Kate Smalley asked:


Event planning can turn even the most capable person into a ball of nerves. But if you’ve been selected to plan your company’s next holiday party, awards banquet or open house, relax. Our helpful tips can make the process go more smoothly and successfully.

Initial Considerations

First, consider how you want your event to look and feel. Think about: What kind of event are you holding? Who will attend? What is the reason for the event or celebration? What do you hope to accomplish? Do you have specific goals or outcomes that you expect? Keep in mind that your event should generate goodwill, excitement and enthusiasm about your company. You should use it to grow your business and as an opportunity to strengthen relationships with employees and your clients and customers.

Planning Your Event

Once you’ve defined the basic parameters, then you’re ready to proceed with planning.

• Make a checklist – Create a checklist to provide a step-by-step guide to organizing and executing a special event.

• Develop a budget – This will provide you with a financial “blueprint” for the event. The budget should be specific, and include revenue opportunities (sponsorship, ticket sales, donations, etc.) as well as expenses such as printing, permits, insurance, speakers, food, supplies and security. Maintain good records, keeping track of all income and expenses. Also, expect the unexpected, extra expenses will come up — so plan ahead.

• Schedule facilities – The location and site of your event is critical for success. Selecting a site is more than just finding out what rooms are available. There are many factors to consider, including room capacity, whether you’re having an in/outdoor event, if there are special needs for ramps/elevators, if you’ll need a podium, stage or special equipment, and how many tables and chairs will be necessary for guests.

• Have plenty of food and drinks – What kind of food will you serve? Lunch? Snack foods? Dinner? Buffet? Sit down? What kind of beverages will be available? Will they be served in a can, punch bowl, or some other way? If you intend to serve alcohol, ensure plenty of designated drivers are available to transport those who may be unable to drive home.

• Plan publicity/marketing – Great publicity and marketing are the key to a successful event. There are many different methods you can use to get the word out about your program. Determine who you want to attend and then target your advertising accordingly. Consider supplementing paid advertising with inexpensive fliers, handouts, email messages and word-of-mouth.

• Book a speaker/entertainer – Consider the following factors if you are planning a speaker, entertainment, or facilitator for an event: Who is the agent/manager for the speaker/entertainment? Does the speaker/entertainment appeal to a broad audience? How many people are expected to attend? Does the speaker/entertainment have special technical requirements for their presentation? Does the artist/entertainment require hotel or transportation arrangements?

• Arrange for parking – If you’re expecting a large number of guests, ensure there is ample parking. The parking you select should be easily accessible to the location of the event. If you have delivery trucks, caterers or special equipment being brought to the event, you will need to make sure everyone knows the best location for unloading.

• Evaluate the event – One of the most ignored, yet important, elements of project planning is evaluation. If you want to determine how successful an event is, you’ll need to collect feedback from participants. Create an evaluation form to hand out (and, if possible, collect) at the end of the event. To encourage participation, your evaluation form should be anonymous and short.

• Make reflections – Once your event is over, take time to reflect back on it. Also consider the entire planning process and the feedback provided on the evaluation forms. Reflecting back will help you improve the event for the next time.

Regardless of the type of event you’re planning, make sure it’s meaningful and celebrates your company in a uniquely positive way. This will make your event an affair that is truly a successful business bash!



Constance

James asked:


I currently work as an event planner and make $15.75 an hour. This jobs is ending soon so I found another one and was offered a job at $11.00 an hour. I am going to be a senior in college but I have over three years experience already in event planning. Should I try to negotiate on the wages? If so, what’s a comfortable way to approach that?

Kim

Qutation Junction1 asked:


Many people consider Times Square the center of the Universe.  It certainly is the center of New York.  And while it is not possible to bottle up the experience of being amidst all the lights, noise and energy and take it home with you, in corporate event planning, there are fresh ways to create or enhance the “New York Experience.”

 

Corporate Event Planning- New York Style has all the qualities you associate with the “city that never sleeps.” Just like the city itself, Corporate Event Planning- New York Style is based on energy, diversity, humor, action and heart.

