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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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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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You Should Know: Christina Moffatt

Vendors play a big role in what we do as event planners. Without them there would not be a complete event. Because of this we like to take time and highlight some of our favorites.

So this week we’d like to highlight Crème Cupcake. Cupcakes with a twist are what this Midwest cupcake company offers – a cupcake store that pairs drinks and cocktails with specific cupcake flavors during their happy hour.

Being a fellow Entrepreneur, we sat down with the owner of Crème Cupcake, Christina Moffatt. We asked her to share some defining moments in her career and how she became the successful business woman that she is. See what we were able to find out:

After working for 10 years in corporate U.S.A., Christina decided she was tired of seeing people with no happiness in their day. Her mission became to find what makes people happy. The answer, she discovered, was cupcakes and dessert.

A baker since she could hold a measuring spoon, Christina combined her culinary skills with her management and marketing experience to create Crème Cupcake + Dessert, which expanded from a home-operated bakery to a commercial kitchen in less than a year.In May of 2015, Christina partnered to take the dessert lounge concept nationally through franchise agreements.

1. What was the defining moment when you made the decision to go into business for yourself? When I booked 1000 cupcakes for the Bravo Gala I realized this could be a full time career.

2. Did you work another job and run your business at the same time? I worked full time for 6 months while I built my business on the side.

3. If so, at what point did you decide to quit working for someone else and work on your business? After I booked the 1000 cupcakes for Bravo Gala, I ran cash flow projections to figure what I needed to produce every month to cover all my expenses and pay myself.

4. Can you give us a small idea of how that decision changed your business? It became serious with marketing plans, networking with right client/ referrals and thinking as a business rather than a hobby

5. What are some of the most important decisions or aha’s you’ve had in opening a business? You have to use tools and peoples expertise that are available to you. You can’t do everything or you’ll do it all poorly.

6. What are some really surprising things you’ve learned about having your own business that you would have never guessed before starting your business? Something is always going to break or you’ll have an unexpected expense so you have to manage your cash flow wisely.

7. At what point did you finally decide to hire your first employee? And how has that advanced your business? When my days were topping to 18-hour days I knew I couldn’t keep going at that pace. I also had a wise mentor named Tracy Fuller tell me “Be happy where you are with your business or hire people so you can grow”

8. Are there any tips or trips you would like meeting and event planners to know when working with you to get the best outcome for their event? I love Planners! They are a great referral source for us! The more precise on delivery time, directions in the building of where to set up down to the table being labeled is awesome. Saves us time from butting in to their day to ask questions.

Want to know more about Christina and Crème Cupcake? Follow them on Twitter @cremecupcakedsm

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The Importance of Taking a Break

We all have those moments during work when we should be doing our tasks but are just blocked. You know there is a deadline, but nothing is coming to mind. You are… stuck.

Being in the event industry clients are always expecting more. What happened last year just isn’t good enough! During these times one of the best things is to just take a break!

Now you might be thinking that taking a break is wasting time, but studies have found that short breaks throughout the day are actually pretty good for you!

Think about it: after a heavy workout we rest our bodies, but after an intense meeting? We usually head back to work. But our minds need rest too!

Here are some ideas:

  • Take a short walk. This can be in your building or around the block. Fresh air can do wonders!
  • Get some coffee! Caffeine will give you that jolt of energy you are craving!
  • Go to the break room. Catch up with co-workers or grab something to eat to re-energize!
  • Watch a funny video. Laughter will take away some of the stress of the workday for a few minutes!
  • Check your social media. See what people are up to today! Just make sure you don’t get lost in your phone.

After these breaks go back to your desk a new person! You got a little perspective in your time off and maybe that sparked an idea!

It is hard to continue to be cutting edge, but in the event world it is expected. That is a lot of pressure! So next time you can’t think of the next best idea, relax and take a short break, and a couple minutes later your mind will be clear and focused!

And don’t forget the ultimate work break: A vacation!

