Quinceanera Party Planner - Affordable Or Not?

If you are planning on celebrating your Quinceanera reception at a hotel, reception hall or other rented space consider the possible benefits of hiring a professional party planner.

Most professional party-event planners fees range between 10% to 20% of the total cost of the event. However, if you have done a lot of pre planning work you might be able to negotiate a flat fee instead of a percentage. This would more than likely save you money. The professional event-party planners fees cover all the management, co-ordination, meetings, overseeing of the contracts with vendors and the supervision of the day of your event.

There is a secret most people are not aware that many professional event planners get paid an extra booking percentage from the hotel and many times from the vendors they do business with all the time. This is where you can save money when negotiating with a professional event-party planner. You need to request the inside price after deducting the booking fee or any other name it might be called in your region be the price you and your family agree to.

It is your budget, your money. It all depends if the professional planner wants and needs your business. If this is the case you will benefit and in the overall picture you will save money by using a professional event-party planner.

The more pre planning and organized you and your family are before hiring a professional planner will influence the actual cost you will end up having to pay the event-party planner. You are buying his or her time for the services they will perform.

If the professional planner has to start putting the event together from scratch they are going to have to put in more time and therefore the costs to you will be much higher.

• When negotiating with a professional planner and you feel the price is too high, ask them how much they would charge if you did some of the preliminary work yourself. It is a give and take. They will calculate the approximate number of hours they will need to spend on your event and translate that into how much they need to charge you for the professional services they will commit to deliver for your celebration in order for it to outstanding.


• There are many benefits when you use a good professional party planner. However the top of the list benefits is that the planner focus is to prevent mistakes from happening at your Quinceanera celebration. One of the major responsibilities of a professional planner is to avoid horror stories we have all heard about from occurring that do not seem funny at the time of the celebration.

In a large party, a small mistake can end up costing more than the fees of a planner. If you have hired a party planner to do all the work, you can just sit back and enjoy.

A professional party planner only has their good reputation they can sell. Therefore, it is very important for them to make sure your event goes off perfectly with out any problems.

Things to consider when checking out a professional party - event planners: personally check out his or her references; talk to a minimum of three people who have used his or her services before; check out how long they have worked in your community and ask if they would ever use them again. If the answers are all positive then ask why would they use planner again and benefits did they receive.

The usual is for professional party planners to require a deposit up front. Then they will ask for two equal payments during the planning process. They will expect a final payment just prior to the event.

Making Use of an Event Management Service

An on-demand event management software service makes the management of an event a easier process. Organizing an event can be a long and time consuming undertaking. Web-based software can give you total access of your events information from the Internet. No software installation is needed to take advantage of this great software. You have the ability to monitor multiple events, register guests, accept payments, produce personalized itineraries, and book accommodations for guests.

The software gets you away from fax machines, paper forms, missing e-mails, and phone calls about mistakes made. The software is easy to set up and the dashboard has all of the information you need right there for you. It improves your managing process and you have time to focus on other tasks.

Clients all around the world are enjoying the convenience of event management software. Events such as seminars, conferences, meetings, and conventions are all delivered successfully. Small business, corporations, governments, charities, and religious organizations are all reaping the benefits of the software.

Clients such as small owner operators, organizations having internal meetings, and global event companies are turning to a management software. This web-based software is cutting edge and unique. Online management software offers:

Great customer support- Event management companies are committed to offering clients the ultimate levels of service and support.

Easy to use- It's essential to listen to what clients want. This has led to creating a system with great range and very easy to use.

Excellent functionality- Such a software takes care of all the tasks you have to do. Email marketing and online booking is all taken care of for you. It makes organizing an event the easiest it has ever been.

One on one training- This software is easy to use. Several training options are available to fit all of your needs.

Continuing development- There are always new and better features being added to the software. These new features provide better control and versatility with your system.

This software is powerful, flexible, has no setup fees, has you in control, and is safe to use. So if you are concerned about managing an event, this software is the right solution for you.

The Importance of Registration Software During Corporate Events

One of the main strategies involved in proper promotion and marketing of products, business and services is organizing various events. These product and business related events help in providing a solid platform for the company to launch and introduce their products or business before the audience through certain user-friendly entertaining ways. Moreover, such events are a great source advertisement for a company itself and help in developing contacts as well as goodwill among the other top heads in the industry.

However, you need to be careful before hosting such corporate events. Be sure that the events that your company is hosting are not a dull one that may create a negative impression among the audiences. Always try to catch up with theme for the purpose of which the event has been hosted. You also need to have audiences who will be fruitful and will serve your purpose for niche advertising of your business as well the organization.

This is the time when the use of registration systems serves an important aspect while holding of the event.

Therefore, the question arises, "what purpose exactly does the registration systems serve for?"

The registration systems help in identifying the type of audiences that are approaching for the viewing of the events. You can develop or even buy registration software to serve your purpose for undergoing registration procedures that will be required in order to participate in the events as audience.

