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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!

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 much more subtle 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 what 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 what they do in the company.

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 provides benefits to 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 that 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 invites 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!

Event planners are a unique breed, and when you are in 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 and they may be brilliant in their own field, but not when it comes to events. 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 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 what the best solution is if something were to happen.

What it boils 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 it to the person clearly so that way 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 smoothly!

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

The day in the life of an event planner is hectic and ever changing. No one day is like the other. That is the exciting part of the job.  You can expect your day to go something like this…

8:00 am: It’s go time! First things first, coffee. Once you get your morning jolt it is off to business. Communication is key. Email and phone calls are an everyday occurrence. 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 5 or 500. Every event counts. Building a client list is so important 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 the other clients! An event planner usually will have more than one event going on at a time. It is all about multi-tasking and keeping careful track of dates and times. In one day you may have to call a caterer, a florist, a hotel, an event space and so many more! Once things get 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 is all in the details. Organization is an event planner’s most important tool.

12:30 pm: Lunchtime may be a break some days, but 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 you 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 cannot leave without the space looking the way it was when you arrived.

Event planning is not your typical nine to five job, often times 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 something that they could have only dreamed of 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.

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 you are accomplished at it. However, it can also reflect negative 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 ways of advertising that you will use.  Meeting and greeting people and making a 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 lasting, positive impression on them.

1. Know your audience.  If your specialty is planning events for top level executives, focus on networking in that arena.  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 “advertise” 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.  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 know 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 at the front of their 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.  Don’t be afraid of helping 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 have 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 manners and be respectful to the person you are talking with at the moment.

Networking can be the main 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.

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

Recent trends in Audio Visual for meetings and events

With the technology boom that has occurred over the past couple of decades and continues to impress each year, it is important to stay up to date with the newest technologies and trends in audio/visual for your events.

A/V trends:

1. Out with PowerPoint, in with Gesture Media

What if you could command the screen with your hand gestures instead of using a mouse or slide advance? How much more control and how much more exciting could you make your presentations? Hand gesturing is used in the tech world, why not on stage for your presentations? If you choose to use this up-and-coming A/V trend, make sure you do some rehearsals with the equipment before show time.

2. Projection mapping

Projection mapping or video-mapping technologies allows you to project images on any multi-dimensional shape or form. Any object can become a display, leading to visual effects that make events memorable.

See it for yourself!

Building Projection Mapping in Abu Dhabi

Dallas, Texas Joulle Hotel 3D Mapping

We love this highly content driven video and look forward to using it wherever we can. You need to be aware of time frames for building out the content side and the very technical projection side of this amazing format. Allow time for the techs to have the room to make sure everything is working just as it should.

3. Multi-image display presentation software

Plasma Screens and Video walls allow A/V techs to create amazing graphics for your show. Fly in words and photos to make your information really stand out. Screen sizes are changing from the typical standard sizes to super sizes; some screens are running 20 foot tall by 40-60 and even 80 foot wide. This lays the foundation for an incredible presentation and can also replace your stage set.

4. LED lighting

Your A/V team can integrate LED lighting with video systems, allowing them to color-match LED lighting to suit screen content and themes, further branding the meeting and the experience.

LED lighting is much more energy efficient and “Green” for your meetings. LED lighting is also available using batteries for when cords are not ideal and takes a lot less power for those rooms that are older and don’t have the power grid you need for a lot of equipment. We love the under table lighting, battery operated pin and flood lighting to highlight things like a cake or a centerpiece and even lighting that installs using magnets!

5. Touch-screen technology

A key to success for every event planning company is a professional team of vendors. It doesn’t matter how great your ideas are–without a good team you cannot compete in the event planning industry. Having the right vendors is like a good marriage.  You want to hire reliable vendors that think of this as a long term relationship.  While they may not 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 and get to know them before starting the work in order to forge a long term relationship.

Your event can be tarnished even by 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 the first guarantee to success.

Ok, now if you are ready to start your research, here are the types of vendors you are going to 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
  • Art director to handle computer imaging, design and so on
  • 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.  We like to use a CRM, 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 the ones that are able to decrease issues, but more importantly, deal with them properly over time.   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 these things:

  • Vendor name, address, contact information
  • Specialization
  • Prices
  • Discounts offered
  • Payment and refund policies
  •  Insurance coverage
  • Licenses they have
  •  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, 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 in order to vet 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.  Best way to tell is to find out their process for a proposal. This is probably the most key question 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 and seemingly basic issues that event planners deal with when it comes to vendors.  Two questions that we are very rarely asked, but seems the most 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 prior?  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 answer.

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 your 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, try to understand what are 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.  By doing so, it will be 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 that 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 that 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

You have found the perfect vendor for your corporate event, but you think that it’s too expensive compared with other ones? Don’t be afraid to negotiate, because you never know whether they will offer some discounts or special promotions for you.  Sometimes your budget just doesn’t work and we get that.  We often reduce prices for event planners we work with on an ongoing basis and have developed a relationship.  We are looking for long term relationships and understand that you are sometimes trying to pull off the impossible with a tight budget.  On the other hand, planners also need to understand that we can’t always give discounts and a long term relationship is “give and take”.

As Benjamin Franklin said, “By failing to prepare, you are preparing to fail”.  Finding the perfect vendors for your corporate event is probably the most difficult step in event planning. Make sure to hire those, with whom you will prepare for the success and not for the failure.

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.

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

 

2)    Present them as Experts
If you do a speed networking event, 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 “salesy” 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 that are 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 that 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 loyalty. 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, remind attendees of special events or breakout meetings but really use that time for sponsorships. If your sponsors have commercials or YouTube movies, you could play those as well.

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

 

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 hand.

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.

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.