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Cold Calling: Relevant or In the Past

Cold calling. We’ve all been there. Wanting to get our name and brand out there for the world to see our talent. Most of the time these calls are frustrating and take forever to reach someone to make an impact.

Sometimes all the effort leads to nothing and we are back to square one. But in today’s world of technology and social media, do we really need cold calling?

There are so many different ways to get your career as an event professional to the next level without cold calling. First you need to know who your audience is. Are you planning weddings, corporate events, charities?

The first way to advertise your business is LinkedIn. There are millions of professionals available to you, just by the click of a button. It is completely normal to message a professional you do not know personally. Make sure you write your own message – not the pre-written one LinkedIn provides.

Another idea is simply emailing the person you are trying to contact. Most websites provide that information if you look close enough. It is acceptable to write another email a few days with no response, just be respectful of their time.

A less direct approach is Facebook advertising. Your company may do many different events, but with Facebook you can narrow down who you want to advertise to. Be specific in your words and after awhile those people you have been trying to reach for a year might be contacting you.

Lastly is networking. Join groups with similar interests. Or simply get involved with your community and help out when needed. Volunteer your services and maybe it will catch someone’s eye! A lot of different people act as board members on any given charity. When you put yourself out there good things come back!

There are many other ways to reach executives or the decision makers of companies today. Be creative and do some research on the person. If they are super involved in social media, tweet at them! Maybe it will catch their eye and start a conversation.

Cold calling is in the past, it is time to start moving forward and gain clients without the frustration!

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11 Tips For Great Conversation

Engaging in conversation can be somewhat of a sport: listening to others ideas, collaborating, discussing deep subjects. It is something I love to do and find it to be essential to my wellbeing and the health of my mental state. I have learned to enjoy networking and find the new ideas and meeting new people fascinating. During various conversations I learn new things about the other person as well as myself with each and every encounter.

As an entrepreneur and with any social career where you find yourself interacting with others, conversations are bound to happen. Some discussions can lead to career advancement, building relationships within your business community, or just creating a valuable connection or future friendship. Therefore, it is something that cannot be ignored in most instances.

Conversing doesn’t always come easy, but I have found that applying the following tips in my conversations can help get the ball rolling:

1. When introducing yourself, use both your first and last names

When you meet someone for the first time, use both your first and last name. I know there are tendencies to use first names only if the other person does, but sometimes your last name can be a conversation starter or help others recognize what they have heard about you and your business from others. If this is all positive conversation, this will add instant credibility to your conversation. I like to say what company I am with as well. Sometimes others may have heard of your company only, so it’s a great way to put a face with the name.

2. Mirror body language

If the person you are talking to is standing with their arms crossed, cross your arms. Exchange a few sentences and then uncross your arms, see if they do the same. Subconsciously we follow each other’s body language and maybe you can encourage them to open up. If not, offer a pleasant ‘nice to meet you’ and move on to the next person or group. If they don’t open up maybe someone forced them to attend this event and they are just not in the mood to share.

3. Focus on others first

I find it fun to play a little game and watch the conversation. I ask the person I am speaking to what they do for a living, wait for the answer and see if they ask me. If not, I move on to the next subject and ask another question. I am waiting to see if and when they will ask about what I do, about my family, or something to engage the conversation both ways.

4. If you listen, they will think you are smart

The person conceived as the smartest person in the room is the one that is the best at listening, weighing the conversation, and then speaking. Be a great listener and you will project the interest that others are seeking to have fulfilled.

5. Put away the cell phone

This shouldn’t have to be said but a cell phone in your hand that you check often lets the other person know that they fall second to whoever or whatever is on your phone. Turn off the ringer, put it in your purse or pocket, and have a real conversation that you are engaged in with the person standing right in front of you.

6. Don’t interrupt with ideas

I know you may have that great idea that just came to your brain that has to do with what the other person is talking about and if you don’t blurt it out it might disappear. Hold that thought! Literally. Give the person speaking the opportunity to finish their thought before you give them that really awesome idea that will save the world.