 

Reception

 

How about a way to combine a lively welcome reception with your New York souvenir shopping? Begin with blown up images of Times Square and Broadway displayed around the perimeter of the event space, creating a sense energy and fun.  Gift shop souvenirs are artfully arranged on cocktail tables, hi-tops and bars and become not only décor and conversation pieces, but also give-ways that attendees can leave with at the end of the evening.  Napkin ties are made from souvenir key chains, pre-stamped NYC postcards are scattered about bar and buffet tables, coffee is served in “I (Heart) NY” mugs and Statue of Liberty and Empire State statues or NY skyline water globes are cleverly displayed as table centerpieces. 

 

The entertainment for this evening is also inspired by the Times Square surroundings.  Acts and walk-around characters moving through the event include the ***** Cowboy, bucket drummers, break dancers, caricaturists, 3-card monte players, a classic NYPD officer character, a cab driver, watch salesman character… and even a Hot Dog Vendor.  A great band, street musicians and fun activities will round out the experience.

 

Group Activity

 

New Yorkers are always searching for the perfect bagel. A unique, interactive group activity is the “Build your own Bagel” experience.  All of the ingredients are on hand; fresh bagels, cream cheese, smoked salmon, red onions and tomato.  An engaging, lower east side deli character leads the activity, giving instructions and entertains the group with instructions on how to talk like a New Yorker as well as how to build the perfect bagel.  He begins with an oversized blueprint of the perfect bagel architecture – pointing out the finer points of the perfect New York Bagel.

 

Evening Event

 

Corporate Event Planning- New York Style incorporates all that is New York. One idea for an evening event is to create an experiential journey through the diverse arts of the city.

 

Not much surprises New Yorkers; it’s a city of coincidences and a city of contrast. Where else can one see an afternoon performance at the Met then catch the subway to Soho to hear an a cappella group serenade in high street-corner style? Or, watch the ballet company at Julliard dancing past the window behind the hip-hop crew in the courtyard.  That unique dichotomy is the inspiration for this evening event – a celebration of the artistic diversity that exemplifies New York style.

 

The evening event concept features a series of New York City vignettes covering all the many flavors of entertainment that makes New York so vibrant.  From the spicy and passionate Latin dancers of Spanish Harlem, to jazz and opera at Lincoln Center, from a Street Corner Symphony in Soho to the lights of Broadway, you experience true New York style.



Charles

Frank Lucer asked:


For millions of people, the current state of the economy is a source of concern and fear. Small businesses and large corporations alike have begun implementing aggressive cost-cutting measures in an effort to survive. For event organizers, the economic crisis presents an unsettling challenge. As businesses in every sector take steps to control their spending, casualties on the chopping block include lavish meetings, conferences, and other events.

Over the past year, tax authority Deloitte, AIG, and Wachovia have canceled hundreds of affairs that had been planned for the coming year. AIG alone has cut over 160 conferences. And they are but a microcosm of a widespread trend.

Below, we’ll explore how the economic climate is affecting event planners. I’ll also describe a few ways in which experienced, savvy organizers are coping with the challenge and planning their future success.

The Importance Of Customer Service

It has never been more important to cater to your customers’ needs. Not only does that mean being responsive to their requests, but it can also involve fulfilling a consultant’s role. Remember, the businesses for whom you plan events are looking for solutions. While their objective may be to organize a trade show, conference, or meeting, their true aim is to have a package delivered to them that perfectly suits their preferences. If you can fill that role, lowering your costs in the process, your clients will be more likely to move forward, despite the troubled economy.

Increasing Registration And Attendance

Even as businesses are cutting back, event planners must direct more of their attention toward increasing the number of registrations and attendees at their affairs. Start with advertising channels that won’t require a significant investment. For example, create a system that markets your conferences, meetings, and seminars through an automated email campaign. People often need constant reminders before responding. Sending a number of weekly, personalized emails that encourage attendance will prompt a higher level of response.

