How To Choose an Event Theme

Does your event have a theme? Well, it most likely does, even though you might say you don’t want or need one. Okay, it may not an obvious theme like a 70’s disco or a Hawaiian luau, but all events have a theme or some underlying message that runs throughout the event.

It might be something subtle rather than an outrageous idea, but every event should have a theme.

Having a theme certainly helps you organize your event and assists in keeping it cohesive. It helps you create the collateral for the event, like signage and invitations that line up with the messaging and helps the attendees better understand what the event is about. It also helps to hire speakers that speak to your messaging.

So how do you choose a theme? Well, consider what is happening in your organization. It might be a new campaign, a new product, or a new message you want your audience to hear. These are things you should base your theme around.

When deciding on a theme, consider what you want the audience to take away. For example, your theme might be “The Power of One” and the speakers might talk about how one person makes a difference in the company, encouraging each and every attendee to stand up and take responsibility to make a difference in the company and rise above their day-to-day tasks.

If “The Power of One” were to be directed to a group of donors, you might have the speaker share how the amount they donate makes a difference in the organization and how it benefits the recipients.

Here are a few things to think about when theming your events:

  • Know that the theme is the first impression that people will encounter when they see event updates and information.
  • Make sure all the material is consistent and carries the same message throughout.
  • Hire speakers who will communicate your subject matter.
  • Make sure you are specific with your event theme.
  • Consider who your audience is and make sure you don’t offend anyone in that group.
  • Make sure your theme delivers the message you want your attendees to receive.

When theming your events, make sure the theme speaks to the audience, that you use the theme throughout the whole event starting with the invitations and any online elements, and make it follow through.

Don’t have any ideas for your next event theme? We have you covered! Check out our pre-packaged themes that have everything you could possibly need!

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The Biggest Change Event Planners Will Need to Deal With in 2020: Will Curran Interview

Will Curran of Endless Events

What’s the biggest change that will affect event planners in 2020? That’s the question we put to Will Curran recently.

Will is the founder of event production company Endless Events, co-host of three event industry podcasts, and a partner in Creative Event Team among other claims to fame.

Here’s what he had to say about the biggest change on the horizon for event pros.

What’s the biggest change that event professionals need to deal with in 2020?

Will: Good question. The biggest change is that sustainability is no longer a talking point, it’s an action item. It’s no longer about bouncing ideas around, it’s about execution, turning ideas into activity. It’s no longer something cool to discuss, it’s now the obvious choice.

Make the Impossible Burger the default, and let people ask for beef but pay a little extra. Eliminate single-use plastics. Don’t hand out straws. Get rid of tchotchkes. Don’t hand out plastic swag bags, and don’t allow vendors to bring knick-knacks that just end up getting left in the hotel rooms.

It can’t be about seeing a cool idea and deciding you may try that some time, or proposing to set a sustainability goal for next year. You don’t have to be afraid to piss anybody off anymore, because we’re in this new age. Just see the change that needs to happen and make it happen. The biggest change that needs to happen is that no longer is it about the past, we have to move forward.

But Wait, There’s More

Will isn’t alone in his position on sustainability in the events industry.

Earlier this year, the Events Industry Council launched its Principles for Sustainable Events. As Tina Wehmeir, chair of the EIC board of directors, stated:

“Developed with extensive global input and derived from an examination of industry standards, global sustainability frameworks and alignment with the United Nation’s (UN) Sustainable Development Goals, we are confident these principles will serve to unify the events industry’s commitment to a more sustainable world.”

The principles have been endorsed by more than 60 global industry associations and enterprises from 13 countries.

More recently, the Event Manager Blog published its Sustainable Event Management Guide to Better Green Meetings, featuring 33 easy green meeting ideas such as issuing e-tickets, using real china, providing solar-powered charging stations, utilizing LED lighting, and replacing real flowers with reusable artificial floral arrangements.

Finally, Skift has reported on the burgeoning popularity of Costa Rica as an event destination, thanks to the country’s “state-of-the-art accessibility and connectivity, lush natural environment, and…sustainability initiatives which can help meetings stand out and offer a transformational and eco-conscious experience.”