7. Know when to dig deeper

Sometimes a person needs to talk things out, so know how to ask questions that keep them talking. Make sure the conversation stays positive and keep asking those questions that can’t be answered with Yes or No. Encourage them to talk through the issue and keep your eyes open for what is really being said. Remove the emotions. This will lead to more productive outcomes for everyone involved.

8. Know when to stop digging

I’m not talking spouses or family members here. We all know how to push buttons of those that are closest to us, but for casual conversation if the content becomes negative, change the subject. If the conversation continues to be negative, politely excuse yourself and find someone else to engage. We all know that person that loves to have toxic conversation all the time!

9. Focus on the person you’re in conversation with

No eye darting, nodding to others, etc. There is no better way of making someone feel insignificant than you looking for your next target for conversation while talking to them.

10. Look into their eyes

When being really engaged with someone, look into their eyes or at least at their face when speaking with them. I know this is a no-brainer, but sometimes it is hard to do. Make sure you are not looking at body parts that make the other person uncomfortable.

11. Open yourself up to others

When networking, don’t stand in the corner with your arms crossed and a scowl on your face. Smile, drop your arms to your side, and stand flat on your feet. This is a power position and an invitation for others to approach you. You never know who your next client is going to be!

Next time you are out networking use these tips and you will converse like a pro!

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10 Customer Service Skills Essential For Event Planners

Event planning is stressful. This is a well-known fact. CareerCast lists event planning as the fifth most stressful job in the United States in 2016. The role of an event coordinator falls directly below Military Personnel, Fire Fighters, Airline Pilots, and Police Officers. Wow! Now, I agree that events are stressful; after an event, I often feel like I’ve been hit by a truck, but I wonder if event coordinators actually deserve that high of a ranking.

You might be wondering what makes event coordinators rank so high on the scale of stress. Well if you can imagine, keeping a crowd of 500-500,000 people happy might cause a bit of that stress, or all of it.

As coordinators and planners, we deal with budgets, tight timeframes, satisfying human comforts, food allergies, hot and cold rooms, transportation issues, talent hiring, and the list goes on and on. Of course we are stressed! To top it off, we have to plaster a smile on our faces as if we don’t have a care in the world.

I put together a list of 10 customer service skill to help you pull off that “not a care in the world, and you are my only concern in the world” attitude:

1. You were born with 2 ears and 1 mouth

Were you ever told this growing up? Well it turns out that it is a skill set worth knowing – more so than your times tables. Listening is a lost art. Every event planner needs to be a pro at listening to what their client wants to achieve, how they want the event to lay out, and the ultimate goals of the overall event.

It has also been said that if you listen and keep quiet, people will think you’re the smartest person in the room. So, stop talking for the sake of hearing yourself talk and try active listening to get those clients to love you.

2. Be organized!

How is this a customer service skill? Well as the planner, you are in charge of the details and keeping your clients on track for a successful event. Knowing your timelines and having important information available at your fingertips will give your client confidence. It will also help keep them relaxed and reduce their stress.

3. A CAN DO personality

It can be tricky to change a client from a bad idea or idea that doesn’t work to a great event-saving idea. Because “NO” is not in our vocabulary when working with our clients, we have chosen phrases like “That’s an idea, but what about this?” or “I wonder if this wouldn’t work better.” We also give them reasons WHY we feel an idea has merit and what the difference might be.

4. Great negotiation skills

Clients hire you because you have the know-how to work with vendors and get the best pricing available. Understanding what needs to be in the program, working with your vendors to cut the fat and deliver what is need on the event, and helping your client by developing your vendor team are all great customer service skills. Don’t forget that treating your vendors like customers will go a long way in relationship building as well.

5. Radiate energy

Okay, nobody like a lazy, tired, less-than-enthusiastic event planner. You’re in the best industry out there, so don’t be surprised that there are thousands of people ready and willing to replace you. Get that cup of coffee and do your jumping jacks before you greet your client – whatever it takes to pump up your energy levels. Upbeat and energetic attitudes go a long way at an event.

