Event Management for Corporate

As a communication tool, the broad range of events that organizations have been known to use has made a tremendous impact on how information has been relayed to the range of stakeholders involved with their business, both internal and external.

Whilst there were many opportunities for willing-and-able enthusiastic employees to get involved when organizational events were laid on in their early days, businesses are now much better able to fund more professional ways to show themselves off. After all, an excellent event will flag the image that is required and that's where the experts come in.

As the demand for corporate event management has grown, so has a proliferation of event managers who have the skills to achieve exactly what is needed in every sense for corporate event management. From tiny budgets for small occasions to the major events for the well known brands, there is always a solution out there these days.

For unlimited budgets there will be a plethora of corporate event management teams who will fit the bill. Yet finance is not the only thing that matters. A core skill of experience, blended with an excellent organizing capability are probably the most valuable assets - and without them, positively memorable outcomes will be difficult.

The development of corporate event management organizations - from the smallest to the very big (corporate themselves!) businesses - will always entail a gradual stepping up of abilities and experiences. This will so often be restricted to those who are the true professionals and who develop as they go, rather than some of the less capable businesses out there who have evolved into the corporate market from party planning and weddings. So it's important to distinguish between the two.

Having clarity for the desired outcome is a mindset that any event manager needs to be successful. Some are capable of this and are able to meet the stringent needs of the most demanding client. With outcomes that deliver, repeat business will come from happy clients, a consequence that every event business seeks.

Whilst appreciating the need to understand the new technological innovations out there and providing ideas for corporate clients to consider, there is one element that event management companies need to have fixed in their sights. As in all service industries, the quality of customer service will directly relate to success - or otherwise - of any provider. It's always important to set sights for client satisfaction at the highest level.

The best at corporate event management are - above all - excellent communicators. It's about asking the right questions of a client, as well as being prepared to listen hard to them and then ask more again. Understanding the requirements of a client can't ever be too clear! By showing that you are interested upfront, you will show your client that you care, as well as being able to ensure that you get it right for them, whilst reducing the potential for costly misunderstandings as well.

Over the years, corporate event management has come of age. From years gone by where activities were almost entirely in-house, to today's media rich experiences, new expertise has had to evolve. The modern day event managers have the skills, creativity and logistics resourcefulness to deliver outstanding and memorable branded extravaganzas that identify organizations. More, they are able, through the use of technology, to leave a lasting impression where it matters and are well worth the investment for any corporate's future.

Planning a Memorable Event With a Forgettable Budget

In today's economy, many meeting planners feel that they have their hands tied. They want to create a memorable event for their attendees, but they know they have to be more mindful than ever of expenses. They also have to watch perception. So even if they stay under budget for their meeting, if attendees perceive the event to be filled with wasteful spending, then all their hard work will be criticized.

Unfortunately, the "entertainment" is often the area that people cut corners on during their planning. They perceive entertainment as a luxury item that they can eliminate or get for very cheap. In reality, your entertainment is the one thing you should never cut, no matter how meager your budget.

Why? Because the entertainment is what attendees will remember. It's what evokes emotions and memories in people. It's what brings people together and what ultimately strengthens your brand.

Essentially, your entertainment can be anything...a comedian, a motivational speaker, or anyone who adds value to your event. And yes, sometimes you hire an act for pure entertainment purposes only and not to deliver a message, but that entertainment must also match your company's image.

The bottom line is that people won't talk about the signs or the centerpieces after the event, but they will remember and tell stories about the entertainment, as that's what delivers the "wow" factor to any meeting. So whether you're planning an internal company meeting, an association trade show, or an event for the general public, be sure to use the following guidelines so you can create a memorable event...without breaking the bank.

1. Lock in your entertainment first.

Most people do this step backwards. They first decide on their location, food, centerpieces, promo items, etc. They then try to hire their entertainment with whatever money is left over. But if you're paying more for your cheese plate than for your entertainment, you're making a big mistake. Since your entertainment is what moves people to action, you need to make finding just the right person/act your first priority. You can always scale back your food or do simple centerpieces, because attendees really don't care about those things. They care about the message they walk away with-and that's what your entertainment provides.

2. Look for entertainment that is "self-contained."

If possible, hire a one-man/woman show as opposed to a band or group that requires several people to perform and to operate the sound. Aside from the fact that group entertainment typically costs more than a single person act, you also don't want to keep tabs on or worry about multiple people showing up and doing their job. A one-person show also goes a long way toward perception. Your audience will naturally assume a multi-person entertainment act is more expensive than a single person performing. Therefore, this is one simple way to get more bang for your buck...and a lot fewer headaches in the process.

