It's a thankless job, but somebody has to do it

"My to-do list is so long that it doesn't have an end; it has an event horizon." Craig Bruce

Meeting and event planners have the single most thankless job on the planet. Let's take a look at a day in the life of a meeting planner. For the purpose of our day, we will call our meeting planner Amber.

Amber gets started before most folks. She is in the office by 7am. She can't find her desk because it is covered with marketing material. There is propaganda from the new hotel down the street, the new restaurant that is opening sent her an invitation for their reception, the MPI chapter registration for the event next year is filled out and waiting to be mailed and in the corner are 10 media kits from speakers that include DVDs waiting to be watched.

The resort for the conference left a voice mail letting her know that they can only accommodate 300 of her 500 guests. There are 89 emails to return and her boss wants to know if she has the seating chart for the banquet on the 18th finished yet. The phone starts ringing at 8am. It is a professional speaker. Before finding out if she is busy, he launches into his pitch. His is great. He is the greatest speaker since sliced bread. He can motivate a mountain to move and the skies to open. Amber didn't even catch his name because he started talking before she started listening. Can he send a media kit? Sure, why not? She will add it to her collection of never seen DVDs. All of this occurs before 9am.

GIMME A BREAK! These folks have so much going on they barely have time to breath. Give them some space. If you are going to contact a planner directly, please keep a few simple pointers in mind.

1. This is a relationship based business. No one wants a used car salesman coming to their house and pounding on their door. Likewise, meeting and event planners get pounded on by every vendor and representative in the field. Don't be one of them.

2. Manners Matter! Make sure the person you are calling on is a good fit for both of you. Be courteous. Ask if they have time to speak with you. Respect the answer if they don't. Be clear and concise and get to the point. State your name and tell them what you can do for them. I am sure you are a great speaker but no one has time to hear you recite your resume.

3. Follow up is important. Do what you say you are going to do. If you say you will call back in a week, do it. If you are going to send an email, send it. Try to remember that you, as a speaker, are on a check list next to set up chairs and pay caterer. The easier you are to deal with, the more likely you are to get dealt with on a consistent basis. These folks are busy. If you leave a message on Monday, don't get upset if you don't get a call back on Tuesday. Wait a few days and try again.

IF the thought of trying to communicate with meeting and event planners is still overwhelming to you, don't worry. We are fluent in planner. Just give us a call and let us simplify your life.