Business Bureaus
The city or region where you work may have a greater business bureau, travel bureau, convention center, or visitor's center. This office is the best place to begin your networking activities. The purpose of these centers and bureaus is to provide information to out-of-town businesses and individuals traveling to your area. A city's greater business bureau obtains information about participating businesses and creates a database for recommendations based on a visiting company's specific needs.
Database
The information created by a business bureau is placed in a database. In the interest of event planning, the information obtained may include the following:
The capacity of a hotel
The capacity and floor plan of a hotel's function space
The hours of a restaurant
The type of cuisine a restaurant serves
The location of different types of nightlife
Information on private rooms and meeting space
A visiting company will call the business bureau with specific dates and the needs of its staff while staying in your city. The business bureau will then match the company with local event planners based upon those needs and the company's budget. Typically, local businesses pay a yearly fee to be associated with a business bureau.
Events
The business bureau is a great asset for two reasons: attracting prospective business and utilizing the bureau's database to network with other event planners. A business bureau may host a function specifically for local event planners to network. These events may be held monthly, bimonthly, or quarterly.
As a fledgling event planner, you should attend these events. The idea of networking with other event planners is not to steal clients but to share information and practices. Networking with other professionals will give you the opportunity to hear how they handle legal matters such as contracts and how they attract new business. You may also compare spaces and pricing with other event planners, which can help you refer clients when you are fully booked or cannot accommodate a client for a different reason.
Alert
Many different organizations belong to a better business bureau. This means many other event planners may be involved as well. To rise above your competition, keep your information with the bureau current. Make a contact within the bureau and check in with him every so often.
Web Site
Some business bureaus support a Web site for inquiries from visiting companies. As an event planner, members will have the opportunity to bid on events. Once the client has a chance to review the bids, he will choose a venue based upon his company's needs. Occasionally local companies also utilize this service.
ssential
Try to attend most event planners' events at the beginning of your career. These events are an effortless way to meet planners in your community. Make a mental note of event ideas shared during this time. Utilize the advice of other planners.
A business bureau's e-mail list can help you promote large events and fundraisers. Ask your contact at the bureau if the bureau's e-mail list is provided to members. You may be interested in inviting only the event planners and local companies to your event. Remember, some event planners, for different reasons, may not be a member of the business bureau. Completing your invite list may take more effort than depending on the e-mail list of your bureau.
