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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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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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Finding the Perfect Sized Venue for Your Event

Finding the right-sized venue for your event can be a difficult feat, but with the right guidance you can determine the perfect size and atmosphere for your attendees.When serving food, 6-10 square feet of floor space should be given per guest:

6 square feet per guest
* Guests feel close and will have less ease of accessing food and drinks

7 ½ square feet per guest
* This is considered “comfortably crowded”
* Ideal for receptions and other similar functions

10 square feet per guest
* More than ample space for guests to mingle and easily visit food & drink stations
* Perfect for any luxury reception

For more information on number of buffet tables per guests and what size of buffet tables you might need you can access the article here.

For a sit-down dinner (wedding reception, gala, corporate event, etc.), you can calculate the number of tables you’ll need by dividing the number of guests by the “comfortable” seating capacity of each table. This number will vary depending on the type of table. For example, a standard 8′ banquet table seats eight people, so if you were expecting 150 guests, your calculation would be:

150 guests / 8 (at 96″ rectangular tables) = 18.75  – Round UP to get 19 Tables Needed

You can find the capacities and calculations for other table sizes here.

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Finding the Perfect Vendors for Your Corporate Event

One key to success for every event planning company is assembling a professional, dependable, creative team of vendors to support your efforts. No matter how great your ideas are, you can’t compete in the event planning industry without a reliable, effective group of suppliers behind you.

Having the right vendor for a specific purpose is like a good marriage.  You want to hire reliable vendors that view this as a long-term relationship.  While they may likely won’t be the cheapest, over time, their prices will be fair and their service will be well worth the cost. Make sure to take the time to get to know them before starting work, in order to forge a long-term alliance.

Your event can be tarnished by even one bad vendor, as he/she can leave a bad impression on the event attendees. The decorator may choose the wrong color or performers may not be well prepared. It is almost impossible to erase all these bad moments from your client’s mind. So, finding the perfect vendors for your corporate event is essential to success.

If you are ready to start your research, here are several of the types of vendors you may need for your corporate event:

  • Performers to keep attendees entertained
  • Photographers to capture the best moments of your party
  • Decorators and florists to create the perfect atmosphere
  • Waiters to serve food and beverages
  • Caterers to prepare the foold
  • Art director to handle computer imaging, design, and signage
  • Audio/visual (AV) firm to install and run the sound and lighting
  • Graphic artist to create event posters and invitations
  • Registration staff to welcome attendees, register them and direct them

Successful event planners say that the best way to choose the right vendors is to carefully vet them ahead of time, both directly and indirectly.  Before contacting vendors, make sure to talk with other industry leaders and ask them about their own experiences with vendors.

When not working with our expert vendor team, we use a CRM system, like Salesforce.com, to keep track of any information we find about vendors, in addition to using it for our sales process and to track our competitors.  This allows us to keep track of positives and negative about any company over time, in addition to prices paid.

Issues always arise at events. The best vendors are those able to minimize the occurrence of issues, but more importantly, to deal with the unexpected properly and promptly.   We are generally more impressed with vendors that have solid processes and procedures as planning allows us to decrease risk and have a better event.

When you have a list of recommended vendors, you are ready to start your research and collect information about them, including:

  • Vendor name, address, contact information
  • Specialization
  • Prices
  • Discounts offered
  • Payment and refund policies
  • Insurance coverage
  • Licenses held
  • Qualitative information:  This can be experiences from both customers and competitors.  What did they do well?  What didn’t they do well?

Having such a vendor file is crucial, as it will save you much time and effort down the road. When you have all this information in a CRM system, the vendor selection process becomes much easier.  Before hiring a vendor for your corporate event, make sure to find as much information as you can about that company’s past interactions, successes, failures, and any tidbits of information you can glean.

The first indicator of a good vendor is the responsiveness and professionalism they show in interacting with you.  Here are some specific things to understand when vetting a vendor:

How professional are they?  You want to deal with a vendor that will expedite the process seamlessly and one that won’t suck away your precious time.  Time is at a premium when it comes to large events and you want someone that frees your time.

