5 Things That You Need to Create a Positive Vendor Relationship

Vendor relationships are extremely important to event professionals. Without them you wouldn’t have an event. It is key to understand that your relationship with a vendor is two-sided. You need them and they need you.

Hiring a vendor is the first step, but the process doesn’t stop there. You need to create positive relationships with your vendors. This way you have someone you can rely on and vice versa. With a positive relationship comes trust and good communication skills. The best event planners are on great terms with their vendors, and can call them up the second they need something!

Here are 5 things you need to create a positive vendor relationship:

1. Meet face-to-face or via phone

A relationship can’t get started until you talk and understand each other. We understand both parties are busy, but take the time to meet face-to-face. This will help you communicate better and begin a good relationship. After the initial meeting, or after a successful event, send them a thank you note or small gift. They will appreciate it and remember in the future.

2. Understand each other

The best relationships have great communication. Depending on the person or event, this could vary. If you are a visual person, draw out for them what you have in your head. If they are vital for the layout of the room, show them the venue! Talk about what you want, and let them know that you expect the same.

3. Get EVERYTHING in writing

The cardinal rule to working with vendors is getting everything in writing. Contracts are very important for events. Sometimes you don’t get all the details in a meeting, so be very careful before signing and read the fine print. You don’t want to wait until the 11th hour to notice that the vendor can’t deliver what was promised verbally or from assumption.

4. Show respect

Event vendors can range from a simple tent provider to acrobatic performers. But part of the relationship is trusting and knowing that they are the experts in their field. Respect that they know what they are doing and can live up to expectations. If they do a great job, the best thing a event professional can do is refer them if someone asks.

5. Be loyal

Staying loyal to a vendor is also something that creates positivity. If the vendor is available and did a good job at your last event, then they will probably expect to do the next one. This loyalty will benefit you both in the long run. Over the years it could lead to discounts, referrals and more! Every time you work with that vendor again it will solidify your relationship and lead to great things!

Vendor relationships are critical to the success of events. Not everyone will work out, but be persistent and you will create long-lasting relationships and spectacular events!

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Creating a Thrilling New Year’s Party

The Holidays are quickly approaching, which means events and gatherings of all kinds for you to either host or attend. One holiday in particular is New Year’s Eve, which is always accompanied by the year’s biggest parties. New Year’s Eve is a time to celebrate the past year’s successes and new beginnings of the upcoming year.

As a host, you always want to put your best foot forward. Have fun brainstorming fun ideas, but most importantly make sure you are prepared for the task at hand. Whether you are hosting a celebration for friends and family or having a huge blowout party with celebrity performers, we have some ideas on how to create a thrilling New Year’s Eve party!

Whether you want to WOW! your guests with festive food, interactive games or a themed atmosphere, we came up with ideas to make your guests leave in awe:

Light Up the Night with an Interactive Activity

Instead of fireworks, surprise your guests with Chinese lanterns! This subtle, yet beautiful custom is a great interactive entertainment option. Guests will enjoy being this hands on activity where they can write their wishes for the year on the lantern and watch them float into the sky. Make sure that this activity is legal in your state, as several have acted to ban it.

Use a Bubbly Twist on Decor

Champagne is a MUST for NYE parties. Since you’ll already have bought champagne for the party, use empty or full bottles for decorations as well. Add glitter and decorate them for centerpieces or place them around the room! Pinterest has some great ideas on how to repurpose the bottles.Have Bite-sized SweetsAs midnight nears, guests will likely be standing and walking around more than before as the party comes into full swing. For dessert, try festive Cake Pops! These are easy to grab and are hard to resist.

 Photo Source: Celebrations.com

Another great option for a late-night snack is personal popcorn boxes. Make this easy and loveable snack pop at your party by placing them in a printable box, perfect for sponsorship at large parties or a personal message for more intimate gatherings.

 Photo Source: Celebrations.com

Theme It Up

For those looking for a unique NYE party theme consider a ‘Black and White Ball’ or a ‘One Last Hurrah’. Check out the details here! Other popular options include prohibition parties, masquerade mystique, or even black light. Just be sure that your theme aligns with interests of the guests you are inviting.

Share the Year’s Highlights

NYE is also about reflecting on the past year. For smaller parties, have guests write their favorite memory of the year on fun colored paper and place them in a mason jar. Read these aloud to relive great memories. For large parties, have guests tweet or share a post on Instagram and portray them on a screen inside. Guests will love to see themselves on a big screen!