Taken together, these sources indicate that the transition of sustainability from a future trend to a current reality may just be the biggest change event professionals will need to deal with in 2020.

A version of this post was published previously on the G2Planet event technology blog. Reposted with permission.

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10 Essential Business Practices for the Self-Employed

Here are 10 valuable business practices I’ve learned over years of owning and operating businesses. These little tidbits have helped with my company’s exposure and name recognition, and took my event planning business from six figures to over seven figures.

Small things can make a big difference in your business, especially if you are working from home. Make sure you keep your mind sharp and your face out there for your vendors and clients to remember you.

1) Be a partner to your clients.

Your client hired you to help with a project, idea or specific task. Your job is to make them look good to someone who is important to them whether it be a boss, colleagues, event participants, or their clients. Make sure you consider yourself a part of their team to succeed.  Being a valuable team member makes it less likely you will be replaced.

2) Keep up with fresh ideas and the newest technology.

You’re the expert in your field; your clients look to you for fresh ideas and what is happening in that field that they don’t have time to track. Knowing what’s new and cutting edge will keep you on their minds when they need innovative ideas and a new approach for their problems or opportunities. Being well-versed has led me to many upsell situations, and can happen to you as well.

3) Read and absorb industry material.

What event industry magazines, blogs, and newsletters are you reading? What podcasts are you listening to? Are you checking in on your competitors? What are they offering that you aren’t? Are they contributing to the industry news?

With easy, instant access to new and exciting information in your industry, make sure you can introduce your clients to new and exciting offerings that fit their needs. They are hiring you for your ideas and inspirations. Make sure you have something to offer.

4) Document ideas that fit your clients’ needs as you come across them.

You’re out and about, talking to people and learning what others have done in the industry. If you’re attending trade shows, networking with other professionals in your line of work, or attending conventions, you’ll probably run across information you think would be great to pass along to your clients.

Make a note on your phone, tablet, or laptop so that you have that information next time you have the opportunity to chat with your client. This will give you information to share as well as a great way to get in front of your client to sign the next contract.

Networking for Your Business 

5) Communicate with past and present clients to stay on top of their mind.

Once I got an event from a client just because he had a need and his previous provider didn’t stay in touch. OUCH! This left an opening that I was able to walk in and close.

Make sure you are reaching out to your clients periodically; this ensures your name isn’t forgotten and your card isn’t lost in a sea of other similar businesses, but rather stays at the top of the pile.

6) Become friends with your clients.

I had a client for several years and I knew little about her story but was careful not to share my own. One day we both happened to be sitting together watching our daughters play volleyball and got into a conversation that we both connected on.

This made the sales process, meetings and events so much easier. We now had connecting points and shared experiences on a personal level, not just business. Be careful that you remain positive when visiting with your clients. Don’t slip into nagging or complaining. And NEVER talk about other clients in a negative way—this will make you look bad, not the client.

7) Hire experts in areas you don’t excel in.

The age-old difficulty for the business owner… letting go and delegating! Don’t’ worry, you are not alone, but the quicker you learn to let go of tasks that someone else can fulfill for you, the faster you will grow.

Take me for example; taking six hours out of my week to mow the lawn just doesn’t seem financially sound. Consider this…what is your hourly rate? Can you hire someone to do it for less than what it would “cost” you?

If you don’t enjoy it, don’t have the best equipment, or get frustrated and pull away from where you make your money to handle a task, delegate it out! When I finally learned this lesson (one I heard over and over throughout the years) my business doubled!

Know your strengths and weaknesses; play to your strengths and hire to fulfill your weaknesses. This saves you time and frustration.

Finding the Perfect Vendors for Your Corporate Event

8) Become an information resource.

Do you have one person you can call when you just can’t find what you’re looking for? That one person who knows where to find the impossible? Be that person for your clients and vendors.

You know you have the connections and it really doesn’t take much time, but knowing where to find the unusual—who can make it and how to make it—has been a wonderful way to keep my name and number handy for my clients and vendors.

I had an experience where the meeting planner requested something from the hotel and the hotel event manager agreed to provide, but then didn’t know how to provide what they had agreed to…they called me, and I ended up with an excellent client for 10 years. And the hotel looked like a genius for being able to provide the request.

