We know that cheapest event planning service is not necessarily the best. But, how do you determine the best? Is an event planner considered the best because he receives a ton of publicity? Is he the best because he produces or manages an enormous number of events? Is the event planning company the best because of the prestige of their clients? The answer is a Yes and also No.  Just because someone knows how to generate great PR, doesn’t actually reflect on the quality of his or her services. Nor do producing hundreds of events per year or having produced an event or two for some prestigious names. What, I feel, is the best, is the planning or management company that listens to you and what your are trying to achieve. They will listen to you when you explain your budgeting concerns. A good sign is If the firm, whether large or small seem to “get it” after meeting with you. Another guide is that you will have one primary person with whom to work and that the person is the lead planner, producer or manager for your event.

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Run Away From the Bargain, Event Planner, Not Towards Him

Run Away From the Bargain Event Planner, Not Towards Him


10 Reasons Why Looking For The Least Expensive Meeting

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Event Planning Services Is Not A Good Option

  1. They don’t make a planning timeline & share with you,  Ask for a sample planning timeline
  2. They don’t make a risk assessment.  Will they sit down with you to do a SWOT Analysis?
  3. They don’t have contingency plans? Ask for them.  Stuff happens and one needs to be prepared
  4. They don’t keep a written record of any changes or updates. Will they mail you confirmation of changes?
  5. They don’t make a detailed event timeline and share with all parties. It is very important to share this with you, the venue and all vendors.
  6. They don’t conduct a walk-through with you & all vendors prior to the event. Ask how far pre event that they usually do this? Insist on a walk-through.
  7. They won’t have enough staff on site for your event There is much more that should be considered. but this is a start. Ask how they organize the staff on site? How many check in people per 100 people?  If there is a program, is there a stage manager or a staff person assigned to assure the flow of the program?
  8. They aren’t organizedLook at the way they communicate with you. Do they seem scattered?
  9. They won’t return your calls or emails in a timely manner. Look at their communication with you. If communication is not good now, it certainly won’t be any better during the  production period.
  10. They don’t have a website and their email is not addressed to their company domain is a clue that they lack professionalism.Even a simple website gives some credibility that the person is truly in business. If they can’t have a domain name email that is another sign of not being very business like.
Grand Bargain Event Planning

Grand Bargain Event Planning

If you have questions about the above or would like to  have P&V Enterprises help with your event, please contact:

Pat Ahaesy, CMP, CSEP at pahaesy@pnventerprises.com

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Event Proposals and Good Business Relationships

by Pat Ahaesy on August 6, 2014

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Most of us in the event planning and management world receive RFPs from companies,institutions and not for profits to manage all or part of their conferences or events. However, there is a an understanding of best practices that seems to be non existent. We all want to build good relationships with our clients and I assume that they wish to do the same.

Some suggestions during the RFP process:

  • respond within a day to a query from the proposer
  • let your RFP recipients know when you need the proposal
  • and (also very important), when you will make a decision.

If you, the buyer and future partner,  likes everything that is being proposed except for the price, talk with that company representative and see what can be worked out. Conversely, if the price is great, but some of the ideas are not exactly what you envision, talk the the proposer about this, too. No doubt, they would be happy to make some changes to meet your vision. It’s really all about being considerate of one another and communicating well. This means responding to emails or phone calls and be open and honest about your vision, budget and needs. It’s very difficult, no, impossible to present a satisfactory proposal without good communication.

Think about this and if you would like to comment please do. You could also email Pat Ahaesy, CMP, CSEP at pahaesy@pnventerprises.com

3 Factors That Affect Webcasting and Your Hybrid Even

I. Bandwidth  We are not concerned here about download speed. What we are concerned about is upload speed. When planning a webcast a critical factor is your upload bandwidth. If you’re sharing the connection with others, all you get is your share at that time. You can ask the venue to let you (or better yet, your webcasting folks) speak with IT and have them give you a dedicated connection. This means an assigned IP address and a portion of the bandwidth. Your webcast equipment should also be connected with an Ethernet connection. You don’t want to worry about possible signal interference over a wireless network.

II. Upload Speed Talking about upload speed can be confusing, but essentially, if your webcasting partner knows that you will need 1.5Mb upload, twice that amount of bandwidth should be requested: 3Mb, as there could be spikes of upload bitrate during a broadcast, (e.g. lots of sudden movement on the screen, or picture-in-picture shots) and we don’t want the broadcast to fall apart.