6. Be a super-secret problem solver

Keeping your eyes and ears open and having cat-like reflexes to watch for any impending problems is what you do as an event planner. You are agile, quick, and smart as a whip; nothing gets by you! Solving problems before they become apparent or before you need to inform the client makes the event feel stress-free for your clients.

7. OK TEAM, it’s go time

Having the ability to gather people, delegate, and send the right players in are all the elements of being a great coach. Getting people to achieve tasks effectively and efficiently along with being thrilled to help you out are skills every event planner should have in their back pocket. So get out those playbooks and SCORE a great event!

8. Skin like an armadillo

Armadillos have a tough outer layer of skin and can curl themselves into balls, leaving no soft tissues exposed. Therefore, things can roll right off their back. Nothing negative can get through that tough skin to throw them off their game.Be like an armadillo by developing tough skin and protecting your “soft tissue” so you can’t get thrown off your game. The event world is fast-paced with live action and not everything is going to go right every time… develop your outer armor!

9. Bounce back quickly

Your clients are counting on your ability to do this. If something happens to go wrong, stay calm, cool, and collected – even when you want to run away screaming down the hall and out the door to never be seen again. Your clients expect you to remain calm so they know that you have it all under control. This enables them to stay calm in return. Remembering to take deep breaths and give yourself a moment to think will produce better results than losing your cool.

10. SMILE!

Yep, this simple act is the best way to do almost anything in your life; the event world is no exception. Having a smile on your face even when you’re clenching your teeth will make your life easier. It will also keep your vendors and clients feeling happy. This is probably the best way to make things happen. It’s really hard to be rude to someone from the hotel staff if you’re smiling when asking them to bring you a ladder, turn down the heat, or a myriad of other things you will need done to make the event comfortable for your attendees.

Remember, you have the best job ever! Not everyone gets to play in the event world like you do. Keep that smile on your face and hone your customer service skills. This will keep your clients coming back to you year after year to plan their amazing events.

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Body Language & Success

In this TED video ‘Your Body Language Shapes Who You Are’, social scientist Amy Cuddy examines not only how your body language affects how others perceive you, but how you see yourself. Simply by changing your posture or stance, chemical levels of cortisol and testosterone in the brain can change. These changes may have an impact on our chances for success.

When defining communication people often think of words and content, but nonverbal communication or interactions are extremely important as well. Do you ever take a second and realize what nonverbal behaviors you are portraying? Next time you are in an important meeting with powerful people, watch as they tend to take up space and show their power.

Next time you are in a situation, whether that be in a meeting or an event, watch closely how you portray yourself to others. Open yourself up, physically. This shows comfort and confidence which will make yourself feel better and in the end have your meeting or event go better.

Amy suggest trying these power poses to make yourself feel better. Fake it until you become it! Portray confidence until one day you just are no longer pretending. She says it is the presence that you bring, not necessarily the content that will make the difference.

To learn more click the link and watch!

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10 Networking Tips For The Self-Employed

Learning to network doesn’t come naturally, which I found out the hard way. When I started my business I was a young entrepreneur that needed to figure out how to make a business work. Very soon, I started to understand the importance of networking to help build my business and connections. This often meant going out of my comfort zone.

When going to networking events I would often pull into the parking lot and sit in the car giving myself a pep talk about what would happen at the event and how I would walk in the door. It was hard for me even though I consider myself an extrovert. It took time, but I have learned many important lessons about networking over the years.

Below are the most important lessons of networking I have learned in my 25+ years of business:

1. Be genuine:

People like knowing you can show your true self and that you aren’t trying too hard or making things up. Share a bit about yourself like your family, what you do for entertainment, where you travel. These things will give you all sorts of connections that you might not have already had.

2. Go with your goals in mind, but don’t be forceful

Have goals like passing out 5 business cards to qualified leads OR to those you can help with their career and connections. Helping others will ultimately lead to success for you.

