you managed? 

But, don’t stop there. Before you entrust your organization’s event and brand identity to a professional event planner, you’ll want to do your homework. Ideally, the person or firm you choose will be highly qualified, easy to work with, and will always protect your organization’s bottom line and best interests.


Following are a few questions you should ask in order to get to the matters at hand.


1.     How long have you been in the corporate meeting and event business?

• Some companies will quote you the “total combined years of experience of their staff.” In event management, teamwork is everything, and you should know how long your prospective team has been in place. 

• Note the word “corporate.” If the planner or firm specializes in weddings vs. business events, that is important for you to know. 

2.     What professional certifications and/or professional education do you have?

• In the past decade, the visibility of the event management field has grown tremendously. Today there are university degree programs in event management and also well-respected certification programs in the industry. Asking about these will help you determine the planner’s true qualifications. 

3.     Who will be my key contact?

• You may love your account exec/salesperson, but oftentimes that person steps out of the loop once the project is sold. Ideally, clients should get to know their key contact prior to signing a contract. 

4.     What is your project management process?

• The objective with this question is to get a behind-the-scenes understanding for what happens once you sign that contract. You need to know who will handle each aspect of the planning and execution process, what systems are in place to establish and meet deadlines, and what checks and balances are used to make sure nothing falls through the cracks. 

5.     What procedures do you have in place to effectively manage my budget?

• Your event planner/firm should have your organization’s budget and bottom line in mind at all times. They should be able to clearly explain their negotiation strategy and budgeting process. 

6.     What insurance do you have in place?

• Event planners should maintain insurance that covers commercial liability, professional liability, automobile liability and workers’ compensation. 

7.     What is your on site crisis management planning process?

• If a crisis were to happen on site, all eyes will turn to your event team. Your event planner/firm should have a process in place to address emergencies from all angles, and they should be able to provide you with sample copies of those plans.

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.

Meeting Planners Tip Sheet: Steps To Successful Site Selection

Here’s the fourth 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.


While a journey is a road, not a destination, most meetings are about the destination not the road. Choosing the right destination is critical to a meetings’ success.

Effective event and meeting professionals focus on two key factors in the site selection process:
·   Foretelling an organization’s meeting and/or event requirements
·   Evaluating a potential site’s ability to meet those requirements

The needs of an event must be identified first and then aligned with sites that can properly accommodate them. Here are several steps to a successful site selection.

1.   Identify the meeting objectives

What is the purpose of the meeting or event? Is it to deliver education? To discuss business? To provide an exhibition of products and services? To network? Most meetings serve several purposes.

2.   Gather historical data.

Collect past records of this meeting including attendance, amount of meeting and exhibit space used, financials, food and beverage requirements, room block pick-up and schedules. A review and comparison of the past three years of history serves best. If it is a first-time meeting, assemble historical data from similar meetings you conduct. Customer surveys may serve you better than historical data.

3.   Establish the physical requirements

The meeting format and objectives will dictate most of the physical requirements.

4.   Date of meeting

What are the preferred dates for the meeting? Are those dates flexible? What is the preferred day pattern? What ethnic, federal, religious and state holidays should be avoided? What other conferences or meeting dates should be avoided? Are there any seasonal or peak times that should be avoided?

5.   Attendance

What is anticipated attendance? What internal or external factors could impact attendance?

6.   Sleeping Rooms

What is the total number of sleeping rooms needed? What is the typical arrival and departure pattern? What is the number of sleeping rooms for the peak night? Do you need double beds or any special accommodations like suites? How will reservations be made with the hotel(s)? What has been the average room rate? Are room rates commissioned to a group or third party? Are rebates or housing fees included in the rate?

7.   Meeting space

What is the total square footage of meeting space needed for your event? How many meeting rooms are required on a daily basis? How many are needed simultaneously on a daily basis? Are additional meeting rooms needed for breakout groups? How are the rooms traditionally set up? What are the AV requirements? Do you need a minimum ceiling height to accommodate AV? Do you need time for set-up or tear down? Does the meeting space need Internet access or Wi-Fi? Do the rooms need to be in close proximity to each other?

a.    Food and beverage events

·      How many food and beverage events are held? What types: breaks, breakfasts, lunch, dinner, receptions? What is the estimated attendance at each? What price range do you have for each food and beverage event?

b.    Exhibits

·      Will the meeting have a tradeshow? What is the square footage required for the exhibit hall? Do you need column free space? How close are the loading docks? What utilities do your exhibitors require? Are the facility’s workers union employees? How much time do you need for set-up or tear down?

c.    Registration and Offices

·      What is the square footage needed for registration? Is the designated area in a high-traffic space or away from the general public? Do you need nearby office space? Are adequate utilities available? What additional services such as local entertainment option, restaurant reservations, tours, etc., are needed in the registration area? Do you need this space early for set-up?

d.   Special needs

·      What special needs does the meeting have such as people with disabilities? Are there any potential language barriers? Does the facility have ample space for loading and unloading buses? 

