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

the right computer and software, you will be able to efficiently do your bookkeeping and accounting, invoicing, payables, receivables, payroll, and marketing. You will also be able to update your customer database and generate professional quotes and correspondence. Dedicated software also allows you to set up your own website to give your company an online presence. See chapter 8 for more information on setting up a company website.

      Prices for computer equipment can vary a great deal from one supplier to another. Purchasing this equipment can be a big investment, so keep in mind that prices change as quickly as technology. Do your homework, shop around, and compare prices. Choosing one supplier for all your equipment is the best way to ensure compatibility among components — and the best bet for receiving a discount. Most reputable sources will match the price of other dealers. You may also want to consider leasing computer equipment and paying for it over time.

      Software for the events business

      Once you have decided on your computer, your next big purchase to launch a special events business is dedicated software. Most personal computers these days come with the same standard software that businesses require to run their day-to-day operations. For the small business, of course, there are plenty of choices out there. The PC, which works with the Windows operating system, is commonplace among both business and home users. An alternative is to purchase a Macintosh computer running the Mac OS X operating system, which is pc compatible. This means that Mac users can easily open pc files on their computers and run many of the same programs, such as Microsoft Office, in a Mac version.

      Microsoft Office is a great software product to keep your small business running efficiently and profitably. Often Microsoft Office will come already loaded on your new PC, although you should clarify whether it is a trial version that you will have to pay for separately later on. Most small businesses will find that this software is all they need to get started. With it, you can choose from an array of templates for letters and faxes; create a database for storing client information; develop professional-quality computer-generated slide presentations; and set up spreadsheets for managing budgets.

      If you are unfamiliar with these products, speak to someone who works with these software packages and operating systems and ask to see the software in action. Have a list of questions ready that relate to what you want your software to accomplish. You will also want to ask about ways in which to protect your computer (and your client’s computers!) from viruses that spread over the internet. Ask for recommendations on anti-virus software and firewall packages. (Norton AntiVirus, a Symantec product, is among the most popular.) Also ask about ways to install critical patches that prevent holes in your operating system from leaving you vulnerable to internet hackers.

      There is also plenty of software specific to the special events/meeting planning industry. Good event software may cost about $350 and up, but in the long run it will save you valuable time and money. Let your software do some of the work for you by assisting you in the planning and organizing of your next event. Software is available for virtually all aspects of event planning, including speaker management, banquet seating, budgeting, scheduling, registration, surveys, fund-raising, and auctions.

      Before you make a decision to purchase event software, you must be clear on the type of events or services for which your company will provide services. For example, you would not want to waste money on a meeting-room planner software if your company’s specialty is golf tournaments. Always do a lot of research before purchasing specialized software. Ask to see a demo, and ask for a list of clients you can call before purchasing the software. Check out the competition. Question why one software is more expensive than another. Ask about training and whether there is a 24-hour customer service/help line.

      Choosing industry-specific software may be overwhelming when you are just launching your business. If you find it so, just stick with a solid bundle, such as Microsoft Office, and build a wish list over a few months. A bit of on-the-ground experience will allow you to make a decision about what is important for you and your business to run effectively and efficiently.

      Corbin Ball is a name to remember when it comes to special events software and technology. His website, <www.corbinball.com> provides comprehensive and up-to-date information on meeting planning and events technology online. Quite simply, you cannot find a better “one-stop” resource for information on event planning software. You can also find the link to “The Ultimate Technology Guide for Meeting Professionals” on the website, or just visit <www.mpiweb.org>. There you can download the complimentary guide of more than 1,200 event/meeting industry-related software packages, from site selection to post-event analysis. These software solutions automate respective jobs, provide data analysis, increase accuracy, and streamline nearly every function of the business. The job directory is even classified into numerous categories; each listing includes pricing, contact information, web addresses, company history, and technical details.

      Facsimile machine

      Fax machines offer an efficient and economical way to communicate with clients, suppliers, and business associates. The fax machine allows you to send and receive documents for signing, such as registration forms, quotes, and contracts. It is less expensive than an elaborate telephone system, eliminates time spent on the telephone (which can tie up your line), and eliminates any verbal misunderstandings. Your fax machine can also serve as a photocopier in some cases, saving you the cost of buying a photocopier or paying a copying service.

      If you have a computer with a modem, you can purchase software that will enable you to use your computer as a fax machine. If you decide on the fax-modem option, remember that while you can receive any kind of fax, you can only send information that is already on your computer. If you want to fax a brochure to a client, you will have to scan it into your computer before you can fax it using a fax-modem.

      Digital camera and scanner

      For today’s special events business, a digital camera is an essential tool of the trade. Prices have dropped dramatically over the years, so it is wise to invest in a reliable, good-quality version for documenting your events and creating an e-mail portfolio or images to use on your website. Scanners can be equally useful in the business for promoting your business and communicating to clients. You will probably want to scan in photos, newspaper stories, and resource information from books and magazines.

      Other equipment

      For the special events company, there is no real need to invest in a photocopy machine. Many copying needs can be done either at your local copy shop or a custom printing shop. As mentioned, some fax machines are able to photocopy, and there are growing numbers of inexpensive, 24-hour photocopying outlets.

      Office Supplies

      In the special events business, you need very little in the way of office supplies to get you started. It is easy to get carried away by the many options available in paper stock, print quality, and general office supplies. This section covers the basics of what you need without spending more than you should.

      Custom printing

      Although software programs make it possible to print letterhead and other stationery using your own computer, utilizing the services of a custom printer will ensure that you have professional-quality business stationery. Get a few quotes from reputable printers in your area to find a good supplier. Ask to see samples and find out what savings you can achieve by using certain types of paper stock (matte versus glossy) and by limiting colors. More information on establishing a “visual identity” through the use of logos, etc., on your business stationery is included in chapter 8.

      General office supplies

      Before you launch your business, go to your local stationery store and stock up on general office supplies. You may be able to find better prices for these supplies at a big-box store, and some also offer free delivery. The last thing you will want to be doing once you are in business is