3. Visit as many groups as you can when you start out

Look for groups with like-mindedness as well as where your clients might hang out.

4. Volunteer

Get involved in community service to lend a hand locally. Find groups or organizations that inspire you.

5. Ask open ended questions when you meet someone

Be a good conversationalist and learn how to pull conversation from others.

6. Become known as a source

If a hotel needs to know where to find a unique piece of furniture, they know you will be able to find it.

7. Know your elevator speech

You have 30 seconds to connect – make sure your speech is no longer than it takes for the elevator to get from the first floor to the 3rd floor. Be sufficient and clear about what you do and who your ideal client is.

8. Know your ideal client and how to tell others who your ideal client is

Being able to identify your ideal client will allow others to help you in your search for the perfect client. They will know exactly who you are looking for and when they come across that perfect client, they can share your contact information. Word of mouth is so much more valuable than that expensive ad you put in the magazine.

9. Follow through with contacts

Now that you have their information USE IT. You never know what will become of the connection.

10. Schedule follow-up meetings

Set up meetings with those contacts that have something for you or have something they need from you that you can provide. Giving first goes a long way to serve you.

A lot can benefit from networking, be yourself and use these tips next time you are out! Let us know, what networking techniques have helped you in your business?

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10 Business Practices To Save Time

We get it, you’re busy, your time is important and you have a lot of things to check off your to-do list. Being in the event industry is non-stop, you can’t remember the last time you had a free weekend, and time = money! Luckily we have put together a list of ten business practices to save time.

1) Schedule in advance

Your calendar is your best friend. Write down your deadlines and event dates so you know what your month looks like at a glance. This way if you get a call out of the blue for a quick job, you know if you are available or not.

2) Be organized

Nothing is more distracting than a messy work-space; make sure you tidy up your area every now and then. Have your contact information in a specific area, so when you need to make a call you know exactly where to go.

3) Save your files!

Being organized in your physical space is just as important as being organized in your cyber space. Working in events you are going to have endless documents and images that you need to be able to find instantly. Have detailed files where you save everything, that way when a client wants a copy of their event images, you know where to go! Don’t forget to back up your work; computers crash and you can’t afford to lose everything.

4) Meet your clients virtually

Attending meetings is essential for every business; it’s how you expand, but they also take a lot of time. Consider a meeting on Skype or GoToMeeting. Make sure you are still professional and watch your background space, but you are still getting face-to-face time in the comfort of your own office.

5) Manage social media better

In this day and age, social media presence is essential to your business. Don’t waste your time posting every single post by hand. We prefer HootSuite or Buffer to schedule social media posts in advance! It’s super convenient and allows you to post your content days or weeks in advance.

6) Delegate!

This might be hard for some, especially small business owners, but once you get more exposure, the more work there is. You cannot do everything by yourself so hire someone to help you! Find someone that is passionate about your business and will help you succeed.

7) Know what’s important

There will always be things that fall on the same deadline; you have to learn how to prioritize them. Take charge on what is the most important and (delegate!) those that others can complete.

8) Have an end time

Being an Event Planner, you may have crazy hours. Take advantage of your office days. There is always going to be more stuff to do, learn to end the day at a reasonable time. Enjoy the days where you aren’t running around at an event, take a class or spend time with friends and family.

9) Turn your attention to one thing at a time

This may sound insanely hard to do, but hear me out. Focus your time on one thing; whether that is a client, a task or an employee, they deserve your undivided attention. Event planning is a juggling act, keeping everything balanced is tough. Focus on the task at hand. An email or text can wait for you to finish up.

10) Schedule breaks

Things get hectic and you get stressed, and it may seem like the best idea to power through the day. Take a break when things get tough, clear your mind and come back to the task at hand refreshed. It will amaze you what a walk outside or a tasty treat can do for you!

Whether you just started your business or you have been doing it for thirty years, you know how important time is. There never seems like there are enough hours in the day. Follow these 10 practices to save time in your business so you can succeed!

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