Posts

Troubleshooting at a Large Event: Behind the Scenes with Tracy Fuller-White

An Event Hero knows and understands that while setting up for an event, not all things go smoothly. If you are starting out as an event planner and don’t know this, it’s time you come to realize this reality.

Events have a LOT of moving pieces and many different people are involved in the production of an event. Therefore, there are many opportunities for Murphy’s Law (whatever can go wrong, will go wrong) to come into play. Sometimes it feels like this:


However, there are ways to handle this professionally and ways to be prepared for when things do go wrong. This is something we cover extensively in our VIP Membership. Just to give you an idea of what can go wrong, I’ve gone ahead and documented some event day hiccups from a recent event I helped produce:

LOAD IN START TIME: Timing can be a bear! We were unable to get into the facility until 3:30 AM the day of the event (Show time = that evening at 6 PM ). [Picture me silently screaming inside]

The best way to explain this was facility error. The venue had an event happening the night before and rather than sticking to the agreed upon load-in time, they chose to extend the time of the previous event, overriding our original load in time.

While I can see the incentive for the facility to allow flexibility to their other event, it really threw a wrench in our schedule and was not a best-practices way of operating.
Luckily, we have a wonderful crew that worked diligently from the wee hours of the morning until the next evening. They put in all the bells and whistles and still managed to function during the show. In fact, they were cooperative and nice to work with. That’s what we love about our AV team, they are a part of the team and know how to work as team members.
3AM load in had me like:

RIGGING for specialty acts: Things don’t always work out the way you had planned, even when you’ve spent months planning. This was true of the Lyra that was being rigged in the ceiling for the show. (Lyra – an aerial hoop that performers swing on)

The performers were doing the rigging, had done all the pre-event work to ensure safety, load in time frames, etc. but when on site, knowing where and how to pull the ring up and let it back in became a conundrum.

 

This is where discussion/decision making come into play, as well as being flexible and early on the scene. These factors helped us make sure we had a plan before the event start time. After a few discussions and some trial and error, we found a solution that worked for everyone. No one was the wiser that we had this little challenge and it was just that, a little challenge.

PULLED in many directions: As the meeting producer/ planner/ large scale decor for this event, I held all the information for load in and was multi-tasking like crazy. Yes, my adrenaline was on fire and I was loving every minute of it. Phone to my ear, giving direction to the stage hands on décor issues and sending people to their prospective places all at the same time.

I did have help from committee members and from my wonderful crew, but all were waiting on my direction for final placement, final confirmation and sometimes the exact know-how to make it work.

YEP! We got it done in fine fashion and the show looked great!

Other moving pieces: This show happened to be filled with volunteers – 80 designers, 100 models, 35 other volunteers for the day-of and a pretty great team from the organization itself. Most of us had been working on this event for the better part of a year.

Our talent wrangler, fashion show script writer and show producer probably had the lion’s share of the pressure. How do you make sure your designers, models and backstage support team shows up to help pull off this event? Well, you make it a great show! AND she did.

BACK STAGE REPAIRS: Bubble wrap can be difficult to work with and sometimes the welds or the seams don’t hold as hoped. We have a whole area set up for repairs. We learned this early in the game and now there is someone there to help with last minute repairs up until show time.

HAIR: Boy, this event lines up the hard stylists! – We have models of all ages in unbelievable outfits and even sometimes bubble wigs. YEP! That’s a lot of different styles. There are about 15 hairstylist that handle all the different hair styles to go with the fashion designs.

MAKEUP: Once hair is done, the makeup begins. Again, from airbrush artist to makeup artist, we have them lined up and ready to go.

DRESSING ROOMS: Dressing rooms are created out of drape and 4 rooms stay busy for those who feel shy. Otherwise, there is a big open room for getting ready and lots of people to help get the models in their costumes.

MODELS that didn’t show up: Need a size 6 that is at least 5’4” and only weighs 115 pounds…..OH and is available to walk the catwalk in costume in just 3 hrs. YIKES! But yes, it happens every year….this year, the backstage manager was able to step in, but let me tell you, managing the backstage before heading out on stage in this outfit was no easy task! – She did a beautiful job and again, no one knew we were a model down.

These were just a few of the challenges that we encountered that day, but the show was amazing as well as the entire room. In addition, the food was great and the guests had a POPPIN’ good time! This is a total win for this event and we all went home feeling great about the show we had just completed!

The lesson I want you to take away from this is that when planning and setting up for an event, do your best to expect the unexpected. Even if it is something you could have never seen coming, take a deep breath, put your thinking cap on, and get to work.

/by

Protecting Your Events: Preparation for Unforeseen Weather

Winter is coming. As much as we would all like to deny the fact, winter weather is on our heels. When outdoor elements become more unpredictable than ever, do you know what to do to protect your meetings and events from this event villain?

The first thing you should do is ensure you have a backup plan in place. If flights are cancelled, the venue could close, or any other weather related issues could arise – make sure you have a backup venue or date secured in unforeseen circumstances. Read more in the following article “Protecting Your Events from Inclement Weather” which shares six important points on how to secure your event during perils such as the snow miser.

It never hurts to be over-prepared! What’s your number one way to handle unforeseen weather conditions?

Original photo by Paul Itkin

/by

Creating a Thrilling New Year’s Party

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

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

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

Light Up the Night with an Interactive Activity

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

Use a Bubbly Twist on Decor

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

 Photo Source: Celebrations.com

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

 Photo Source: Celebrations.com

Theme It Up

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

Share the Year’s Highlights

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

Make it Memorable with Photo Opportunities

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

 Photo Source: Uncommon Designs Online

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

/by

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 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!

/by

Trends in Meeting and Event Atmosphere

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

Finding the Perfect Vendors for Your Corporate Event

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.

/by

5 Ways to Add Value to Event Sponsor

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.

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

 

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.

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 are, printed schedule, speaker contacts and contact numbers of all the people you may need to stay in touch with.

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 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 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 do the same thing 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, 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 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!

/by