Also, keep in mind that you can suggest that your clients take a lower-cost approach to an event rather than simply canceling it. For example, if a large client usually holds their annual conference at a luxurious hotel in another state, recommend that they change the venue to a regional alternative. It’s less expensive and provides your client with a feasible option that makes canceling the affair unnecessary.

Reducing Your Cost Structure

Planners should also be taking cost-cutting measures themselves. That may include negotiating more aggressively with caterers and venue operators. But, it can also involve small changes, such as replacing disposable cups and plates with china, or making handouts available online before a meeting or conference. Also, if you’re organizing a conference that spans several days, consider shortening the sessions. That may allow you to cut the number of days while delivering the majority of the content. By using several strategies to reduce your costs, you can enjoy a substantial aggregate effect.

Moving Forward In Uncertain Times

Your job as a planning professional requires the ability to juggle and manage a myriad of small details. That’s one of the reasons why your clients are depending upon you. However, in a difficult economic environment, you need to expand your value. That means focusing on the level of support you provide your clients, including the development of packages that suit their needs.

Remind them that planning events is still important to their businesses. Top salespeople need to be recognized and rewarded; opportunities to network with customers and leads need to be created; and employee team-building retreats can still yield immense long-lasting value. The savvy event planner who uses this approach in order to increase their registrations while lowering their cost structure will be well-prepared for the softening economy.



Travis

J Mikula asked:


Are you looking to host an event, party, conference or workshop?  If you have done so before, you know event planning can be a headache.  And, if you haven’t, you’re probably already overwhelmed!  Continue reading to discover a checklist that will help you ensure you’re prepared for your upcoming event.

Nail down the basic information.  Be able to answer these questions:

1.    What is the purpose of your event?  (Informational, fundraiser, social, etc.)

2.    What is the name of your event?  This should be catchy but relate to the purpose of your activity.

3.    When will your event take place?  (Date and time)

4.    What is the draw – a performer, speaker, fundraising activity?  If a person or group needs to be booked, are they available?

Determine what the physical needs for your event are.  What about:

1.    Physical space – Will your event take place at a banquet, conference room, dance hall?

2.    Tables and chairs?  If you’re having a meeting, presentation, or a dinner, how do you want the tables arranged?  Consider this when evaluating venues.

3.    Food and drink – will a meal be served?  Snacks at breaks?  Beverages?  Sometimes this is bundled with your location, depending on location; otherwise, you may need to book a caterer.  This is a good thing to keep in mind when booking a venue.

4.    Equipment – will you need any audiovisual equipment for the event?  Possible equipment includes televisions, public address systems, computer projector and screen, overhead projector, and so on.  Will your venue supply such equipment, is it available elsewhere, or do you need to rent it?

5.    Security – is your event large?  Do you need a safety and security staff to ensure the well-being of your guests?

6.    Lodging – is your event a multi-day affair, will guests be traveling long distances, or could guests be too tired or intoxicated to make it home?  Consider reserving a block of rooms at a nearby hotel to make available to your guests.  At a minimum, include information on nearby lodging in the materials you send to guests.

7.    Transportation – How will your guests get to and from your event?  Will they drive themselves, and, if so, is parking available?  Is public transportation available?  You may wish to use a coach hire service to provide transportation for your guests.  This is especially advisable if alcohol is to be served at your event.

Advertising

1.    Do you need to advertise your event?  This may depend on the goal of the event and the intended audience.

2.    If so, create an advertising budget and goals.  Is the event public or private?

3.    Identify advertising methods – email and the web?  Radio?  TV?  Newspapers?  The correct medium for you will depend on the type of guests you’re trying to recruit.

4.    Design and distribute your ads, emails, letters or so on with adequate time to receive responses.

Last minute details

1.    Confirm details with the venue, caterer, transportation service, etc.

2.    Confirm any talent (band, speaker, performer, etc.)

3.    Confirm equipment needs are met and all equipment is working properly

4.    Review and confirm the guest list

5.    Get a good night’s sleep!



Juan

Hannah Spengler asked:


Everyone knows that planning an event is stressful, with what seems like millions of factors and issues piling on top of each other that threaten it’s success.  This is a general guide to the simple do’s and dont’s when it comes to planning your wedding.  It is very open-ended and allows for a lot of creativity on your part, but it just gives you something to fall back on as a sort of “wedding planning security blanket.” Enough with the boring stuff, let’s get to planning.