Make it Memorable with Photo Opportunities

At any fabulous party people are going to want pictures. Who doesn’t love capturing a memory of when they are dressed to the nines or having a blast with friends? Set up a photo booth or create a space with a festive backdrop. Encourage guests to strike a pose by having fun props to pose with. Include props with the upcoming and past year, fancy glasses (stars, sparkles, & funky spectacles), mustaches & lips, and printed phrases like the one below!

 Photo Source: Uncommon Designs Online

These are just a few ideas to get your NYE party started! Anything with glitter, champagne and finger foods are always a hit, but try to think outside of the box for your party this year! What unique twist are you planning on using or have you seen in the past? We’d love to hear!

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Creative Event Spaces: Libraries

Hotels and conference rooms are always a classic choice for events, but they can get repetitive for event attendees on occasion. In your next search for a creative event space think about a library for your event!

Some of the most beautiful venues around might be right under your nose! Libraries are more than just shelves and books; they hold art, knowledge and have stunning architecture. Libraries vary in size around the world, and all serve a special role for the community they are a part of. This venue can work for business meetings, lectures or social events.

When researching libraries in your area, make sure there is enough space to accommodate the size of your party. Libraries can work for a wide variety of events, but consider using the space for the following event themes:

  • Intimate weddings: For anyone who has seen Sex and the City, you know how spectacular this would be (only with a better ending!)
  • Come as your favorite literary character party: This would be great for Halloween or for a themed party!
  • Cocktail party

  • Corporate meeting
  • Anniversary of a major event

  • Fandom parties
  • Children’s Benefit

Consider theming your event to a popular book series, or holding a “Who Done It” type of event in the Library – circa Sherlock Holms, Murder mystery party etc. This is the perfect place for the characters to come to life.

And Who wouldn’t love a Harry Potter Themed event in an older historic library!

These are just a few themes that could take place in one of these historical sites. Just make sure you have permission to be loud!

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Creative Event Spaces: Wineries

Searching for the perfect venue can be tiresome. In addition to knowing the size, cost, and décor capabilities, you’ll want to know what environment or atmosphere will best fit your event.

In your search for a creative event space, you may want to consider holding your event in a winery.

Wineries are a wonderful summertime and early fall venue choice. Many have great cellars that you can hold part of your event in or beautiful terraces to enjoy a peaceful night. Not only does a winery give you spectacular views, it makes your drink choice obvious!

But don’t think wineries are just for the wine, enjoy a peaceful atmosphere where guests can wander around the property. This venue can work for cocktail parties, corporate events and more. The options are endless.

Keep your event simple, and let the scenery speak for itself.

Although wineries are a great fit for a wide variety of events, consider using this venue space for the following event themes:

  • Wine and cheese fundraiser
  • Romantic Wedding

  • Halloween parties (think of the opportunities for scare factors out in the vineyard)
  • Team building exercises
  • Paint and wine night

  • Women who “wine”
  • Sommelier expert and chocolate pairing social
  • Chef competition

  • French themed dinner

 

Photo Credit: Jay Wennington

  • 1920s event
  • Corporate Picnic

Photo credit: Gregory Bourolias

No matter the theme or event, a winery is a surprisingly refreshing venue choice! Next time you are planning an event think about the benefits of using a local winery and enjoy the views, fresh air and grapes!

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7 Simple Centerpieces for Fall

Fall is finally here! Which means we can start thinking about all the great Holidays this season. It means football, changing leaves and warm sweaters.

Fall is a great time for events, and centerpieces don’t have to be extravagant to get your guests attention. So we came up with a list! Here are 7 centerpieces that are simple and classic!

1) This rustic centerpiece is chic and simple! Use a lantern as your main piece with a warm candle and some accents around it to light up your table.

Photo Source: Women’s Day

2) Create a centerpiece with soft-hued pumpkins to subtly draw in the guest’s eye. Add a little sparkle to make it pop!

Photo Source: Women’s Day

3) Get inspiration from your local apple orchard for this centerpiece! Lay down some eucalyptus and candles of different sizes to add volume to the table.

Photo Source: Country Living

4) For a simple project, go to a craft store and create your own centerpiece with only a few items. Incorporate your event’s color scheme with different leaves and string. Accompany with a scent that fits in well!

 Photo Source: Women’s Day

5) Make your centerpiece edible! Gather some fruits and nuts in a hue of your choice and gather your guests around. Not only does it look good, but tastes great too!

 Photo Source: Country Living

6) Add a pop of color to your centerpiece! This easy to do project will brighten up any table and make guests feel warm and welcome.

