I recently came across a fantastic way of describing the levels of service that a vendor or consultant provides. As Ed Delia describes it, we can be:

Commodity Suppliers: generic and lowest-priced

Trusted Suppliers: consistent and good to turn to in a pinch

Valued Suppliers: proactive and vocal with the client’s customer in mind

Preferred Suppliers: live and breathe continual improvement

Innovative Suppliers: influence the market

Partners: co-creators, seamlessly integrated into the client’s team

Strategic Partners: enter into joint ventures with the client

At the very least, Ginger Donnan Events strives to come in to a first-year event as a valued supplier, evaluating the event from top to bottom and keeping the attendees’ needs first and foremost. With our second-year clients, we are preferred suppliers looking for ways to take the event to the next level. Some second-year clients may even be consider us a partner.

In the middle, though, is the innovative supplier, someone or some company who is making a very public and visible difference in the industry, such as designer extraordinaire Preston Bailey,  Howard Givner and his Super Planner iphone app  or BidPal and their auction bidding device. This is a category that I would like Ginger Donnan Events to join.

Which level of service are you providing? What kind of supplier or partner do you aspire to be?

BizBash, the industry’s premier source for event news and venue and vendor recommendations (and I’m NOT paid to say that, it really is), recently launched a volunteer board for event organizers to get the word out when they need a helping hand. As event planners to non-profit organizations, we often reach out to our network for committees or on-site assistance, and this alternate route for finding donated labor is a welcome addition.

Whether you’re an entrepreneur, a new graduate or a someone with 15 years experience under their belt, there are many professional reasons why you should be contributing to your community as a volunteer.

As an entreprenuer myself, I have learned that lunches, networking events and  memberships are all well and good in the marketing mix, but besides a personal referral, nothing beats donating my time to show a potential client how I can help them.  Every proposal is, in essence, a volunteer effort. A proposal is free and includes a mini-event plan, including a budget and a timeline. There have even been times when the event was scaled back, a potential client did not need my full planning services and I helped them on-site at the event anyway. The goodwill was paid back the following year when they DID hire me.

For those just entering the workforce, a volunteer assignment, particularly a long-term one, can be the key to that first job. Time spent learning the ins and outs of a non-profit organization, as well as developing relationships with key people there, can help you better understand a professional work environment and show that organization that you are committed to their cause. Recently, I had the chance to be a reference for a recent graduate who gave of his time to a non-profit committee and I’m thrilled to say, he got the job!

And for those of you overtaxed by years of working in the same industry, or even, the same job, volunteer work can be eye-opening. You may find that you want to take your career in a whole new route or you may find that you have an opportunity to contribute so much more than just your annual donation. Now more than ever, charitable organizations are in need of passionate leaders with skill sets learned in the corporate world since there is more demand for organizations’ programs and services and financial donations are just starting to bounce back.

So which organization are you calling today?

This summer has been a unique opportunity for me to broaden my experience planning events for non-profit organizations. Ginger Donnan Events (GDE) is currently working with two organizations promoting cancer research, and supporting the families of those with a cancer patient: The Leukemia & Lymphoma Society (LLS) and the Family Reach Foundation, respectively. While I’ve planned events for a non-profit organization in the past, it’s been interesting to balance a variety of clients without being limited to just one cause. Our work is benefiting all sorts of institutions and their missions, making me a more well-rounded event planner. I find this very rewarding.

Another unique experience has been creating the maps for the LLS Light the Night Walks. My previous experience making maps included receiving an assignment, creating the map, and the job was complete. The maps for the Light the Night Walks require me to be more interactive as we adjust Walk routes and place tables and tents in various locations.

Just as with any job, there is a set of specified skills which are used on a daily basis to successfully achieve a goal. We are creating timelines and managing tasks, which contribute to the greater goal – a successful event. However, I’m finding that the beauty of being an event planner does not necessarily stem from the repetitive use of dozens of skills but rather from the freedom to use those skills to work with a variety of different clients. The skills remain the same, but the application differs. This opens up a world of opportunities to both the client and the event planner to create a more enriching planning experience. I’m looking forward to continuing to expand this event planning experience for both personal growth and the growth of the relationships with our clients.

• The average salary of the experienced meeting planners they surveyed was just over $100,000, plus a median bonus of $10,000.
• Professional  services firms are still paying an average of $15,000 less than financial and insurance firms.
• The Certified Meeting Planner designation is worth about $3,000 more a year.
• More than 50% of respondents outsource finding venues/vendors, registration and on-site logistics to meeting planning companies like Ginger Donnan Events.

OK, they didn’t actually say Ginger Donnan Events! But the facts about outsourcing did get us thinking about our own statistics as we approach our third anniversary. Our average fee to plan an event has been $11,500, depending on the services selected. While no outside provider can take the place of a long-term, senior meeting manager in terms of institutional knowledge, HR decision-makers should weigh the value in bringing on additional event help as needed, rather than maintaining a full-time events team at all times. Some of our most requested services are:

• Budgets – From the initial draft, through countless revisions, to reconciliation, we track every dollar so you always know where you stand.
• Communications – We correspond with attendees to confirm registrations and maintain consistent communication with you through bi-weekly progress reports.
• Contracts – We make sure arrangements are correctly outlined in contracts and negotiate the best rates and concessions on your behalf.
• Food and Beverage – We make recommendations that will delight your guests but stay in line with your budget.
• Master Event Plan – This document of all services and event details is updated throughout the event planning process and provided on a regular basis as a reference for you.
• Material Writing and Production – From solicitation letters to programs, we write compelling copy specific to your audience, your event.
• On-site Management – We arrive early and stay late so you can focus on developing relationships with your attendees, rather than managing logistics.
• Post-Event Evaluation – We lead and/or participate in closing discussions to make sure learning opportunities are captured.
• Production – We identify production needs, solicit proposals from vendors and manage their tasks through the event, including lighting, audio-visual, photography and videography.
• Timeline – We lay out the list of tasks from the start of our involvement to post-event evaluation with a detailed timeline and report back as each item has been accomplished.
• Vendor Selection – We work with your preferred vendors or can recommend trusted sources.

Would your company like to save the cost of an additional, full-time meeting planner by outsourcing some of these tasks to Ginger Donnan Events? If so, contact ginger@gingerdonnanevents.com today for a proposal!