Event planning takes time, energy, knowledge, patience and a whole lot of know-how. Hiring a good event strategist will take the burden from your staff, allowing them to focus on their core role, and add a much greater dimension to the event.
They can guarantee a static budget, and offer marketing expertise, creative ideas, a goldmine of contacts, and a bucketful of strategies for everything from stakeholder engagement and sponsorship development to current expectations of event goers, legal requirements and risk management.
To ensure the event manager has a thorough understand of what you are looking for in an event, it helps to plan ahead for your first meeting, and have a brief proposal sent through to them prior to that initial discussion.
The proposal should include:
* Purpose of event
* Date (actual or approximate) and time
* Address if known, otherwise location requirements (eg, within 80kms of the city centre)
* Approx number of attendees
* Any of your own ideas, for example do you have a particular theme in mind?
It doesn't need to be an in-depth proposal. The goal of a proposal is to:
* Help articulate your vision
* Help the event manager get a clear understanding of that vision
* Form the basis of the initial discussion so that all parties are on the one page
* Form the basis of an agreement that ensures your vision is realised and all expectations are met