9) Surround yourself with like-minded people.

One of my favorite groups I belong to is a group called South Side Masterminds. It’s a group of entrepreneurs from different industries that get together once a month and discuss business challenges, ideas and solutions.

We are a very small and closed group, we laugh throughout the whole meeting, and the ideas and businesses that have come out of this group have been amazing. I highly suggest you find your own think tank to get involved with. This keeps you active in the community (especially if you are a solopreneur!) and exposes you to new ideas and thought processes.

10) Contribute to the community.

Online or in your neighborhood, being involved in your community is a great way of sharing your passion, giving back, and getting to know others. It’s not all about gaining new clients or finding your next big event, though on occasion it might lead to that.

For me, I have always enjoyed helping others achieve their goals and putting their best foot forward for their clients, donors, etc. It feels good to help create an event that everyone benefits from.

I pick two or three events a year to donate my time and resources to, and do my best to make sure their event goes off without a hitch. I have a few very cool events that I’ve had the opportunity to have an impact on, and there is nothing more rewarding. The relationships I’ve built through these organizations have been priceless!

Wrapping It Up

These are a few of the very important tips we as entrepreneurs need to keep on top of our minds each and every day to make sure our business, and you, stay in the limelight.

Remember the roofing guy you met at the 4th of July party? Probably not, because he didn’t connect with you following that one-time meeting, so you probably won’t think of his name next time someone is mentioning how they need their roof redone.

We are all human and each busy in our lives; if our face isn’t seen by those who can recommend us, than we are losing out on business connections that could come our way. They say the best opportunity to sell is when someone else has recommended you. Get out there and be seen!

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How To Think Like an Event Planner

Event planners are a unique breed, and when you part of the event planning world, you have to think about certain things from a different perspective. An event planner usually has a team behind her/him at some point with members who are brilliant in their own fields—but who aren’t event professionals. Help those around you recognize how you think!

Details are crucial, and thinking of solutions to help solve potential problems at your event can only help you. As the planner, you need to make sure everyone else around you is up-to-date; whether that is your co-workers, vendors, or your client.

Communicating what is coming up and what needs to be accomplished should be a top priority. While the event planner knows everything that needs to happen, others may not be briefed on what to do if something unexpected comes up. Be quick to catch them up and help them understand what the best solution is if something were to happen.

What it comes down to is communication. As an event planner and individual, you may have your own lingo, but it doesn’t mean anything if those around you can’t understand. If you need something done, take the time to explain the task to the person clearly so they can accomplish it perfectly the first time.

Make sure they understand your message 100%. As the event planner, you are in charge, but you can only complete so many tasks at once. Loosen the reigns and let those working for you do what they were hired for, and your event will run more smoothly!

To learn more about thinking like an event planner click here.

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A Day in the Life of an Event Planner

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The day in the life of an event planner is hectic and ever-changing. No one day is quite like another. That’s the exciting part of the job!  But you can expect your “typical” day to go something like this…

8:00 am: It’s go time! First things first, coffee. Once you get your morning jolt, it’s off to business. Communication is key. Email and phone calls are the start of almost every day. Make sure to check your messages in the morning so you can prioritize how the rest of your day will go. A to-do list is essential, not only to plan out your day, but your week and month as well.

9:30 am: Meeting with a new potential client (congrats!). Make sure you know their priorities before the meeting. Listen carefully to your client, and remember: this is their day. It doesn’t matter if this is for a party for five, 500, or 5,000. Every event counts.

Building a client list is crucial for an event planner, because if you do a good job they will likely come back, and recommend you to others.  Once you score your client (of course!) it is time to plan, plan, plan!

10:45 am: While you are starting to plan for your new client, you have to remember your other clients! An event planner usually will have more than one event going on at a time. It’s all about multi-tasking and keeping careful track of dates and times.

In a single day, you may have to call a caterer, a florist, a hotel, an event space, an AV provider, a speaker. and other vendors, partners, and suppliers. As it gets closer to the big day, you will need to go to the location to double check that everything looks right and is being set up correctly. It’s all in the details. Organization is an event planner’s most important skill.