The registration systems will be used to enter the name and all the details require to be filled up by those who want to come in the event as an audience. They will need to even be supplied a special registration number oriented ticket or entry pass which they have to bring while they come to attend the event.

The registration systems help your corporate events have a professional look. The registration software should be used for online registration procedure and this will help in cutting down the time that is required during filling up of forms by the visitors at the day of the event. This leads to mostly unnecessary chaos and trouble. More, it is also a much time consumable process. Nevertheless, the use of online registration systems will make the guests fill up the form at an early stage and so during the day of the occurrence for the event, no further chaos or mishaps take place at the venue of the event.

Moreover, use of registration software helps in getting the data and information of the guests attending the program and helps in storing information on their databases that can serve some useful purpose in the not so distant future.

What Does an Event Management Company Do Exactly?

Event management companies can help you organise a number of different special events that your organisation may be interested in hosting. Ceremonies, celebrations, product launches and product presentations, workshops, company inaugurations, conferences and events where you invite the public.

You can ask the event management company to help you set up special meetings that your employees and/or business partners may need to attend. An event management company can also assist in setting up trade congresses to publicise your line of work and any products or services that go with your company profile.

How do you know the events company can do your work for you the way you want them to? First, you might have to ask around if anyone in your social circles has ever tried this company before. Past experience does predict future results to a significant degree. Second, you can always look at their own promotional materials to find out what they do exactly and for how much. See what testimonials they have and the type of companies they may have worked on behalf of.

A good events company will listen closely to what you expect from them. They should then explain how they can meet those needs within the time, cost, manpower, and resource restrictions they have to live and operate under. Let's face it - not many event organisers can handle everything a client can throw at them under the category of demands. There are just some Event management companies that can handle a bigger and more varied work load than others. But definitely, the events company should be up front about what they can and cannot do to avoid misunderstandings that early in the negotiation process.

Event management companies based in a particular location, for our example, in Spain, have one great selling point in their advantage: they all allow your special event to be hosted in Spain itself and have the local knowledge and first hand experience. Each part of Spain has its own unique features and things to offer visitors, so you might want to be more specific when you ask the event management company if you want your special event hosted in Spain. This means you have to do your own research as to which part of Spain seems ideal to celebrate or observe your special event in. Or you can simply ask the event management company in Spain for tips as to where such a special event would be perfect to be celebrated or observed in.

Some Spanish territories you might want to host your special event in are: Seville, Malaga, Marbella, Madrid, Valencia, or Barcelona. Do your research and then ask your preferred events company in Spain what type of event hosting packages they have for the places that appeal to you. This will greatly help you in making the best choice you can in your situation.

Many events companies will charge you a fee to put forward their proposals whilst some will simply be reimbursed by the local authorities or commissions from the hotels, venues and leisure companies that they may utilise.

Event Planning Training - Event Planning Checklist, Who Does What?

For any kind of event planning you need to have a checklist that has all the details of the event step by step and that includes the information about the different dealers that who does what? While getting event planning training you will be taught how to create a checklist to avoid any mishap. There are certain things which should be always included in checklist for any event.

Time schedule: time schedule is very important to plan any event, without deciding the time you can never get to arrange the event. Select the day and date carefully, at times we keep only date in mind and forget the day which can become a problem later on, so watch the calendar and decide. This will help you to plan the event nicely.

Theme: theme also matters in the planning of the event because different events have different d矇cor, subject and food. Children's birthday parties require spacious rooms or lawns for games, and the food should also be according to their choice. Wedding receptions are arranged in different kind of places and different food is served. And official or business meetings are arranged in different style. In event planning training,students are taught to arrange the event according to the theme.

Budget: of course you can't ignore budget, if you have your network of dealers you can easily get services on good discount, during event planning training, students are taught how to manage an event in a small budget and satisfy the client.

Venue: venue should be decided by keeping the convenience of the guests in the mind and it should be according to the subject of the event for example if you are planning a conference then arrange it in a hotel which fulfills all the requirements.

Invitation: invitations should be sent to the guests on time according to the intensity of the subject, so the guests would have proper reaction time to prepare the visit or to regret.

Props: another very important thing to have in checklist is the props. Make sure to hire good and responsible vendors for the props. If it is furniture, decide how many chairs and tables would be required and for mike, speakers and music system, search for a reputed company and keep their contact numbers in the checklist.

Food and beverages: food should be decided according to the theme, keep the taste of the guests in mind according to their age group. See if any guests have dietary problems then take care of that for courtesy sake. Ask good and popular caterers who prefer quality and hygiene in their service.

Keeping these points in your checklist you can arrange a good and successful event.

