Not all planners are created equal. You should be prepared to ask pointed questions with regard to your planner’s reputation and ability to service your group’s specific needs.

Tips for choosing the right Independent Meeting Planner:

1. Contact the local CVB and ask about the company’s reputation
2. Contact all references provided by the planner
3. Contact the Better Business Bureau

Questions you should ask your planner

• How do you stand behind your commitment to service excellence?
• Are your prices inclusive of:

• • Gratuity
• • Taxes
• • Administrative Fees
• • Staffing

• What is your policy for changes, additions and subtractions?
• Could there be additional expenses not specified in the proposal?
• How will I be notified of possible charges not included in the proposal?
• What is your policy on change notifications?
• Are you a preferred supplier of the local convention bureau?
• What pertinent trade organizations do you belong to? Are you an active member within that organization?
• Can you provide me at least three client referrals?
• Have you ever had a grievance filed against you?
• How do you measure the quality of your service?

Essential Qualities of a Good Planner

• Demonstrates honesty and integrity
• Is respected in the industry among peers, clients and subcontractors
• Saves you time and money
• Provides service excellence and will stand behind their reputation
• Flexible to your group's needs and requirements
• Provides creative and unique venues, tours and event ideas
• Customizes meetings and events to your needs, wants and objectives
• Will be your liaison between you, the venue and all subcontractors
• Troubleshoots
• Maintains database records
• Provides a complete report after your event
• Offers a professionally staffed concierge desk specific to your group’s needs
• Accessible 24-7 during your event
• Provides thorough communication
• Provides impeccable listening skills
• Sensitive to individual needs of the group