12:30 pm: Lunchtime may be a break some days, but on others you may have to meet your clients to get updates, as this may be their only time to meet. It is important to continually be in contact throughout the event planning process. Make sure they are up to date. Share the good news about their favorite caterer and be honest if there are hiccups along the way.

2:00 pm: Throughout the rest of the day expect more calls and emails (remember communication!). Occasionally, you will have to meet with the hotels and florists, etc. to personally see everything is going according to plan.

6:00 pm: On most nights this will mean the end of your day, BUT we cannot forget about the events themselves. Of course, this means you get to attend the event you planned (for weeks and months!), and although you should enjoy a job well done, it is still your responsibility to make sure everything goes off without a hitch.

This means checking microphones, table settings, food and more! Don’t forget the cleanup as well, either hiring a cleaning service or having your own staff do it personally. You can’t leave without the space looking the way it was when you arrived.

Event planning is not your typical nine-to-five job. Often, it involves nights and weekends. But, you get to be involved in a world where your imagination can run free. One of the greatest rewards is knowing that you are turning someone’s special day from their dream into a reality. Remember, planning can be stressful, but in the end it is well worth it all to see your event come to life.

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Networking for Your Events Business

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Attending events, conferences, and meetings you are not working is a great way to network and meet contacts who may be looking for event planning services in the future. Networking can be a productive source for future business if done right. However, it can also reflect negatively on your company or be a waste of time if you go about it the wrong way.

As an event planner, you need to hone your networking skills as this is one of the most important types of “advertising” that you will use.  Meeting and greeting people and making a positive, lasting first impression is imperative to running a successful event planning business.

Following these simple guidelines and brushing up on your skills will help ensure that any time you meet a potential client, you make the best use of the time you have with them. If nothing else, you will leave a favorable impression on them.

1. Know your audience.  If your specialty is planning events for top level executives, focus on networking in that arena.  However, if you are new to networking or not confident, attend some lower-value events first to practice before trying to work a room full of business leaders.

Of course it doesn’t hurt to network in other areas, but establish yourself in your niche market first and then expand.  If you work better with less formal events, such as proms or parties, start there until you are confident enough to try a different market.

2. Do your research.  Find out who will be attending an event so you know how you will want to properly position yourself and your company.  You don’t want to discuss prom decorations while networking with corporate executives, or vice versa.

3. Rehearse what you will say about who you are and what your company does.  Develop and practice your elevator pitch so you can be confident in what you say and know what you are talking about.  Be able to answer follow-up questions should you connect with a potential client who wants more details.  Don’t leave a future customer questioning if you are an expert in your field.

Know how you will respond if you don’t have an answer.  “I’ll have to talk with my lighting person to get his/her advice and get back to you on that.” is a much better answer than “I don’t know but I’ll find out.”  And most importantly, follow up with an answer that day or the next.

4. Follow up.  Once you have met a possible future customer or even just an interesting connection, don’t let the opportunity go.  Connect with him/her, make a sales pitch if appropriate, meet for coffee to discuss possible future events, or just keep in touch to keep your name top of mind so they can easily recall it when they have an event to plan.

5. Keep it fresh.  Have a variety of ways of introducing yourself and explaining your business.  You may meet one person who chooses to introduce you to someone else, and you don’t want to sound like a robot repeating the exact thing you just said to the first contact.  Be flexible and keep it interesting.

6. Be helpful.  If during a conversation, you realize that you have a contact that may be beneficial to them, make the introduction.  Take the initiative to help others if you can.

By all means, keep yourself in the loop as much as possible by following up with both parties.  By introducing two contacts to each other, you will expand your network. By showing that you are interested enough to follow up, you will hopefully benefit from the matchmaking that you’ve done.

7. Make the person you are speaking with the center of your attention.  We’ve all experienced a conversation where the person you are speaking with is obviously anxious to move on and talk with someone else.  Chances are you didn’t work too hard to speak with that person again.  Use common courtesy and be respectful to the person you are talking with at the moment.

Networking can be a highly productive source of leads for your business.  If you aren’t experienced at networking, practice with a co-worker or friend or in front of a mirror.  If you find it uncomfortable or hard to do at first, remember that it will get easier with time. The more people you meet, the better you will get.

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