Does anyone have any iside information on event planning industry?

Question

I am a caterer, and would like to get to know and work with some event planners in my area (orlando, fl) Whats the process, how do event planners choose who they work with? Whats the best way to 'sell' yourself to them?

Answer 1

First of all, make up a portfolio. Show the spreads and kinds of food you can do. Have all your info and pricing down, right down to the margin of hiring help, cost control, and will you have to rent the furniture? Figure every last cost in to the meal price, then tack on a percentage for *your* service.

Schlep yourself. People won't come to you, go to them. Take the portfolio. Companies or people don't want someone who doesn't look prepared and professional. Be prepared to not only answer questions, but ASK them too. That's how you're going to find out who is worth working with. And there is no shame in turning down a gig because the feeling isn't right. That would just be a blot on your name and company.

I've been catering various events for over 10 years. You need to sell yourself. Go after it! And good luck!

Answer 2

Here is a fairly different answer than the others - but it's blunt honesty!

Event producers are all about networking - we are quite possibly the most social group of people on the planet (we're not always nice, but we're definately social!)

So what you want to do is break into the 'inner circle' of the planners that you want to work with and become friends with them. For the most part planners hire people they like and trust, not necessarily who has the best photos in a portfolio - besides portfolios are outdated - spend your money on a website instead because that is what people really want to see and you'll likely pick up some non-planner business from a website that you wouldn't from a portfolio.

You definately need to check out your local chapters of groups like ISES - the International Special Events Society (www.ises.com) and MPI - Meeting Professionals International (www.mpi.org) because that is where your future contacts (and clients) are spending their time. Call up a local chapter and offer to provide the food for one of their monthly meetings - that way your potential customers will be able to see and sample your food, which always helps to convince people (some chapters have a budget for food and can actually pay your costs - try that first, because Orlando's ISES chapter is pretty big). I was the VP of Programs for 3 years of my local ISES chapter and we were always thrilled to have people call and offer to help with meetings - I definately never turned down a caterer! But if you can't do that, at least attend their meetings and get involved - you'll meet lots of people that way. It helps you break into the inner circle and really get to know people and thru that you will get jobs and likely great referrals. We are a people business!

Orlando is literally swimming in event business - you should do well if you really work to create and nurture a network.

FYI - the Event Solutions (www.event-solutions.com) conference is in Florida next August (I can't remember if it's Miami or Orlando) - be sure to go!!! It's a great conference with lots of fun and friendly people and it's run in association with NACE (National Association of Catering Executives) so there will be lots of other caterers there and some great courses to take too.

Good Luck to you!

Answer 3

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Answer 4

I can tell you what I look for in caterers that I choose to work with.

You do need a portfolio. It needs to contain all jobs you have done complete with contact info for each of your customers so we can call and ask them what they thought of your work. You should check with your customers and make sure they are ok with you giving out their info.

You need to compile a list of every item you can prepare. You do not need to list the recipe for each one. You should also have the cost per serving of each item. I recommend grouping them in appetizers, entrees, sides, desserts, drinks, and then miscellaneous if it is something that will not fit in one of the former groups. For example if you can make a watermelon boat, that could go under sides, dessert, miscellaneous.... You should also include some pictures of your food. Take the time to set a table and make it look nice. You want to show that you can present the food nicely.

You need to also specify in your portfolio what you provide when booked. Linens for tables/napkins, servers, flatware, plates, cups, silverware, trays, warmers, and etc. Event planners need to know exactly what you do. If you do provide linens specify what colors/styles.

Also specify whether or not you do the cleanup/setup. Do dishes (if you provided them) have to be clean before returned or do you clean them yourselves.

Plus how much space you require for your setup/cleanup. Event planners value their time and will often take your portfolio to look at later when they have more time to really read it. It is also a good way to get a second meeting.

You should also have several example menus broken down by the complete cost, serving time, supplies, cost per dish, per serving, and anything else you are charging for. Event planners need to know exactly where their clients money is going and what for.

You also need to specify whether or not you prepare samples for tasting. No true Event Planner will hire you without sampling some of your dishes. They may look pretty on picture/paper but Event Planners need to know they taste good before recommending you to clients.

Make sure you dress nicely for your meeting. Event planners will not work with someone who looks sloppy. And above all be on time!!!

Most event planners are always looking for more good caterers to work with.

I know I look for caterers who are willing to go that extra mile to make my customers happy. Be truthful about what you do and don't do. Nothing will get you blacklisted faster then lying.

I look for flexible people who can be accomadating to my clients wishes. Your performance reflects on us.

You should also start trying to get your business cards in places where even planners frequent. Such has party rental places. Most places are more than happy to allow you to leave some business cards. Make sure you return the favor by giving out theirs too. Nothing offends people in the event industry more then when you do not promote them when they promote you. Remember you stratch my back I'll stratch yours.

If an event planner does work with you frequently be sure to cut her/him discounts for your services. It will bring both of you more business.

I hope this helped. Feel Free to email me if you want [e-mail]

Have a great day and good luck!!!