First of all, before the event it is important to send out some sort of save-the-date item.  The most common is a save-the-date card, which is simple to print and send off to your family and friends.  You can also add a “green” aspect and make sure that these cards are recyclable.  However, since times are changing, couples are using more interesting save-the-date items such as magnets.  This way, your guests will be reminded of your wedding every time they get a hankoring for icecream or go to make a sandwich.  Here’s a great site that allows you to customize your own magnets: http://www.printmything.com/t20/28271/Custom-Printed-Magnets.html.

Making arrangements for your big day can be incredibly stressful, so try to have a lot of options. For example, don’t plan everything around one location, only to find out that it’s not available.  Have a few options that you like so you don’t have to panic. 

One more popular component of weddings now is themes.  Themed weddings can be fun and add a little more pizazz to your event.  However, for those of us who have seen the movie 27 dresses, it’s all too apparent that themes can come off as tacky and downright embarrassing to be a part of.  This is why I would recommend choosing a simple theme such as a seasonal wedding, where you can incorporate what’s happening outdoors, to your indoor setting.

Now I realize that I’m skipping a lot of details when it comes to your special day, but I am doing my best to hit the highlights. 

My favorite part about the wedding, is the all important bride’s gown.  I am completely obsessed with fashion and the bridal industry is becoming truly remarkable.  For example, the traditional white dress is being given a run for its money.  Vera Wang’s latest show displayed pink and red wedding dresses to the high fashion world.  Other designers are following suit, and the use of color in wedding gowns seems to be unstoppable. Also, not only are colors of dresses changing, but styles are as well. Brides are choosing more unique and obscure styles such as empire and mermaid designs to highlight their curves.  These styles are flexible in the sense that they can mask unwanted curves or create the opposite effect depending on your body type.  My personal favorite style just being utilized is the “crumb-catcher dress” where the fabric is sinched at the chest to create big folds of fabric. All of these styles are completely acceptable in the bridal world today, so don’t be afraid to go wild and express yourself!

 

Hope these tips helped, I will be adding more as time goes on. Feel free to ask any questions, post concerns, or just simply comment on this article!



Megan

Willie Greg asked:


Corporate events are essential for a business if to do advertising, social networks, new products launching, etc.  Corporate Events are a best way to get people from other companies.  Because of so many influential people in a room, so the hosting company should make a very impressive theme event.

Teamwork, leadership quality, and different management techniques are most concerned in a company. Driven by a motivation to maximize output from employees, companies are expected to hone the skills of their employees. The corporate events should be designed in a way that is fun and rewarding for learning experiences.

Companies take seriously the part of entertainment. Due to this event, managers have prepared to accommodate their corporate event entertainment in their portfolios. Tour operators and holiday operators are increasingly eager to attend the corporate events. Just having dinner with an accompaniment of music and dance is only part of the corporate events entertainment. Many other features are included in the case of corporate events entertainment.

Organizational development activities such as team building events are an effective way to strengthen the organization relationship. Such corporate events can come in the form of corporate parties, company picnics or other group of activities. If you own or manage a small or large business, it is important for developing such activities related to the organization to ensure that your company’s human resources are operating at an optimal level of performance.

Team building events are held to strengthen the organization, providing opportunities for members of the organization to find ways of working as a cohesive team. Critical areas for improvement of organization run by these development activities include communication, motivation of employees and skills.

The choice of venue is also important. For a company that puts a premium on ideas, an open and natural environment is preferable to bring creative ideas. Horseback riding, trekking, climbing, parachute jumping, canoeing and river rafting are some outdoor corporate events, which are aimed in improving team spirit among the corporate members.

The music has always been the life of any event. Corporate events are no exception. A manager who is known for its tough exterior can lead to its executives have a vision of their human side in the choice of songs to be played by the DJ in a party. Live music is also the focus of many corporate events. Music can really loosen up people to relate better with each others.

