FREQUENTLY ASKED QUESTIONS

How do you charge for your services?

Charges are customized to each project's requirements.  No two scopes of services are the same.  For each client, we prepare a detailed scope of work and an estimate of our time and fee.  We like to make this process as transparent as possible so the prospective client can see what they'll be paying for.  As a general rule of thumb, event planning and management costs will run between 15% and 30% of a total event budget.

When should we retain you?

The earlier the better.  That way, we can use our experience to help you shape your program in ways that can save you money and guarantee a more successful event.  Our experience with venue selection, program design, audience definition, sponsor identification and development of marketing strategies can prove invaluable to the client.  If desired, we can also serve as "event doctors," coming in at a later stage in the planning process to help you deal with unforeseen emergencies or staff overloads. 

Can you help us at the idea stage? 

Yes, we often assist clients with initial brainstorming and conceptualizing.  We sometimes do this through a small start-up contract in which we facilitate the development of a program, prepare a budget and planning timeline, confirm a venue and help position the event to attract participants and sponsors.  In some cases, this initial work helps to focus the client's thinking.  In others, our input leads to considerable re-framing of the event for a more successful result.

My firm has an event planner on staff.  Do I still need to work with you?

Perhaps.  We sometimes team with client's staff, dividing the tasks in a mutually agreed upon way, to make best use of our and your resources.  This kind of collaboration has the added value of providing on-the-job training, with us imparting new skills to your staff that will be of value to you in future events.

Is it true that videoconferencing and webcasting are replacing traditional meetings?

Not really.  Videoconferencing and webcasting substitute for some meetings.  They change the nature of others by giving added flexibility and opportunities for cost reduction.  We help clients assess the merits of "beaming in" their speakers rather than flying them in. It's possible to assemble attendees not only at one central hotel but also at a number of widely dispersed satellite locations, with each location able to communicate with the others in real time.  As both of these technologies become cheaper and more flexible, we can expect even more imaginative applications in the event and meeting world.

How do you use the internet in your event planning work?

The internet is now central to all aspects of the event planning process, with new applications and refinements being added each month. From online promotion, registration and budgeting, to supplier quotes and negotiations, to fund raising and client communications, the internet speeds and simplifies our work, and reduces the need for paper. Event Web sites, blogs and forums help us promote events and secure advance registration and payment from attendees. They remain alive following the event, fostering a sense of community and facilitating ongoing communication among event attendees.

How important is your CMP designation?

This internationally recognized certification (Certified Meeting Professional), provided by the Convention Industry Council, shows that Devon Knight, the company's owner, has completed intensive training and education in a wide variety of subjects related to event planning and management, and successfully passed internationally administered standard exams that attest to her proficiency.  The requirements for recertification insure that she remains up to date on the latest techniques and practices.

How do you insure that your events are green and sustainable?

Achieving a “green meeting” requires attention to a wide variety of details, including hotel practices, catering decisions, transportation options, recycling at venues, and substitution of electronic for paper delegate materials. While many venues, suppliers and client organizations are aware of the importance of green and sustainable meetings, some are not. We are aware of the latest trends and practices in this area, and work with all clients and suppliers to implement and improve their sustainability practices.