One of the best ways to tell is to find out their process for a proposal. This can be enlightening as it will tell you whether they treat their business like a business, or as a hobby.

From there, dig into the proposal to find out what their contingencies are.  We are surprised by the number of seemingly basic issues that event planners deal with when it comes to vendors.  Two questions that we are very rarely asked, but seem obvious are:

  • What happens if your performers don’t arrive on time, or just don’t show up?
  • How do you deal with unplanned changes during the event?

Have they done a similar event before?  You really want to understand their experience.  This will dictate how they deal with changes and reduce issues.  If they can tell you what has worked and what hasn’t in the past for a similar event, their experience becomes obvious.

It’s always a good idea to ask questions for which you already know the answer, and more importantly, ones that they should know the answers to.

Do they have contracts in place or will they need to draft one?  This is obviously a deal killer, but it still amazes us how many vendors still do not use contracts, and even more so, how many event planners hire vendors without them.

Contracts are not in place to ensure that vendors do what they intend.  In fact, most any vendor will plan with best intentions to execute well ahead of payment.  Instead, contracts are necessary to detail what happens when issues arise.  You generally get what you pay for, and vendors without them are sketchy, at best.

Also, do they use electronic signature software?  We use and like DocuSign as it reduces the contract process and lets us focus more on the event.  Will you need to chase vendors down for a COI?   These questions will give you a good understanding of the experience and amount of time you will need to “invest” in your vendors.

When you are ready to hire, make sure that they create a detailed proposal showing what the vendor is going to do for your event. In general, vendor proposals consist of the following parts:

  • Description of the main service offered
  • Costs and payment methods
  • Description of the equipment provided
  • Scheduling information
  • Insurance and other risk management methods
  • List of vendor requirements (e.g. electricity, water)
  • Additional services offered

With all the above-mentioned information in mind, here are some bonus tips that will help you to find the right vendor for your corporate event.

1.     Determine your needs

First of all, before starting the research process, create a list of your needs and requirements. What kind of corporate event are you hired to deliver? Is it formal, or more interactive and fun? How many people will attend the event? Will it be indoors or outdoors? What is the theme of the event? Are there any special guests to invite? What is the vendor budget for the event?

You should clearly understand your needs and prepare a list of how your vendors match them.  Doing this will make it easier for you to judge their proposals.

2.  Ask for referrals

As the great investor Warren Buffett says, “Price is what you pay.  Value is what you get.”  What he means is that cost is not indicative of value.  For example, we work with a saxophonist who is very pricey.  Most customers balk at the price and instead go for a much cheaper option as budgets are tight. The only way we’ve been able to book him is because customers have asked for referrals.

However, this saxophonist is fantastic and really elevates the mood at the event.  He’s fun and guests absolutely love him.  Despite the high price, 80% of event planners who have booked him a first time have booked him subsequently.

Try to connect with other clients the vendor had worked with and ask their opinions. Also, since many vendors in the same city interact a lot with each other, you can ask the vendors you have already booked if they had worked with that particular person to find out whether you are making the right choice.

3. Don’t be afraid to negotiate

What should you do when you’ve found the perfect vendor for your corporate event, but you think that they are too expensive compared to alternatives? Don’t be afraid to negotiate, because you never know whether they will offer some discounts or special promotions for you.

As Benjamin Franklin said, “By failing to prepare, you are preparing to fail.”  Finding the perfect vendors for your corporate event is one of the most difficult steps in event planning. Do your research and hire carefully; a little extra work on the front end is well worth it to avoid an embarrassing disaster.

Do you have other tips for selecting vendors that you would like to share with us? We would love to hear about them in the comments section below.

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Five Ways to Add Value to Event Sponsors

Event sponsors go out of their way to provide financial assistance so you can achieve your event goals. A successful event can hinge on the number of sponsors and assistance they provide. Because of the important role they play, it’s vital to make sure they get proper recognition and that you show your appreciation.

