Start & Run an Event-Planning Business. Mardi Foster-Walker

there are many business fax machines that cannot connect to fax lines that are hooked up with a phone line or answering machine. We also recommend a separate line for a high-speed internet connection, since so much of business today is conducted online and by e-mail. As your business grows, you may want to invest in a multi-line phone system, which allows you to have two or more calls coming in or going out simultaneously. The hookup fees and monthly charges for this type of service are expensive; you should wait to see if the volume of business calls you receive warrants the costs. However, if you are purchasing new phones for your business, it might be wise to purchase multi-line phones ahead of the service, as the cost of these phones isn’t much greater than that for single-line phones.

      Telephone and wireless communication options

      The options for staying connected with your clients are growing by the day, but for now you will still want to invest in the basics: a telephone system. When you choose your telephone system, remember it is an essential piece of business equipment. You need to think about the impression your telephone service gives to your clients and how effectively you receive their incoming messages.

      The telephone business is highly competitive, and there are many options to choose from. Explore them all, then choose those that suit both your budget and your business needs. Most phone companies offer calling features bundled together to give businesses plenty of options at competitive prices. Features to consider include call forwarding, call waiting, call display, and voice mail. Other considerations include long-distance calling and toll-free fax and phone service. Talk to or arrange a meeting with phone company sales representatives in your area. You will be able to choose from the many options available to small businesses today, which include the following.

      Hands-free/speakerphone

      The option of a speakerphone is great if you plan to have frequent meetings over the phone. It also allows you to do other work while on hold.

      Cellular or mobile phone

      Although airtime can be expensive, a mobile phone is an essential tool in running a special events business. This is a business where you will be on the go quite a bit, and being able to forward your business number to your cell phone can be very convenient if you are waiting for an important call. A mobile phone also makes it possible for clients to reach you on site at an event. Today’s mobile packages have expanded to offer MP3 players, the ability to send pictures, and text messaging.

      Hand-held wireless device or PDA

      Hand-held wireless or mobile devices are quickly becoming the must-haves of those on the go, which includes people in the special events business. These devices range from the pda, or personal digital assistant, to “smart phones” to wireless hand-held devices such as the Blackberry. The advantages to these devices are many, as they allow you to access a wide variety of business needs on the go, such as e-mail, phone services, an organizer, and calendar software. Depending on the provider and the device, many of the features can be integrated with your home office computer, such as entering tasks and accessing your calendar and contact lists. Currently, the technology that supports these options can be expensive. (Blackberry charges for e-mail volume.) As they gain popularity, access will become more affordable.

      Voice over internet protocol

      Another technological advance worth investigating is the voice over internet protocol, or voip: the ability to make telephone calls over the internet. In the business and traditional phone company world, this technology is still in its infancy. Although voip promises consumers a daring future that includes free local and long-distance calling, it is wise to proceed cautiously. Depending on the service provider, you may need to purchase an internet protocol (IP) phone or a special adapter to use your conventional telephone. Other special adapters allow you to transport your local number to anywhere with broadband internet access. This adapter is just a box that you bring with you when you travel. Just plug into the internet connection, plug in the phone, and voilà: free local calling.

      Courier company

      Shop around for the right courier company for your business. Compare rates and meet with a couple of them before deciding on which company’s services you will choose. A reliable courier service with friendly staff is important to any business.

      Company vehicle

      Obviously, running a special events business will require you to be on the road a fair amount of time. Although there is no requirement to invest in a costly vehicle, you should have ready access to a reliable, presentable vehicle. Leasing is often a desirable option for those who depend on their vehicle for work. Talk to your local auto dealers and investigate options if you need to consider upgrading. You should try to estimate the amount of driving you will do to reach your clients, depending on the types of special events you plan to focus on. Weigh considerations such as fuel costs and in-vehicle space. Any charges incurred while using your own vehicle for company business can be used as tax deductions. (See chapter 11 for more on record keeping and taxes.)

      Office Equipment and Setup

      Taking the time to set up your office properly at the start will save you valuable time down the road. Consider your needs and make sure that your work space displays good ergonomics, promoting safety and efficiency. (Ergonomics, or human engineering, is the field that studies the relationship between people and their working environment.) Go to your local library or search the internet for resource material on setting up an ergonomically friendly work space. You may have office surplus suppliers in your area (including government operations), which offer good quality equipment at very good prices. Basic office equipment should cost anywhere from $500 for second-hand furnishings. Spend the money on a good comfortable chair as you will spend much time at your desk on the phone. If you can afford them, “extras” such as potted plants, artwork, and a coffee machine can help to make your environment more comfortable.

      The basics you will need to set up your office consist of the following items:

      • Desk: A large L-shaped desk is a good choice, offering enough space for your phone, computer, and some handy reference materials along with plenty of writing space.

      • Chair: Purchase a good-quality office chair on casters with adjustable arms; your back will thank you for it.

      • Filing cabinet: You will use this for customer files and company documents. One should be enough when starting your business. Invest in a good second-hand filing cabinet.

      • Bookcase: You might also try shelving for storing large catalogues, stationery, etc.

      • Telephone: As previously discussed, you may want to purchase a telephone with multi-line capabilities so you do not have to invest in new equipment when the time comes to add extra telephone lines. The cost of a multi-line telephone starts at about $200.

      • Guest chairs: Also consider investing in a small meeting table with comfortable chairs.

      Electronic Equipment

      A computer with internet connectivity (cable or ADSL are your best bets), a printer, and a fax machine are essential tools for your business. Not only do they allow you to present a professional image, but they also enable you to communicate quickly and efficiently with your prospective clients. However, you can easily become overwhelmed trying to make your decisions when shopping for these items. The technology for electronic equipment is constantly changing.

      Ask around for referrals to reputable dealers who offer training, will make service calls, and offer a phone-in help line. Do extensive research before committing to a system, and make sure that it is the right one for you and your type of operation.

      Computer and printer

      With