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MESSAGE TO BALLOON DECORATORS
"10 STEPS TO SUCCESS
WORKING WITH EVENT PLANNERS"
By
Julia Rutherford Silvers
EXPO EVENTS,
INC.
1. PROFESSIONAL
INTRODUCTIONS
You are both busy professionals. Call first to introduce yourself, ask
if the event planner ever uses balloon decor, invite them to look at your web site, and
make an appointment to meet. If you can't meet due to schedule or proximity, ask if you
may send the event planner some information about yourself and your product. Then SEND
IT with a short cover letter thanking the event planner for the time and ask
that your information be included in the event planner's vendor files for future
reference. Then call the event planner to review the materials you sent and answer any
questions the event planner may have.
2. PROFESSIONAL PRESENTATIONS
The materials you send or bring to a meeting should illustrate the scope
of work you are able to do and should include color photographs or color Xeroxes of
installations you have done. During your introductory call you should find out what types
of event the event planner produces and then tailor your presentation materials to that
event planner; i.e. primarily wedding decor to wedding planners, corporate logo walls to
corporate event planners, unusual balloon sculptures to themed event planners, etc. Offer
to provide additional materials as needed.
3. YOUR "OTHER" SALES FORCE
Make it easy for the event planner to sell your services to their
clients. Provide promotional photos with your name only on the back (planners do not
identify their vendors to their clients, especially in the proposal phase). Give the event
planner a price list for standard items. Respond quickly to requests for quotes. Offer to
do samples for presentations.
4. NO SURPRISES
Be clear on your pricing and give firm quotes that include all fees.
There should be no hidden charges after the original quote has been supplied to the event
planner. Communicate ALL your needs to the event planner at the time of the quote,
such as set-up requirements, equipment, etc., because these may impact the overall charges
the event planner must include in a proposal. Also realize that the event planner will
probably be adding a commission to your price, so NEVER reveal your price to an
event planner's client
. . . . . . . . .5. ETHICS
SPOKEN HERE
The event planner's client is NOT your client. Never approach the
client or give out your business card when doing a job for an event planner. If asked,
tell the client you can be reached through the event planner. DO NOT solicit that
client independently after the job. It is unethical and unprofitable: that one client
certainly could not provide you with as much work as the event planner could. Plus, word
will spread quickly that you "Back Door" event planners.
6. KEEP YOUR PROMISES, PLUS
Always show up on time. Deliver what was ordered. Do not make
substitutions without prior approval. Be prepared to do that "little something
extra" that will impress and assist the event planner. Find ways to add value to your
service, like "Thank You Balloon Bouquets" for the event planner to present to
the client.
7. BECOME A CREATIVE PARTNER
Communicate your willingness and ability to work with the event planner
to achieve a creative vision. Event planners are theme designers, and once your
relationship is established, your creativity will be challenged. Approach that possibility
with enthusiasm. Teach the event planner enough about balloon decor to encourage that
creative partnership.
8. PRACTICE RECIPROCAL REFERRALS
You can serve your own clients better if you're able to refer them to an
event planner who can provide all the additional services they might require for a large
event. An event planner could refer "balloon only" clients directly to you. You
and the event planner should determine if and what commission you will provide to the
event planner for the referrals provided to you and vice versa.
9. BECOME INDISPENSABLE
Find ways to solve the event planner's challenges, both creative and
budgetary. Show the planner you are part of his or her team. Continually educate the event
planner on the possibilities and innovations in balloon decorating. Find ways to help the
event planner "think balloons".
10. KEEP IN TOUCH
Put the event planner on your mailing list and send your newsletter and
other marketing materials regularly to keep the event planner updated on your
achievements, products and services.
EXPO EVENTS,
INC.
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