 Photo source: Women’s Day

7) Put a twist on wild wheat with this centerpiece! Add color to an ordinarily bland décor.

 Photo Source: Elle

These centerpieces are simple and easy to do, and can accompany almost any fall event. From a small dinner party to a large wedding, put your own unique spin on them, and let them speak for themselves!

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Accountability Partners

In the event world, you are surrounded by all sorts of people. Vendors, clients, guests… but sometimes you need someone who motivates and understands your position as an event professional. That is where an accountability partner comes in!

An accountability partner is someone who keeps you and your goals on track. An entrepreneurial definition is someone who “provides guidance and hold their partners to their commitments to help them take their success to the next level”, there is a “duality to the relationship” and each person “holds them accountable to their goals”.

This is a unique relationship, and unlike a mentorship, both partners help each other to reach their career goals. But this doesn’t mean that you won’t learn from each other! These relationships can be great for business and bring unexpected benefits.

An example for someone in the event profession could be another event professional, or someone completely different. Your accountability partner doesn’t need to be identical to you. For example it could be someone creating a marketing startup, a PR professional or another business area.

The point of having an accountability partner is to keep you motivated and on track. Everyone has bad days (or week), and it is good to get advice from someone outside your business who understands the struggles and successes.

There are many benefits to having an accountability partner, just make sure you choose wisely. The most important thing when choosing is making sure you will each benefit each other.

Here are 4 benefits that you get from an accountability partner:

  1. Business growth: An accountability partner will hopefully give you new insight into your business, and build on your own ideas. This relationship can bring business recommendations and referrals by your partner, and vise versa. The right partner will contribute to your career and push you to succeed.
  2. Motivation: An accountability partner should always motivate you and make sure you do your best! In times of stress or moments that you are unsure, they will pick you up and give you advice. This comes from a different standpoint than a friend or relative, because they most likely have gone through similar situations.
  3. Tracks your goals: Make it clear to your partner what your goals are in the beginning (and continue to update!). Their job is to keep you on the straight and narrow. They will be there to remind you why you are doing this.
  4. Friendship: Your accountability partner may have started out as an acquaintance or a stranger from a networking event. But, depending on your time talking, your relationship may have turned into a friendship! This is great! You know you can trust each other with business ideas and growth, but you have built something much deeper. This may not always be the case, but the point is mutualy understanding your goals and accomplishments and pushing you to achieve those.

There are many more benefits that come from an accountability partner, so start your search! Know what you want to get out of this relationship before looking. A great way to meet an accountability partner would be networking or joining a business group. Find out what there is in your city and don’t be afraid to try new things!

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Creative Venue Spaces

We’ve all been to great events in standard venues like hotels, convention centers, churches, event halls but the events that really stand out in our memories are the ones that are held in non-traditional venues.

When you begin planning your event and you want to make sure you add that WOW factor, start by thinking about a creative and unusual venue that will give your event a fresh and exciting bang right from the start.

Some possible options you might consider are:

  • Museums
  • Art Galleries
  • Country Clubs
  • Private Yachts
  • Wineries
  • Tents
  • Libraries
  • Airplanes
  • Restaurants
  • Airport Lounges
  • Theme Parks
  • Aquariums
  • Entertainment Complexes
  • Covered Swimming Pools
  • Theatre Stages
  • Retail or Specialty Stores
  • Soundstages
  • Sports Stadiums
  • Practice Fields
  • Rooftops
  • Private Clubs
  • Equestrian Clubs
  • Golf Clubs
  • Spas

Don’t let traditional spaces limit your imagination, but do take into consideration your event needs when booking your space. Some questions to ask yourself are, Do you need IT capabilities? Are restrooms readily available and suitable to your attendees? Will your attendees be comfortable in the space? Will the weather be appropriate for the event in the space you are choosing?Be creative with your event space choice, but make sure it fits with your event objectives and meets all of your clients and attendee needs.

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Texting During An Event

We know that texting when we are driving, when we are in face-to-face conversations and during church is not acceptable, but what about texting during an event between the meeting planner and the provider?

Of course I keep my phone on silent, but the ability to communicate with my client during an event has been extremely helpful. This line of communication between you and your client during an event can make sure your guests are comfortable, update on the location of your keynote speaker, and let them know just when the VIPs are ready to enter the stage. Not only that, but texting can keep the catering company on track, allow you to know when to release guests for dining, or get the temperature adjusted in the room to keep the guests comfortable.

Therefore, I’ve gathered my top tips for maintaining your professionalism while using the great tool of texting to communicate with your client and vendors during an event:

1. Mimic your client’s communication style

Make sure you know the best way to frame things for your client. Be sure to keep the text professional and keep the slang words and emojis for your personal text.

