Checklist Starting An Event Planning Business - QC
A CHECKLIST FOR STARTING YOUROWN EVENT PLANNING BUSINESSFor some event planners, the independence and profit that comes with startingyour own business is too good an idea to pass up!If you’ve been planning events in the professional industry for long enough to feelconfident in your skills, the idea might have crossed your mind too.Before you jump in with both feet, however, there are some steps you need totake to really prepare yourself for launching and running your own business.Here’s a checklist of things you should have, know, and do before you throw yourdoors open to the world!QC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS1
QUALITY TRAINING AND/OR PLANNING EXPERIENCEIn order to run your own business, you need to be an expert at what you do.Getting a thorough education before you attempt to run an entire business isbeneficial to both you and your clients.For your clients, backing up your services with a credentials and a certificate froma reputable program is reassuring. They’ll know that you’re well informed andcapable of giving them quality service for their money.Being properly trained is also reassuring for you. You’ll be much more confidentin your knowledge and abilities if you’ve studied your trade before jumping intoTHE ESSENTIALSThe good news is, you can start preparing yourself asa future business owner from the very moment youdecide that you want to become an event planner.The closer you get to your business becoming a reality,the more focused your steps towards launching andrunning it will be. Which of the following have youalready begun, and how many of them should youset as goals for the future?running your own business, especially if you don’t have much experience in theindustry.Never lie about your education! No matter where you studied or how long theprogram was, display your qualifications proudly so people can see that you putthe work in.Most planners who decide to become business owners also have practicalexperience. There are definitely benefits to working in the industry before youtry branching out on your own. Consider working for event planning companies,travel agencies, or resort and hotel venues first. The knowledge you gain as anemployee will prepare you for the possibility of having your own employees someday, and it will also inform how you run your business. You can learn from themistakes of your employers and make note of the things they do well. When youstart your own business, you’ll have a better idea of how things should run.QC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS2
A PORTFOLIOAN UNDERSTANDING OF THE INDUSTRYAs you gain experience working for other planners or companies, you should Is there enough demand for a new event planning business where you live? What kinds of event planning companies or freelance planners already exist input together a portfolio filled with pictures and descriptions of your best work.Include images that display your organization, innovation, and sense of style. Youcan even put in some positive testimonials from past clients as well. When yourthat area?business opens, new clients will be more likely to take an interest in your services if they can see examples of your skills. Your portfolio, and your employees’The answers to questions like these will influence which services you offer, orportfolios, will exemplify your professional knowledge and skills and contributepossibly even where you decide to open your business. Some planners take a riskpositively to the reputation of your new business.by offering planning services that none of their competitors offer. Specializing inNEED MORE INFORMATION ON HOW TO BUILDA PORTFOLIO? CHECK OUT THIS VIDEO!Which type of event planning is needed the most?a service the no one else in the area provides can make you the resident expertin the field, attracting all of the clients who want that service exclusively to you.At the same time, the fact that you’re the only one offering that service can makeclients wonder whether it’s really necessary or reliable.Other planners take a risk by offering services that are also available frommany other planners in the area. This can be healthy for the industry becauseit generates competition and regulates pricing. It can also, however, makeattracting and building your own client base more difficult. You’ll need a thoroughunderstanding of how to provide what your target market really needs beforeyou can successfully open and run a business.QC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS3
