Event Planning Rate - Virtual Assistant Forums

beachlover · #1 (**permalink**) 11-30-2007

Should I charge more than my administrative services for event planning? I charge more for desktop publishing. Should I charge same as desktop publishing or somewhere in between the two?

Tess · #2 (**permalink**) 11-30-2007

I honestly have no idea!

I've never offered event planning services. You know who might be a good resource is TaCreacia - her username is FourSquare. She offers event planning services along with her basic VA services and may have some good been-there-done-that insight!

Anyone else? TaCreacia - what do you think?

beachlover · #3 (**permalink**) 12-01-2007

Thanks Tess. Does anyone else have an opinion on this?

Tess · #4 (**permalink**) 12-01-2007

I sent her a PM so hopefully she'll pop in - I'm sure you'll get some more feedback over the weekend

Just curious, does event planning take 'more' skill, time, effort, input, expertise, etc.? If so, then my first instinct would be that it's naturally a more valuable service...I hope you get a more focused answer than mine!

beachlover · #5 (**permalink**) 12-01-2007

I think if you have planned a successful wedding, a birthday party, etc you can do it. It requires more time than the regular administrative tasks. There is research involved, coordinating, sometime you have to be creative and you have to be able to think on your feet. Thanks for sending the PM.

Tess · #6 (**permalink**) 12-01-2007

I've planned and hosted a multi-guest public symposium (on environmental issues, sustainability, etc.) at a university, numerous parties, etc. I guess I was just wondering if there was any criteria for charging more (?)

Rebecka Melson · #7 (**permalink**) 12-01-2007

I have planned events in the past and you definitely have to have great organizational skills and be very resourceful. It can also consume your time, especially if you have a demanding client who requires perfection. I think it should receive a higher rate.

However, if you do not have prior experience in event planning I would probably not increase my rate until I had a few satisfied customers under my belt who could back up the increased rate by providing a glowing referral.

Rebecka Melson · #8 (**permalink**) 12-01-2007

Another thought, you might call some local event planners and find out what the going rates are and see how they compare to your current rates.

#9 (**permalink**) 12-01-2007

Hello, I do event planning all the time. The thing with it is it can be time consuming if you are just starting out. Once you do it a few times it becomes second nature.

How I do it is I have a consulation with the person and we go over what they are looking to have. Food, Venue, Theme, Guest list, etc. Once I have the initial meeting I will tell them I will get back with them in 2-3 days. At which time I put together a few quotes with a break down of what they can have for that. You have to get a good understanding of what they person wants so that you can go and do your research.

It's a good idea if you are going to do event planning to plan ahead. By this I mean contact a few venues and get price list and such. Make a good connection with a few hotels, DJ's, Caters, Rental Facilities. That way you can call them once you do get a client and find out if they are open for the date they have given you. Also when meeting with them you want to get 3 dates. Just incase your contacts are aviable those dates.

Rate and how to charge. Get the feel for the person and see what they are looking for. Once you get that and if you feel they will be hard to work with or might change their mind a lot then you will want to charge a little more. I usually charge a retainer fee so that I don't waste my time looking for stuff and they decided not to use me after I give them my findings. I have had that happen and basically they just wanted me to give them ideas and find a location and they attempted to do it on their own. Which they ended up calling me to do it in the end and I ended up charging them another retainer. My retainer depends on what they want me to do. For Reunions or larger events I usually ask for a retainer of $150-$200. For birthday parties, retirement parties and events that are a little smaller and not to hard to put together I ask for $50-$100 for retainer.

I will send a copy of some of the questions I ask a little later so that you can have an idea of what to find out to determine your fees.

beachlover · #10 (**permalink**) 12-01-2007

Thank you for your responses. I have planned corporate events for the last 4 years for a major Pharmaceutical company. I have also planned events like workshops, trade shows and a beauty pageant and family reunions. I am not a certified event planner.

I have seen some event planning companies who charge a retainer and then a % of the total cost of the event. How do you feel about charge a %?

#11 (**permalink**) 12-01-2007

% is good, just make sure it covers your time and effort. If it's a event that tickets are sold at then that's iffy. Because if they go in the hole and don't profit you lose out. I would do % only if it was a benefit banquet/event. The only other way would be if i have work with this client before and we have a good working relationship. Personally I like the flat rate to me it's a little more professional and planned out.