Join the Team

When developing a working relationship with an event planning committee, don’t be afraid to make suggestions, and offer to join the committee

There is no better way to get on the special event circuit than a good referral — especially from a committee member. Festivals, parades, black-tie galas, golf outings, walks/runs, and reunions are only a few of the large special events that are typically planned by committees.

To land these types of special event contracts, it is imperative you understand how to work best with a committee and what the committee’s expectations are for their portable sanitation provider.

Whether it is a foundation, church, charity, university, or municipality, you will more times than not find a committee in charge of special events. While an employee from the organization may be assigned to the event, the committee will usually have the authority to make decisions, spend money and take action on behalf of the event.

Each event — even for the same organization — will typically have different committee members. This means if your business does an excellent job for one committee, you will have a glowing referral for all events within that organization and the companies, nonprofits, and other organizations its members belong to. Committees offer a great networking opportunity and an ideal way for you to demonstrate the professionalism, quality, and value of your services.

Most committees review bids and vote on contracts as a group. However, some will leave decision making entirely to the event chair — or head committee member. There also are times when a committee is so large that decisions are broken down into smaller subcommittees with a specific area to oversee.

WORKING TOGETHER

Committees meet regularly — generally once a month — for six months to a year prior to a large special event. As the event date approaches they will meet weekly. If your business is contracted, you should offer to be part of the committee and regularly attend meetings. It is important they get to know your business, its commitment to the success of their event, and that you are enthusiastic about their work.

As part of the committee, you will build relationships and assist with logistics. Now is the time to impress them with your expert advice. Don’t hold back! Educate the committee about the correct number of units to use, proper placement, entry for the delivery trucks, and safe pathways for guests.

Committees prefer to work with vendors who sincerely support their event and organization. They also expect their suppliers to maintain the best working relationship possible with the committee. Some suggestions for putting your best foot forward:

• Be kind, polite and happy.

• Offer competitive pricing.

• Up-sell only the necessities — don’t make every appearance a sales pitch.

• Have clear expectations and understanding of the committee’s vision for the event.

• Know all the details about the bid and the contract.

• Attend meetings regularly.

• Do your part to maximize event traffic by properly placing units and other equipment.

• Visit the site the day before the event to ensure its success.

• Provide quality service — even if the pricing is low.

• Conduct a post-event follow-up interview.

THINK ABOUT SPONSORSHIP

Large special events notoriously operate on a small budget — or no budget at all. Essentially the dollars to pay contractors come out of the gross profit. Therefore, the amount raised — or net profit for their cause — will decrease as they pay vendors. This is why the lowest bidder, or the bidder they trust the most, will win the bid. It is also the reason why they rely heavily on sponsorship from vendors.

Offer to be an event sponsor and donate a portion of your restrooms or hand-washing stations to the cause. This gesture will go a long way. View it as a marketing opportunity and free publicity. Remember to write the actual cost of your donation on the invoice and note it as an “in-kind’’ contribution. You don’t want the committee to forget your goodwill and support.

There is no stress like planning a special event for months or years — only for all the planning to come down to one day. Therefore, servicing large special events is dependant upon your ability to meet their needs.

Listen — and then talk. If you up-sell with no basis for your suggestion, there is no faster way to lose respect from a committee or a bid. Prior to making recommendations ask about the date and consider the time of year. Also, find out the number of attendees, how long the event is expected to last, how long each attendee will stay, and if food and/or beverages are being served.

Committees will try to save money by cutting the number of units rented. It is important to resist the temptation to comply if you know it will be a disaster. Share your experience and industry information to discourage cutbacks that will reflect badly on you and the event.

A FINAL WORD

When you are part of an organized, successful and memorable event, you can almost guarantee your business will grow. There is no better marketing for a business than satisfied customers. Remember, committee members will help you build your business if you do a great job.



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