A KNOWLEDGE OF LOCAL REGULATIONSA BRANDNo matter where you decide to open your business, you will have to meet certainOne of the most important parts of opening your own business is choosing thelicensing requirements. These are determined by your local government. Beforename and building the brand. These things are often the first impression of youryou take any other steps, research the licenses that you’ll need to operate an eventbusiness for potential new clients and they represent you, your employees, andplanning business and run your events without violating any of those regulations.your work.Make sure that all of your business information is registered with the correctYou should choose a name and design a logo that communicates your style ofgoverning bodies and that you have all of the licenses you need before yourevent planning and the tone of your company and service. Your brand needsdoors open. You’ll be very upset later if you try to get your business on its feet andto reflect what your target market is looking for. For example, if you are offeringyou are shut down by the local government because you overlooked a licensingluxury services, build a brand that presents a classy, high quality image. If youor registration requirement. This will also look unprofessional to your employeesare offering local, family friendly services, choose a name and logo that makeand potential clients. Educating yourself about local business requirements earlypeople feel comfortable. Make your name and logo simple but memorable, andon will save you trouble.develop marketing materials to match that tone. Is your target market a youngprofessional crowd? Maybe you want a catchy sound and bright, trendy colors.Are you gearing your services toward an older generation? Perhaps your brandshould appear more home-grown.Your advertising materials should suit the style and tone of your brand andcommunicate the same messages.LEARN MORE ABOUT PERSONAL BRANDINGAND YOUR BUSINESS HERE!QC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS4
A BUSINESS LAUNCH PLANCONFIDENCE AND DETERMINATIONBeing spontaneous can be fun, but the way you launch your business is crucialStarting and running your own business takes a lot of dedication. With the rightfor its success. How will you announce to the world that you’re ready to go? Howtraining and experience and a little bit of confidence, however, it’s a goal that youwill you attract new clients from day one and keep them interested? Creating acan definitely achieve. Before you get in over your head, just be sure to prepareplan for the launch of your business can help you ensure a successful start.yourself for how much time, money, and effort becoming a business ownerRather than “winging it”, why not map out a “grand opening” promotion or plan asmall launch event so potential clients can meet you and your team, ask questions,takes. Investing yourself in your goals and staying realistic about the preparationprocess will be rewarding later on.and learn about your services? You want to make an impact on your local marketwithout discouraging people by advertising too obnoxiously.QC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS5
BRAND LAUNCHRENTBuilding your website, having businessWhere will you operate your businesscards printed, hosting a launch party,from? Do you plan to work from annetworking at events all of theseoffice or storefront, or will you operatewill cost money and will need to bethings from home? Rent might notdone before you book your first fewbe an expense for you if you’reclients.Unless you have design orcomfortable working from a homeIT experience, you’ll probably wantoffice, but you should allot funds forto hire a web developer and graphicthe monthly cost of renting a space ifdesigner to help you build your brand.you decide to work elsewhere.Factor-in these costs!STARTUP COSTSYour “startup costs” are the things that you’ll need to pay for or purchasebefore you officially open your business. These are items or fees that areabsolutely necessary to get your business off the ground. You shouldcreate a startup fund and budget portions of that money to each thingon your list. Remember to save a portion of your funds for unforeseenexpenses and emergency costs, in case something doesn’t go as planned.QC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS6
TRANSPORTATIONPAYROLLLICENSINGTAXESWill you or your employees have accessYour initial funds, and your monthlyGetting the proper licenses to runAll businesses and business ownersto a vehicle that is used for businessbudget from there on out, shouldyour own business often comespay taxes, no matter the size of theonly? The cost of maintenance for aaccount for the cost of paying yourwith fees. You should have alreadycompany. Event planning businessescompany car should be budgeted fromassistants or employees. If you’reresearched exactly what you’ll need toare no exception. You can find out howyour business funds, rather than yourgoing to build an event planning teammeet your local regulations and legalyou might be taxed by researchingown pocket. Keep in mind, however,within your business, they will expectrequirements, so account