Follow these five tips to ensure that event sponsors feel valued when participating in your event:

1)    Add sponsors’ names to ALL the event’s media announcements.

Nothing shows appreciation and adds value to your sponsor like putting their name on all the elements of the show. Add their name and logo to all of the following:

a)    Social media sources – LinkedIn, Facebook, Twitter, Pinterest, and all the mobile apps as well
b)    All press releases
c)    All printed materials

 

2)    Present them as experts.

Do a speed-networking event, where you have each sponsor present or host a table highlighting their expertise so attendees can ask questions. This gives them credibility and puts them in the position to sell to your attendees without being “salesy.”

No one wants to be overtly self-promotional, and your attendees don’t want to be sold to. This practice is the best way to give your attendees information they are interested in and to allow your sponsors one-on-one time with attendees who may be interested in what they offer.

3)    Feature sponsors as speakers for breakout sessions.

Have your sponsors speak on their expertise and be the featured speaker for a breakout session. This is a great way to fill your program with speakers who will speak for free.

This method also sets your sponsors up for success. A well-delivered presentation will automatically make them the expert in the field and people will approach them for more information following their speech.

4)    Highlight sponsor logos and names.

Use the walk in and out of your general session as time to flash sponsors’ names on screen – this builds sponsor brand recognition. They are your audience and funders for your show; show them the LOVE!

The screens in your general, opening, and closing sessions should be used to the fullest. There will be approximately 30 minutes before the event that guests will be entering the room and getting situated.

Use the visual space to thank sponsors, do light housekeeping, and remind attendees of special events or breakout meetings – but really use that time for sponsorships. If your sponsors have commercials or YouTube videos, you could play those as well.

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Serving Hors d’Oeuvres at Events

Hors d’oeuvres are those delicious little bite-sized foods that play a large role in events, yet they can be one of the hardest elements to plan for.

Not to be confused with appetizers which are served as a first course at the table, hors d’oeuvres are finger foods served before a meal or as a standalone at a reception. These small bites are great for guests to enjoy while socializing and exploring.

Much time and consideration goes in to determining how much to order and how many types to serve. Follow these great tips to help make your event a success:

Attendees

  • Young individuals eat more than an older crowd
  • Guests eat more at a casual than formal event

Timing

  • Guests eat more in the first 90 minutes
  • After 2 hours consumption picks up again, especially if the hors d’oeuvres are replacing dinner

Number of pieces per guest

  • 5-7 before a light meal
  • 3-4 before a full meal
  • 10-12 for a 2 hour party
  • 20 if they are replacing dinner

Number of different types of hors d’oeuvres

  • 25 guests: a variety of 5-6
  • 25-50: a variety of 9-10
  • >50: 10 or more different varieties

Tips for serving hors d'oeuvres

 

Caterers are a great resource to turn to in determining the appropriate serving standards for your hors d’oeuvres.  If you question their recommendations and numbers, don’t be afraid to discuss it with them.

Caterers usually plan for a percentage over your final count, so ask your caterer what they propose. If you have a group of light eaters, plan accordingly. Caterers are the experts at serving food, but you are ultimately responsible for the success of the event so you need to be confident and comfortable with what you order.  Once you establish a relationship with your “go-to caterers” the process of predicting how much food to order will become second nature.

Hors d’oeuvres are also a fun way to expand the theme of your event.  For example, if your event theme leans more toward the whimsical, don’t be afraid to extend that theme to your hors d’ oeuvres.  Rather than serving a nicely cut-straight-edged finger sandwich, ask the caterer to make the sandwiches in unique shapes and varying sizes.  Vegetables can be made into various animals and shapes that will add variety and uniqueness to a simple vegetable tray.

Fancy penguin hors d'oeuvres

Penguin Hors d’ouevres – made using black olives, cream cheese, and carrots

If you have an Island-themed party, you may choose appetizers that reflect a tropical cuisine.  If you are hosting a Vegas night, petit fours, or cheese squares made to look like dice would be a hit.  Just about any theme you choose could have a unique selection of food that would be a refreshing change to the standard fare that is often seen at events.