Planning The Work: Event Management Courses

Success in this field revolves around the coordination of a set of planned activities involving a large group of people. It is a broad concept taking in several related functions ranging from attracting clients to marketing, logistics, and publicity, all while exhibiting the professional touch that marks a firm as a major player in the field. It can encompass any type of experience from a sales conference with several hundred in attendance to a luxury getaway with only a few. As a career, it is fast paced and varied. The skills and knowledge can be learned via event management courses, where applicants are trained in planning corporate presentations, music concerts and fund raising as well as many other projects.

Successful planning requires decision making and critical evaluation skills, comparing management plans to standard operating procedures. Keeping it simple is a good rule for planning, but due to the number of tasks involved is often difficult to accomplish. Managers are responsible for analyzing, planning, promoting, producing and evaluating their project.

Many employers prefer a bachelor's degree in hospitality management, business administration, marketing, public relations, or communications. However, many successful planners begin in other professions relating to planning and organizing.

There are a huge number of courses available, and though choosing the right one may seem a little bit daunting, it can be well worth the time and effort involved in finding the right course. Online courses are also available.

Certain things must be considered when planning events, such as the effect of noise levels on the surrounding community. Pollution cleanup and control, emergency power and lighting, essential services and amenities all must be worked into a successful plan.

Events must be planned far enough ahead to allow for their promotion and alert the participants. The manager is responsible for all of this and more. This requires professionals who can coordinate essential services, amenities, and contingencies well ahead of the event's scheduled date. If a production is managed effectively, it can be used as a very powerful promotional tool to launch or market a product or service.

Event management is a multimillion dollar industry. The growth rate per annum is phenomenal, so planning companies are always in need of talented professionals. Organizing, and synchronizing a well planned, and conducted occasion requires the supervision and services of well trained and experienced coordinators.

Successful managers come from a variety of different backgrounds. The candidate opting for this career course should be passionate, ambitious, have good communication skills, and the drive for further improvement. A good network, dedication, and hard work also help complete the package. Planning professionals are energetic and have creative minds. Students of this field will need to learn about project management, public relations and even wedding planning.

The success of a manager depends upon how well he organized the experience and up to which extent he is able to achieve event and marketing objectives. Presentation skills are not just limited to typing up speeches on a computer but also how the message comes across to the audience, and these skills are now considered among the most important skills for the twenty first century. Such skills matter everywhere, which makes event management courses an important consideration for those wishing to pursue the field.

10 Biggest Mistakes Most Event Planners Make - And How to Avoid Them

Mistake #1 Failing to identify meeting objectives
This is a very common mistake. Be sure to know one hundred percent what your management expects from this meeting. Examples: education, recruiting, awards presentations, new product roll-out, executive installation, etc.

Mistake #2 Failing to budget properly
Many planners make this mistake by overlooking some very costly items. Specifically speaker travel, audio/visual, program handouts, shipping charges, decorations, security, and afternoon breaks. Don't overlook these hidden "budget killers"!

Mistake #3 Failing to select the right facility
This mistake can destroy the best event. Things to consider when planning your event: Location, location, location! Depending on the locale of your attendees, proximity to the airport, sleeping room costs, freeways, major thouroughfares and traffic patterns are critical. Meeting room location, meeting room size, and parking fees all affect your attendance.

Mistake #4 Failing to hire the right speaker/entertainer
Every meeting planners worst nightmare is a "flop". Be sure to use a reputable, skilled speaker or entertainer whom you have personally seen or who's references you have checked!

Mistake #5 Failing to identify and secure a prospect list in advance
I can't tell you haw many times I have seen events fail because of this one factor. Secure your entire list before securing your date in writing. Be sure your list has all names, titles, mailing addresses, fax numbers, and e-mail addresses. Your attendees can't register if you can't reach them.

Mistake #6 Failing to prepare a marketing plan
This definitely ranks in the top three in regards to importance when planning an event. Be sure to layout your timelines. Back out your contacts by your target dates. Plan your contacts by mail, e-mail, telephone and fax by week. This will insure maximum contact in a timely manner and will drive your attendance.

Mistake #7 Failing to secure strong contracts
Here's where you can really run into trouble. Do NOT promote your event without legible, signed contracts for everything including your speaker, facility, and other contractors.

Mistake #8 Failing to create the right environment
With the hundreds of details we put into every meeting, don't overlook your meeting environment. Lighting, seating, room temperature, music, decorations, audio/visual, and location of the bathrooms and telephones are all important.

Mistake #9 Failure to secure the right audio/visual
Oh Boy! I can remember one time my client spent over $35,000.00 for Audio/visual and my headlining speaker (Zig Ziglar) went on stage and looked dumbstruck because we had ordered what we thought his staff had ordered for him. A powerful lesson. Get it in writing! Request a written list of audio/visual needs from every presenter and feed back to them your staging set up.

Mistake #10 Failure to market the event properly
Once you've created your marketing plan, stick to it! Once your event is booked it's critical all of your marketing contacts go as planned. Remember, use every means to reach your attendees. One method alone doesn't reach everyone because we are all different. Use every means available to you. Don't forget e-mail and better yet, your sponsors! Good Luck!