for theseyour local small business bureau. If itthat if you’re going to insure and registerto be paid fairly and on time, and you’llcosts in your startup budget.helps, you can hire a financial advisora vehicle as a company car, it must onlybe legally required to provide that.be used for business purposes and notpersonal convenience.If your business is very small or youare the only one working under thebusiness name for now, your payrollto help you with the taxation process.You will have to account for both thecost of your taxes and the cost of youradvisor in your budget.cost will obviously be less than if you’vehired many people.Your profit,however, might also be less. Businesswith a bigger team and help moreclients, but that team might not berealistic when you’re first starting out.QC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS7
ADVERTISING ANDPROMOTIONLEGAL AND ACCOUNTING FEESINSURANCECOMMUNICATIONEven experienced business ownersNo matter where you open yourHow will you communicate with yourshouldoften work with lawyers and accountantsbusiness, insurance is legally mandatoryclients, assistants, or employees? Willcorrespond with the theme and toneto make sure that their financial andfor all business owners. This protects youryou need company owned phones,of your business name, logo, image,legal affairs are in order. You might be aninterests and covers your employees,tablets, or laptops for this? How manyand overall brand. What mediums willexpert in event planning, and you shouldvehicles, equipment, office space, andwill you need to purchase and pay for?you use to advertise your services?have a good idea about how the legalgeneral liability. Many business owners,Which kind of advertisement is mostand financial aspects of your businessincluding event planners, hire lawyers orlikely to reach your target market,function, but you’re not a professionalinsurance advisors to help them choosebased on the types of planningsolicitor or financial advisor.the policy that is right for their company.Yourmarketingmaterialsservices you offer? Your startupbudget should include funds for yourinitial advertising campaigns. Howmuch money, and how often, will youinvest in marketing your services?It’s okay to hire other experts to help youensure that your business runs smoothly,flourishes financially, and meets all legalMake sure you account for the cost ofyour advisors, as well as the ongoingcost of your insurance.requirements. In fact, working with theseadvisors rather than trying to fly solowhen you’re unsure of the details isactually a smart business choice.Even if you aren’t providing companycellphonesoriPadsforyouremployees, you might decide to getone for yourself to avoid running upyour personal bills throughout yourwork day. You’ll also need at least anoffice phone to speak with clients andvendors.Additionally,therearen’tmanycompanies left today that can functionwithout computer access and theInternet. Each of these elements ofcommunication should be factoredinto your startup costs, as well as yourongoing monthly budget.QC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS8
SUPPLIESMISCELLANEOUSMany of the other things on this listNo matter how prepared you areare fees and services that you’ll needthere is always the possibility thatto account for, but what kinds ofthings won’t go as planned. Youractual items will you need? Do youstartuphave an office or workspace that you’llsome funds set aside specifically forneed to furnish and decorate? Domiscellaneousyou plan to keep event inventory, likeexpenses, and emergencies. Somerental furniture and décor, on hand asbusiness owners take this a stepanother service that you can providefurther and allot a portion of theirfor clients? Each of these costs shouldfunds for small miscellaneous costsbe accounted for in your startup costs.throughout the startup process andbudgetshouldcosts,includeunforeseenanother portion for emergencies andunforeseen expenses. This way, theyhave one portion that can be takenfrom on an “as needed” basis andanother that should be saved strictlyunless a situation arises where usingthat money is unavoidable.QC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS9
JUMPING THE GUNDon’t open your doors until you knowthat you’re 100% ready to go! If youOn the flip side, many business ownersget excited and launch your businessopen their doors and expect a rushbefore every last startup detail hasof new clients right from the get-go.been taken care of, you’ll find yourselfThe reality is, it might take some timeunprepared to give your first fewfor your brand to reach your targetclients the best service you have toaudience and for potential clients tooffer. Your first contracts shouldn’t behire you. Don’t stress, and don’t give up!practice rounds. Start taking clients onCOMMON MISTAKES TO AVOIDMany business owners find themselves stumbling over a few pitfalls inEXPECTING IMMEDIATESUCCESSwhen you’re absolutely positive thateverything is in place and you’re readyto start things off on the right foot.IF YOU’RE HAVING TROUBLEGETTING YOUR FIRST CLIENT,HERE’S A VIDEO THAT CAN HELP!the startup process. These are common across businesses of differentkinds and event planners should be aware of these challenges so theycan avoid making similar mistakes.QC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS10