In general, corporate events are planned well in advance. There are cases that these corporate events are even planned online. There are packages for corporate events that are offered online and are classified according to the type of activities, events, number of participants and needs restoration. It is imperative that you choose the best company that can offer the best proposal for corporate events based on relevance and affordability. In some cases, there are some company provides pre-planned corporate events with standard requirements. In this case, those events packages are fairly simple and can be mounted on short notice. It is recommended to study closely the proposals and packages to reach the most suitable for corporate events package for your company.



Julio

Frank Lucer asked:


A common mistake that many event planners make is neglecting the needs of their audience. It’s easy to become immersed in the details of venue negotiations, catering options, transportation and lodging, and other minutiae. However, in the end, your audience’s level of satisfaction plays a key role in your continuing success. This is the main value of using surveys before, during, and after any event you plan.

Today, I’ll describe the advantages of surveying your audience at each stage. I’ll explain why their feedback is important and the types of information you can gain access to. By the end, you’ll understand the reason some of the top planning experts are using surveys to pave the road for their future success.

Surveying Your Registrants Before The Event

Every one of your attendees arrives with a set of expectations. They can include the speakers from whom they’re about to hear, the breadth of sessions planned during the day, and even the food. Whether you’re planning a meeting, industry conference, or a fundraiser, survey your registrants beforehand. Ask them about the subject matter they’re most interested in hearing about. You can even ask them to suggest speakers; you may be surprised how often doing so can uncover a great speaker about whom you were unaware.

It’s also worth asking about the type of lodging your registrants prefer, whether they plan to attend every session or not, and the number of days (for a multi-day affair) they plan to stay. If you’re able to identify registrants who have decided not to attend, find out the reasons why. This can be valuable information for future events.

Using Surveys During The Event

Once your meeting or conference starts, your attendees will begin drowning in new information, product specifications, and other details. It’s not uncommon for them to lose their excitement about being there. And once that happens, they’ll stop participating. You can design short surveys to inject a measure of excitement back into your guests. The key is getting them involved; provide the opportunity for your guests to give their opinions on the topics being discussed.

If the format of your event allows, share the results from the previous sessions at the beginning of the following sessions. Not only does this provide you, the planner, with insight about your attendees’ perspectives, but it also encourages them to interact with other guests. Another benefit is that you can share the information with upcoming speakers so they can tailor their presentations to the audience.

Encouraging Post-Event Feedback

After your conference, you might think it turned out perfectly. But, your audience may have a completely different opinion. The only way to know for certain is to ask. Surveying your attendees after the final session can provide a wealth of valuable insight regarding the content, how it was delivered, and their feelings about their overall experience. Ask them to provide their thoughts about the format, speakers, content, and even the sponsors. Did they enjoy the venue? Was the audio-visual equipment sufficient? And of course, would they attend a future event?

By surveying your audience, you’ll gain access to valuable feedback that will help you design future meetings, conferences, and other affairs that cater specifically to their needs.

Planning For The Future

The key advantage surveying your guests is that it provides the platform for them to communicate with you. They can describe what they hope to achieve by attending; they can explain any concerns they might have; and afterward, they can provide feedback that will help you understand how best to meet – and even exceed – their expectations in the future. Ultimately, by surveying your audience, you can increase the likelihood that they’ll attend your events in the future.



Erica

Frank Lucer asked:


Bad food can tarnish a meeting. Lackluster entertainment can damper the mood of a conference. But, if you choose the wrong venue for your event, the mistake can prevent you from accomplishing the goals of your client. What’s more, the wrong choice can hamper further planning efforts. For example, if you’re organizing a product launch and select a site with a low ceiling, that severely limits your choices of entertainment. Other mistakes can lead to lodging or transportation issues, space limitations, and low attendance. Below, I’ll share 4 event planning tips that you should consider when selecting your next venue.