III. Shared and Dedicated Service. Basically these are the two types of broadband Internet access at home, in your office or in a venue.

1. Shared Internet service works like this: You sign up for what you are told, for example,10 Mbps download and 2 Mbps upload. But if you look carefully at the supplier’s or venue’s disclosure, they say that you get “up to 10 Mbps download and 2 Mbps upload.”  Be careful, as “up to “ means a maximum, not a minimum or even an average value. In other words, 10 Mbps is the fastest line speed you can ever expect to see and don’t count on seeing it at any particular time. If your meeting is being broadcast in, say, a large company office, you could be sharing bandwidth with all the guys sitting in their cubicles checking their Ebay accounts or sending important massive documents to business colleagues. If it’s in the auditorium or another public area, guest wi-fi users could be on the same network watching Youtube or uploading photos. These are things that take up a lot of bandwidth and will negatively affect your webcast transmission. Why is this the case? It’s the way that the shared Internet connection is organized. The venue figures that not everyone will be online simultaneously. Even those who are at their computers aren’t likely to be all downloading or uploading huge files at the same time. So they sell that 10 Mbps service to 10, 25 or even 100 different users. If most people are composing email or reading web pages, you’ll have the lion’s share of the bandwidth to yourself. But as soon as one or more users start downloading, that 10 Mbps is divvied up to support as many users who want to use bandwidth at that time. You can see, then, that the amount of shared bandwidth you have available can vary greatly and will change from minute to minute and impact your ability to stream your meeting.

2. Dedicated Internet Connection This is of prime importance. The venue must give you an assigned IP Address.  This means that it is only for you and your webcast. This is the key. IT folks may call this a Static IP Address, but it means the same. If it is not dedicated and someone else shares the IP address and its bandwidth, you will have problems streaming your event. You wouldn’t want your broadcast to go off line or freeze. Even worse, the network could dynamically assign a new user just logging into your IP Address, and you get kicked off the internet entirely.

If a venue will offer only wi-fi or shared access, you may be forced into an exotic solution such as HD over 3G/4G cellphone networks (pricy), to forego webcasting your event, or to contract a different venue. Basically, though, part of your initial planning should include the webcast and its needs so you are able to make all the right decisions. Certainly there are webcasts planned as an afterthought, but a planning professional knows that carefully planning logistics is essential.

If you would like more information or clarification please contact us at info@pnventerprises.com  with the subject line “3 Factors” or 212-534-3052. We can also webcast  your conference or event for you.

Get Out of Your Zipcode

by Pat Ahaesy July 16, 2014

Recently, we decided to go to a favorite part of New York City that we don’t get to as often as we like. It’s called “Alphabet City” and it’s East of the East Village. Yes, the North-South streets are Avenues A, B and C. Walking around there is so different from the part of New […]

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Some Metrics From Your Live Streamed Event That You Can’t Get From The Face To Face Event.

by Pat Ahaesy July 9, 2014

Some Metrics From Your Live Streamed Event That You Can’t Get From The Face To Face Event. This tidbit was on Meetings Net and it is definitely worth sharing. MY comments are included. 4 Metrics You Need to Track During Your Next Virtual Event Attendee Behavior Patterns – you can tell how long they are […]

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Did You Know That You Can Market Your Business With An Event?

by Pat Ahaesy June 24, 2014

Did you know that you can market your business with an event, whether you own a retail store, a restaurant or are a B2B company or even a personal service provider? However, you should not just “throw a party” and expect it to successfully market your business. Here are some tips on planning a successful […]

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In-House AV or Independent AV Company?

by Pat Ahaesy May 21, 2014

In House AV or Independent AV Company? This is a dilemma just about every planner face.  Almost every hotel and many independent venues write in their contract that you must use their in-house AV Company. But, in fact do you have to?  Obviously,  when you are in the contract stage with a hotel or independent […]

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AV Costs and Your Meeting Objectives

by Pat Ahaesy May 5, 2014

AV Costs and Your Meeting Objectives Quite often we see requests on various meeting planner groups for an AV RFP. Frankly, every meeting has different AV needs, so one size does not fit all! We often receive a request that explains that the client needs us to stage and video record and webcast a very […]

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Why You Should Consider Webcasting Your Meeting

by Pat Ahaesy April 15, 2014

The world of meetings & special events has certainly changed in the last few years. As a matter of fact, it’s taken quite a beating, but clearly there continue to be major special events and meetings. For instance, those Oscar after-parties with all that swag still happen, there are still posh weddings, Fortune 500 Companies […]

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