Tip – How to Choose the Right Meeting Planner

You may have guessed it: not all planners are created equal. In searching for a meeting planner, you should be prepared to asked pointed questions with regard to your potential planner’s reputation and ability to service your group’s specific needs.

Where do I start?
PEC recommends starting your search in one of three places:
– Contact the local CVB (convention and visitor’s bureau) and ask about the company’s reputation
– Contact all references provided by the planner
– Contact the Better Business Bureau

When I find a planner of interest, what questions do I ask?
– How do you stand behind your commitment to service excellence?
– Are your prices inclusive of: Gratuity? Taxes? Staffing? Administrative fees?
– What is your policy for changes, additions or subtractions?
– How will I be notified of possible charges not included in the proposal?
– Are you a preferred supplier of the local convention bureau?
– Have you ever had a grievance filed against you?
-How do you measure your quality of service?

What are the essential qualities of a great planner?
– Demonstrates honesty and integrity
– Is respected in the industry among peers, clients, and subcontractors
– Saves you time and money
– Provides service excellence and stands behind their reputation
– Flexible to your group’s needs and requirements
– Provides creative and unique venues, tours and event ideas
– Will be the liaison between you, and all venue spaces and contractors
– Maintains database records
– Provides a complete report after your event
– Accessible 24/7 during your event
– Provides thorough communication
– Provides impeccable listening skills
– Sensitive to individual needs of the group

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