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Event Hero Survival Guide: Week 2

This week, we continue our three part series on surviving events and becoming the hero. Click here to read Event Hero Survival Guide: Week 1

The Big Day is here

On event day, make sure you have all your communication devices: cell phone, headset, radio and mobile devices, everything you need to stay in touch. Other items you will need include a printed schedule, speaker contacts, and contact numbers of all the people you may need to stay in touch with.

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Event Hero Survival Guide: Week 1

What you need to know to survive an event

What would Superman or Wonder Woman do if they were event planners? I can image a mild-mannered young woman dressed in a shapely suit, standing with a clipboard while she oversees all the attendees and happenings of the event. Suddenly, a call comes in from her sidekick and she rushes off to solve the problem at hand.

How does this SUPER event hero stay calm, cool and collected as she deflects bad sound systems, grumpy speakers, and lost PowerPoints for the breakout rooms?

We’ve come up with a list of ways for you to stay cool and save the day for your clients! Over the next three weeks we’ll progressively share our top fifteen tips for surviving an event and becoming the hero.

Pick a venue that works

When choosing an event venue, make sure you think about traffic flow. Are all the rooms on the same level? Do attendees have to travel a long distance between the general session, trade show exhibits, and breakout rooms?

Keeping all of the event spaces close keeps your attendees close. If they have to travel up and down the elevator or from one venue to the next, you are likely to lose a few.

Dealing with stairs and elevators is also hard on you, as the event planner, to try to manage event spaces that have a lot of distance between them.

Make sure you have an event office close to the meetings that are going on.

Stay close to the venue

Make sure your hotel room is close to the venue and whenever possible, stay on property. There might be times you need to run down to the ballroom or meet with one of your VIPs or speakers on site the evening before the event starts or bright and early in the morning. Staying close will make it easier for you to do so. Make sure you aren’t driving while tired or after dark in a strange neighborhood.

Having your room on property will also allow you to run to your room when you have a chance to freshen up or just escape for a few minutes.

Create your dream team

You will need all the eyes you can find for an event. Make sure you have introduced yourself and “made nice” with the venue staff. This includes the custodial staff, craft services, set up staff, sales and event staff, your tradeshow vendors, volunteers and your event staff. It takes a village to make an event happen. And remember: every person you work with is as important as your VIPs, and should be treated as such.

Dress for Success (and of course, work too)

We know you love those great shoes you just purchased and they look amazing with that pencil skirt, but leave the new shoes at home! Or save them for the dinner function where you get to sit down for a while.

We suggest you take shoes that will be comfortable for long days and many hours on your feet. We also HIGHLY suggest you bring a second pair. Switching out shoes midway through the day will keep your feet happy. And you rely on them for many days in a row – be nice to them!

NEVER take your shoes off and expect to get them back on again. Switching pairs will provide the same relief as taking off your shoes. Being barefooted is not acceptable in public places.

Wear clothing that will allow you to move easily and offer you the ability to bend, stretch, lift and look amazing. It’s a challenge, but you will build your event clothing wardrobe fairly quickly.

Dress in layers and take a sweater. Facilities often wait to turn on the air conditioning or heating until the night before the event starts, and you will want options during the event.

Preparing for event day

Before you turn in at the end of the day, make sure you have everything done for the start of the event. Check the general session room and breakout room/s to make sure they will be ready for your morning sessions. Check in with your event team and the venue team. Knowing everything is set and ready for the event will allow you to rest easy.

We even lay out our capes, super hero outfits, and shoes to make sure we know exactly what we will be wearing in the morning and for the day. In fact, we go as far as hanging our credentials (name tags and tickets) on the hanger with our shirts so we make sure we have everything we need to jump into super hero gear for any early morning emergency that might arise.  If we had a magic phone booth we could jump in and instantly be dressed, we would take that with us!

Be sure to tune in next week to see the next five tips to survive an event!

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