Tip #1 – Explore Multiple Cities

Chances are, you already realize that high-traffic cities (for example, Chicago, Los Angeles, Las Vegas, etc.) have peak times during certain parts of the year. Venue rental rates rise, traffic becomes congested, and lodging becomes cost-prohibitive. Depending upon the type of event you’re planning, there will likely be several alternative sites in nearby cities that will suit your needs perfectly.

Tip #2 – Understand Your Value

Convention halls, hotels, and other places value your event highly. Every time a large conference is organized in their facility, it results in more revenue for them. Attendees rent hotel rooms, eat in the restaurants, and spend money in the gift shops. If you’ve been a professional planner for years, you’ll be able to make a reasonable estimate regarding the number of people who will attend. The more people that you can bring, the more value you represent to the facility operator. And that value should be represented in the rate you negotiate.

Tip #3 – Adjust The Schedule

In a lot of the highest-profile cities (such as Las Vegas), conferences, trade shows, and other productions are centered around a couple of weeks during the year. As a result of the increased foot traffic, rates skyrocket. However, when the conventions and conferences leave town, the rates plummet again. If possible, try to adjust the dates of your events to take advantage of the lower pricing. Facility operators will be happy to share with you when the peak and off-peak times are. Remember, they’re interested in boosting their revenue during the times when most of their business dries up.

Tip #4 – Outline Your Needs

Often, taking advantage of the best pricing requires making a decision as quickly as possible. When you submit your RFP, be thorough regarding what you’ll need for your event. If you don’t provide the facility staff with adequate details, the manager won’t be able to quickly respond with a bid. That delays negotiations. Instead, give the manager as much information as possible about the equipment you’ll need, the room size, access to food and beverages, and other requirements. That way, you can avoid wasting valuable time.

Making The Right Selection

A lot of planners, including experienced professionals, often make poor choices when selecting the venue for their events. Sometimes, they don’t prepare well and choose a site that either fails to meet their needs or is cost-prohibitive to registrants. Other times, they fail to provide their requirements to the facility manager and are disappointed when they visit the site. These types of mistakes can lead to reduced attendance, lower satisfaction among attendees, and operational problems during conferences.

Invest the time to review and apply the 4 tips I’ve described. When the time comes to negotiate rates for your next conference or seminar, you’ll be prepared to take advantage of better pricing while providing your attendees with a stimulating conference or seminar experience.



Randall

T. Dawn asked:


Picture this if you will: You, your boss, ten of your peers all watching a live major league baseball game. The bases are loaded, the pitcher lets a fast pitch go and it is a Grand Slam. The best part is that you are not at a someone’s home, you didn’t go to a bar to watch it on the big screens, you are actually at the game with you superior and co-workers and it is because your boss wanted you to know that you and everyone with you that you all handle yourselves well and that your continued efforts are appreciated. Today you got lucky and caught the Grand Slam ball for your favorite team. Today you made a memory of a lifetime. Today your employer realized that this is team building at its finest.

Keeping your employees satisfied with what they do for a living is a task that every employer has. Although it can be said that happiness isn’t the employer’s problem, the cost of training new employees and high turn over rates are. Having a well trained, satisfied staff of employees is always good for business and taking care of your employees is just as important as taking care of your customers. You, as an employer, recognize this, and you want to do something to show your employees that your company is the company for them.

Are you thinking travel, dinners, shows, or a sports venue to send your best performers to? Corporate event planning is tedious and requires attention to detail that you don’t have the time for, and neither does any one else on your staff. You do really want to show them you appreciate everything they do, but you can’t take the time out to plan it. Peak Performance is the company to turn to when you want to do something extra special for your employees. Whether it is a local event or an event that requires travel, Peak Performance is completely qualified in corporate event planning and other employee incentive programs. Peak Performance handles everything from booking the event or venue to the transportation to and from there.

Ppsmeetings.com has 25 years of experience with corporate event planning, and employee incentive programs. The focus is on you, the customer, and your satisfaction. To ensure that ppsmeetings.com is on top of every aspect of corporate event planning they utilize five important rules. Thorough research, design, planning, coordination, and evaluation, and all are done while employing side by side, hands-on service from the start of your inquiry to the end of your event.



Gloria