CUTTING CORNERSSOCIAL MEDIA MISTAKESA POOR WEBSITEGOING OVER YOUR BUDGETTry not to take any shortcuts in yourstartup process. Every detail leadingup to your business launch should betaken care of thoroughly and properly.If you cut corners in a hurry to getthings up and running, you could faceproblems later.Online networking tools are anabsolute must for businesses today.Unfortunately, there are many waysthat business owners can use thesetools poorly. Not having a socialnetworking presence at all, or havingone that is too small and not oftenused, can make you miss out onopportunities to connect with clientsand vendors. At the same time,flooding your social networks andusing them to advertise obnoxiouslycan annoy clients and make themthink twice about using your services.You want to use tools like Facebook,Twitter, and Instagram to connecteasily and effectively with those you’dlike to work with and to show peopleYour website is one of your mostimportant tools. Because peopledepend on the Internet so heavilyto connect with others and findinformation, your website is often thefirst impression that potential newclients get of you and your business.You want to invest well in your businessstartup, but you don’t want to buryyourself in debt right from the beginning.Budgets exist for a reason and onceyou’ve determined what yours is, youshould stick to it. If you start off yourbusiness operations by going over yourbudget, you could spend a significantamount of time playing catch-up ratherthan profiting like you should be. It couldalso affect your professional reputationif clients find out that you’re alreadydigging yourself a hole financially. If youcan’t work within your own budget, howwill you work within theirs when you plantheir event? Reorganizing the way yourfunds are allotted is a much safer optionFor example, don’t promise someonethat you’ll plan their party before you’veresearched and finalized every typeof insurance and licensing that yourcompany will need to legally providethem the service they’re paying for. Ifyou get half way through the planningprocess and suddenly find out thatyou’re in legal trouble, your reputationwill suffer.why you’re worth their money.HERE’S A GREAT RESOURCETO GET YOU STARTED: SOCIALMEDIA DO’S AND DON’TSIf your pages are cluttered, unclear,difficult to navigate, hard to read,or full of annoying music, peopleare more likely to click on someoneelse’s site than to continue look atyours. You want the layout to be eyecatching and interesting, but yourclients should be able to find theinformation they’re looking for easily.Having a poor website can make youseem unprofessional and discouragepeople from contacting you, so investthe time and money in developingthan exceeding your budgeted limit.something of quality.NEED MORE INFO? BUILDINGYOUR WEBSITE: WHAT YOUNEED TO KNOWQC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS11
LAUNCHING TOO LOUDLYOR TOO QUIETLYUNDERSELLING YOURSELFHow you launch your business ontogreat way to attract initial clients, butThis pitfall is fairly simple to avoid—the market is very important. Yoube wary of cutting your prices toodon’t lie to your clients! If you tellwant people to know that you’re therefar. You want to provide incentive bypeople that you are more experienced,and ready to help them, but you don’toffering potential new clients a deal,qualified, or highly trained than youwant to overwhelm anyone.but you don’t want to rip yourself off.really are, they will have very highIf you simply prop your office doorJust because you’re a new businessopen and hope that someone notices,doesn’t mean you shouldn’t be paidyou won’t profit as much as you couldwhat you’re worth! If you advertiseif people knew about your excitingan oddly cheap price right off the bat,new business. If, on the other hand,that might be your target market’syou scream about your opening fromexpectation from there on out. WhenSimilarly, try not to promise clientsthe rooftops and stop traffic to tellyou raise your prices to your regularservices or perks that you can’t deliverdrivers what you can do for them,rate after your sale ends, clients mighton. Sticking to the truth and showingyou might annoy potential clients andbe put off by the great differenceclients the true value of what you candiscourage them from consideringbetween the two prices. Multiplereally offer them is the best way to go.your business.companies making