As an event planner in Miami you are spending a lot of time on tasks outside of the actual event, and there is a lot of back end work that your clients do not get to see firsthand. Knowing that those tasks need to be done in order to throw a fantastic event is what makes you a great event planner: you know there is a lot of work going into one day to make it all come together.
Your clients might just see the event itself and expect you will do all of the behind the scenes work for free, so how can you make your clients understand that there is a lot more to their event than just the event without losing money on each event or, worse, pricing yourself out of the market?
Well, first things first. To be a successful event planner you have to be organized. If you are not on top of what is going on with each event, especially if you have multiple events, then you may become easily overwhelmed. This is where PartyTap comes in. The app will allow you to manage multiple events, including the date, time and number of guests invited. With a simple application storing all of your current events and information it will be really easy to stay organized and ensure you do not fall behind or miss important details for your clients.
Track Hours . . . Outside of the Event
As previously stated there are a lot of hours used planning for an event before it actually happens. These hours might include tasks such as research, writing blog posts or RFPs, networking, negotiating with suppliers/vendors, preparing for appointments, follow up calls and emails, book keeping or even travel time. With so much going on you need to be able to not only complete all these tasks but account for them so you can show your clients you are actually working for them and are doing everything you can to give them the best possible event. PartyTap provides a platform in which you can track live hours before events so that you know how much time you have spent working on specific events. This is really important because you do not want to spend more time working on an event than the income you are bringing in; small events pay less and therefore you will spend less time on them than larger events but you dont want to get caught up in a smaller event only to let the details of a much larger one slide.
Its All in the Details
One of the most important reasons your clients will hire you is because of your ability to handle all of the details: the venue, the food, the staff, the alcohol, etc. Your clients trust you to put all of these things together to pull of their event. As an event planner you have contacts with certain individuals such as bartenders or wait staff, but what if you did not have to maintain those networking contacts? What if you could simply indicate on your phone how many bartenders, wait staff or photographers you want at your event and you will have confirmation they have been booked in minutes? PartyTap guarantees that you will have the specific hourly staff you selected at your event location, within 48 hours. PartyTap connects event planners to highly trained, reliable staff they have vetted for your event such as waiters, bartenders, photographers and even DJs so you can simply open the app on your phone and select everything you need from one easy, reliable source. The days of multiple contacts for varied types of staff are gone; no more phone calls and follow up phone calls about the hourly staff you need to hire, and simply hoping everyone shows up on time. You can choose which type of staff you need, and how many and PartyTap will confirm your booking, show you the rate for each service and the total. So instead of worrying about multiple networking connections for each type of staff you need you can just open this app on your phone and it is one task crossed off your list right away.
Focus on What Matters: Your Business
Whats more is that this tool allows you to focus on growing your business instead of worrying about hiring hourly staff. Since PartyTap guarantees the staff they provide access to are highly trained individuals you do not need to worry about their professionalism, or how they will reflect on you. When it is so easy to find the staff you need for one of your events you can spend so much more of your valuable time on finding new business leads, and booking more events.
Invoicing and Billing
With all those new events you have just booked you will need a way to track your billing and invoicing: once your event is over, PartyTap provides automated billing so you do not have to worry about making sure your staff is paid. You are not billed until after your event, but you can manage the amount of staff and totals all the way up to your big day so you know exactly what your staff is costing you.
Overall Party Tap allows you, as an event planner, to run your business right from your phone and saves you valuable hours by completing multiple tasks at a time. When you are saving time on these tasks it gives you time to grow your business and book more events. You also do not have to worry about your reputation or the staff you have hired not measuring up, because PartyTap promises to provide you with reliable, trained and vetted professionals for any event. When you can run your entire event planning business right from one app on your phone your business will grow and your name will be passed on by your clients to other potential clients, and that is exactly how you become an extremely successful event planner.