2. Make your texts clear

Texting is for short messages. Because they are short, they can at times be misunderstood. Instead of shooting off a quick message that wasn’t well thought out, take a minute to make sure your message can be easily read and understood without creating any hard feelings or misinterpretations.

3. KISS – Keep It Simple Sweetheart

Don’t be long winded on your text messages. Save the novel for email communication. Understand that a quick text to have the heat in the room adjusted is just that. No more needs to be said. Make sure your communication is not quip or snarky on text. This can easily be misread.

4. Respond Promptly

The reason I love texting for events is because I don’t have to open my email, comb through all the junk emails and find my client’s correspondence. I can quickly get the message and pass it along to others and solve the problem quickly. I am also less likely to miss something.

5. Be Patient

Yep, I just said quick, quick and quick; now I am reminding you to have patience.The fact is, your text might have come at a bad time and can’t be immediately responded to. Don’t continue to send texts over and over; give your recipient a bit of time. If you don’t get a response in a very long time…Pick up the phone and call.

6. Don’t completely give up on the old-fashioned phone call 

Yes, I love the ease of texting, short messages and quick responses, but sometimes the best way to communicate is still hearing a voice on the other end. You can learn a lot about what is going on with the person by hearing what and how they say it.

7. Finally, don’t text more than necessary, know when to end the conversation

I know sometimes texting ends abruptly, but if the information flow has come to a stop and all the necessary information is exchanged, end the chain. Don’t get stuck with having to have the final word.

Use texting to your advantage with your client and vendors during an event. It will save you from running from location to location to communicate simple requests, or the loud interruption of a radio that comes on at inopportune times. Make sure you have a list of all the cell numbers you need from your clients and your vendors and if you are sending a text to a new number, or haven’t communicated in a while, make sure to introduce yourself again to those you are texting. “Hi, this is Tracy Fuller, ………”Happy Texting!

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Event Technology: Instagram Stories

If you stay up to date with social media apps, you may have noticed a new feature in Instagram. The photo-sharing app recently added a ‘story’ option for users. Similar to Snapchat, a user can now upload a picture or short video for followers. Unlike regular posts, these only last 24 hours.

This is an unexpected change for Instagram, which seems to take this idea from another popular social media tool, Snapchat. So how does this effect the event world?

We all know that live feeds are becoming popular, and that Snapchat is great for communicating directly with attendees. However, Instagram is still more popular and has double the users Snapchat does (around 300 million!).

For events and event planners, who already have a good following on Instagram, and may struggle with Snapchat, this is your golden ticket! Now you can tease your audience with behind-the-scenes peaks, your planning process and more!

It is more common to post multiple times on Snapchat than compared to Instagram, so use these stories to give you more exposure to your followers! Use it to your advantage, because stories appear at the top of the screen, every time a user opens the phone app.

For those not familiar with Snapchat, but want to get the most out of the Instagram stories, know that these can range a lot of different topics! Tease guests with previews of your next event, or if the theme is a secret give them hints. Show off your event team and your work area. The possibilities are endless!

With new updates to social media apps coming in lightning fast, it is crucial that you stay updated; especially if you are targeting millennia’s who are tech-savvy. Just think of this as one more opportunity to reach out to your audience and gain potential attendees!

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Nostalgia Marketing

Everyone likes to feel young, no matter what their age! We have been thinking about this idea with events. How can we bring that feeling back just for a night? A trend called nostalgia marketing, that’s how!

Think back to your childhood or young adulthood, how playing a simple game or listening to an artist brought so much joy. Why not bring that back for your guests?! A popular term for this is ‘throwback’. Brands have been doing this for a while, applying old-school artists or retro games with their products and commercials.

Applying this trend to events is easy to do and will bring back a lot of good memories for event attendees. One rule to follow when applying this is knowing your audience. You want to make sure you hit their sweet spot, and bring as much nostalgic value as you can!

For those in their mid-20’s, think about setting up karaoke and dance stations. Popular video games, including Dance Dance Revolution and Sing Star. Popular music choices like Britney Spears and *NYSNC will drive them to the dance floor.

Another idea for a group would be a game party. Use a little imagination and create over-the-top “games such as inflatable Twister, Jenga, Pop-a-Shot, and an updated version of foosball.” This will bring guests back to a simple time and bring back great memories.

The possibilities are endless, and everyone can transform back to a special time in their lives for a night.

For more check out what BizBash had to say in their article here!

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