Beginning the Planning Process
Every event needs a beginning. After meeting with the client, preparation should be done for your next meeting. If you are shopping venues for your client, be sure her event needs will match the capacity and style of the venue. Hopefully you have done your homework and your client will be dazzled by the possibilities.
As an event planner working for a planning company, your responsibilities will involve securing a site for the event. Once you have a signed contract, site visits should be planned with your client. A site visit is when you accompany your client to visit different venues. Call ahead to the venues and gather preliminary information for your client. Have your client review the proposals and decide which venues she would like to visit and then be sure to make an appointment. It is not appropriate for the facility planner at the venue to discuss costs with your client, but you may want to gently remind him of this over the phone.
After your client has chosen a venue, be courteous and call each facility's planner and thank him for his time. Taking time out of his day to send you proposals and meet with you deserves a phone call.
Many events call for a secondary venue or a subvenue. If you are planning an event in which the venue closes early, you can suggest an afterparty at another location. To secure a subvenue sometimes is as simple as making a call beforehand. Upscale bars and restaurants make for great second locations.
Double Booking a Date
When confirming dates with the client, be sure to check your own calendar to avoid double bookings. A double booking occurs when you have agreed to plan two events for the same evening. This poses a problem to clients who expect your presence on the day of the event. You might have an assistant or another senior planner who can take the second event if this is the case. If not, refer the client to another event planner whose reputation you trust. It is also important to mention who might fill in for you if an emergency keeps you from the event.