8.  Select a destination city and facility type

Many organizations establish a rotational pattern for future meeting sites, moving from one region to another. Consider travel convenience and cost for the maximum number of potential attendees. Then investigate major airline availability, total number of seats, etc. Once a general area is identified, determine the type of facility: airport hotel, conference center, convention center, downtown, resort or suburban?

a.   Prepare a meeting request for proposal (RFP)

·      There are numerous options to release RFPs to CVBs, hotel chains and multiple sites. Hotels are most aggressive when they know that they are one of a handful of hotels being considered.

b.   Review and evaluate sites

·      Site inspections are invaluable to judge the appropriateness and condition of the property. For larger programs, CVB’s and hotels may be willing to pick up your air after confirmation. Online features allow for virtual site inspections as well.

c.     Select site

·      Site Selection Success

Each of these steps plays a key role in selecting a meeting site. How well the meetings needs are aligned with the facility will determine the success of the meeting.

Meeting Planners Tip Sheet: Site Selection – “What Your Attendees Want”

Here’s the third 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.

Location, Location, Location.  Three of the most important words in a meeting and event professional’s repertoire.

The selection of a city and venue is a very critical factor in the success of any meeting or event. Choose the wrong city and your potential attendees may not register. Choose the wrong venue location (airport, downtown, resort or suburb) and your attendees will complain that it doesn’t meet their needs and you will never hear the end of it. Also choosing the wrong venue can give you major challenges with logistics, service and possibly perceptions.

Through the eyes of your Attendee’s

Ultimately, the meeting or event you’re planning is for and about the attendee. Choosing a location that delivers a lot of value to them is crucial.

Usually,  meeting and event professionals choose a city and venue that meets the logistical needs and delivers a great deal. However, If you don’t focus on what the attendees want and need first, you are likely to choose a site that can derail the meeting before it’s ever started.

Five Things that Drive Attendee’s

 

1.  Attractiveness of Location

Is it a city that your attendees want to visit? How attractive is that city to your regular attendees? Would it attract a new audience or larger group of your regular customers?

2.  Affordability

How affordable is it to travel to your location? What is the proposed hotel rate? Many business employees have a budget to attend one conference a year. And the amount they can spend is typically decided before you announce your fees and hotel rates. Keeping the cost as economical as possible without decreasing any value is important.

3.   Accessibility

How accessible is your venue and city? If most of your attendees fly to your event, is it a major airlines hub? What are the total number of daily seats into the airport? Is it easy and affordable to travel to that destination? What is the commute time and cost from the airport to the hotel? If the majority of your attendees drive to the event, is your site within a two- or three-hour radius of a large density of your customers? Is there ample and affordable parking once they get there?

 

4.  Entertainment Options

Is the venue near a major entertainment district? Is it within walking distance of restaurants, retail and nightlife? Is golf nearby?

5.   Networking Friendly

Does the meeting facility or hotel offer welcoming areas that help stimulate networking? Are there seating areas or outlets that are good for meet-ups or collaboration? Is there WiFi in those public areas?

Meeting Success Dependent Upon These Drivers

If the conference is in a city that is not attractive, affordable, easily accessible, near entertainment and stimulates networking, the potential registrant will look for a different option at another event.

Remember, a potential attendee’s interest in visiting an area can contribute to significant increase in attendance and revenue.

What are some questions meeting and event professionals should ask when considering attendee’s interests and expectations for site selection?

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.

Your Career or Your Wedding

Guest Blogger Series

Your Career or Your Wedding

By Sharon Patrice of Simply Perfect Peace Events

Everyone knows that planning an event of any size can be an overwhelming task when you don't have the TIME to dedicate to it. Wedding professionals estimate that planning a wedding can take 250+ hours, therefore, life as a bride-to-be is overwhelming on steroids. From flowers to what should you give out as favors depend on your nah or yah. What am I saying? Planning a wedding can be a full time job, and if you´re already a busy professional, guess what? Your work week doubled before you put the S on the Y.E (yes). Now the question is how to balance your professional and personal life while keeping your sanity.

Organization

This is the best way to avoid headaches. Having an appointment book is essential in organizing your work and personal life. Now you can see every appointment for the day, week or month. Create a wedding checklist you can stick to and use this same method for your work day.

Now & Later

Asking your boss to hold while you speak with your florist is probably a bad idea. Instead, divide your day into time slots (as indicated in your planner) and have work slots and wedding slots. Be firm with yourself and don't let one flow over into the other; this will do nothing but slow you down and add to your frustration. Use your lunch and breaks wisely! Consider arriving early or staying late so that productivity isn't jeopardized.

All Work No Play

So the statement of "work hard, play harder" is out the door for YOU! Use that "play" time to knock off some things from your to-do-list. Those times when you'd be relaxing on the couch catching up on your DVR - addressing save the dates can done without missing a beat.

Get Some Help

Delegate, delegate, delegate. Since you're sharing this moment with someone else, divide wedding planning tasks evenly between you and your fiancé. After that, take it a step further by giving small tasks to immediate family members or bridal attendants (small – don´t turn friends into full time wedding planners, they'll resent you later). Finally - consider hiring a professional.

Enjoy the process ~Peaceful Planning

Sharon Patrice is the Owner and Lead Consultant of SimplyPerfect Peace Events. She invites your contact at info@simplyperfectpeace.com or via Twitter at DesignsByShay Facebook at Simply Perfect Peace Events. Her personal blog is DesignsByShay