this mistake atHitting the perfect balance betweenlaunching your business too loudly ortoo quietly is part of the reason that abusiness launch plan is so important.ResearchwhichtacticsotherA “grand opening” promotion is aLYING ABOUT YOURSERVICES OR EXPERIENCEexpectations of you. What happens ifyou can’t live up to those expectations?Worse yet, what if you provide theman impeccable service, but then theylearn that you lied to them?once can actually drive prices acrossthe whole market down, meaningthat everyone profits less. Offer yourclients a promotion if you’d like, butmake sure your discount is realistic.successful businesses have used intheir launches and think about howyou might adapt those ideas to yourown launch.QC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS12
A CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESSPrint out this checklist and use it to keep track of your progress as you move closer to launching your event planning business.Note: You can download and print this single page here:DOWNLOAD CHECKLISTDo you have sufficient training or event planningexperience?Are you prepared to cover business startup costs? You’llneed money for:RentDo you have a portfolio that contains pictures anddescriptions of your best work?TransportationPayroll (if you have a staff)Do you have a thorough understanding of the eventplanning industry?LicensingYour Brand LaunchHave you researched all local regulations that pertainAdvertising/Promotionto starting a business?Legal/Accounting FeesDo you have a strong brand and brand identity?InsuranceOffice SuppliesDo you have a solid business launch plan?MiscellaneousQC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS13
ABOUT QC EVENT SCHOOLIf you’ve decided that a career in event planning is right for you, and you want tobecome an event planner, QC Event School is here to help!Study from home on your own time. Take up to three years toGain access to a top-tier student support team that’s ready to answer allcomplete any program.your questions from assignment assistance to career advice.Read course texts, watch instructional videos, and complete hands-Join an international community of event planners on the school’son assignments that prepare you for your event planning career.forum, social media, and continued access to QC’s online studentcenter for continuing education materials.Learn from expert tutors — professionals working in theevent planning industry — who evaluate and critique all yourGraduate with a certification and professional designation that’sassignments.recognized world-wide.Enroll in an online event planning course today and take thefirst step towards becoming a successful business owner!Learn more about QC’s CoursesMeet the TutorsLearn About Business Training With QCCheck out QC’s Tuition Fees & Pricing PlansQC EVENT SCHOOLA CHECKLIST FOR STARTING YOUR OWN EVENT PLANNING BUSINESS14
CONTACT US!JOIN THE QC COMMUNITY!INFO@QCCAREERSCHOOL.COMUS & CANADA: 1-800-267-1829UNITED KINGDOM: 0800 066 4734AUSTRALIA: 1 800 358 931INTERNATIONAL: 1 613 749 8248STUDENT SHOWCASE
OWN EVENT PLANNING BUSINESS For some event planners, the independence and profit that comes with starting . decide that you want to become an event planner. The closer you get to your business becoming a reality, . Building your website, having business cards printed, hosti
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EVENT PLANNING CHECKLIST Name of Event: _ Event/Activity Date:_ 8 Weeks: Marketing Planning Event Goals: Goal of Event: i.e. Evangelism Fundraiser Ministry Develop an Event Survey for feedback. Create qu
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City of Unley Event Planning Toolkit Event Risk Assessment Template Event Name Event Location Event Start Time Event Finish Time Event Date Expected number of attendees Event Coordinator INSTRUCTIONS Step 1 Read through the list of potential hazards / risks and for
Event Planning Checklist. Tailor this checklist for your specific event, and note that policies and procedures vary widely between offices, meeting facilities and other event venues. If you plan to host more than one event, customize the checklist based . on lessons learned from each event. Get Started
Customized Event Planning Checklist Planning an event involves layers upon layers of details. From the pre-planning stage to the day-of-event logistics, there’s a lot to keep track of. If you keep all those details in your head, the event day will undoubtedly be chaotic and stressful. To say the least, that’s counterproductive.
complete corporate event planning checklist to help you ensure that you’re covering all the important bases and lining up the resources you need to pull of an impressive event. Below, you’ll ind a checklist with action steps for each aspect of corporate event planning,
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