3. Hire someone unique.

Rather than simply hire a "comedian" or a "speaker," get specific with what you really want. You likely want someone who can help you deliver a targeted message and who has a certain style that matches your company's image. Do your research to find that person. For example, if your company is fitness-oriented, you'd likely want someone who does high-energy performances rather than someone who is more subdued. When you spend the time to find an entertainer who can enhance your company's brand, you help create that "wow" factor for your audience.

Also remember that corporate entertainment is completely different from regular entertainment. An audience for a night club or cruise ship act will be much more relaxed than a business audience. Corporate people expect the entertainer to speak their language-to use acronyms and to name drop. They'll be much more critical of whoever is performing. Therefore, your goal is for attendees to say, "That entertainer was perfect for us."

4. Look for rising stars.

There are countless entertainers who are not household names (and who don't have the extravagant price tag attached with those names) but who will still do a fantastic job. These are your rising stars. Find these people and you'll look like a hero. Just because you can't afford to pay $20,000 for a well known performer doesn't mean you can't have a good show. Ask around, be specific in your searches, and you'll find the person who makes everyone say, "Wow! Where did you find this guy?"

5. Don't forget the MC.

A professional MC is an essential part of the event planning process. In fact, the MC could make or break your event. Whatever you do, don't allow the company "funny guy" to MC the event. Just because someone is funny at the water cooler doesn't mean he or she will do well on stage in front of hundreds (and possibly thousands) of people. Your MC is part of your entertainment budget, so you need to think about this role from the beginning. Who will be the best person to keep the evening or event flowing smoothly and who can connect with the audience? Get the right MC and your job during the event will be much easier.

A Lot of "Wow" for a Lot Less Money

While planning a meeting or event these days is a bit more difficult than it was just a few short years ago, you can still deliver a meaningful and memorable experience to your attendees without spending lavishly. The key is to focus on your entertainment. Hire the right person who can best deliver your message and move your audience to action, and you'll have an event that people will be talking about for years to come.

Business Event Planning 101 - Finding the Right AV Equipment Company

The Audio Visual Partnership Advantage

Conference technology has advanced by leaps and bounds, bridging geographic gaps that once seemed insurmountable. An experienced audiovisual company specializes in the creation of superior presentation environments, helping your company communicate more effectively and efficiently with prospects and users from multiple geographic locations and in multiple media formats. But how do you know which AV vendor is right for you?

Does your vendor take the time to really find out about your event? Events aren't just about the number of screens and the equipment you're using. And for many equipment rental companies, that' all they want to know. How many screens? How many visitors? Budget? When do you need 'em? Most businesses setting up an event aren't fully versed on all the different technology available to them. You want to find a vendor who can give you multiple options and really ask you how you'll be interacting with your audience and suggest equipment that's right for you. While this might sound like an upsell, they're trying to improve the quality of your event.

Consider this: people absorb information in a variety of ways. For visual people, a teleconference just won't get the job done. For auditory learners, an executive summary or white board won't make much of a difference. But when you combine the power of audiovisual rentals and video during a corporate event, your audience is hooked on your delivery, and your message gets across loud and clear.

Does your AV vendor train presenters to use the equipment? Tech meltdowns are not uncommon in events. We have all either witnessed it first hand or been a part of it. The underlining cause is that the person using the equipment is rarely the one setting it up, doesn't understand the equipment, and the vendor who installed it didn't communicate how to use it. This is especially problematic when you consider how complex conferences and tradeshow technology is becoming. Ask your vendor what type of training support they provide for the equipment.

How big will your support team be? If you have a large event, and your AV company is giving you one onsite support person during the event, this is a problem. Ask about the number of people provided to support the event. Also ask, what typical issues arise with the equipment, and who will be handling those issues.

Are they local, regional, or national? If the nature of your product or business requires you to travel to client sites to demonstrate your product in trade shows or conferences multiple times year, using the same AV partner will minimize the amount of preparation and planning needed for each event. Then it's best to find a partner who has a shop close to you with a national or regional range, that way you're not waiting days for equipment to be delivered, you're not paying extra fees for delivery and pick up and you're also not reexplaining your event to a new vendor each time.

By joining forces with a reputable audiovisual rental company, you're not just getting the right equipment, but also knowledge about new technology, troubleshooting skills, and you're purchasing an insurance policy against tech failure. Don't be afraid to ask potential vendors a lot of questions and be forth coming about your event details.

Event Management Business: Skills Required to Startup

Daydreaming about starting an event management business? Maybe you have already worked in the events industry and think about working for yourself. Or perhaps your organized meetings in the past and feel it your life's passion. Both are good reasons for acquiring the profession.

Starting an event management business is similar to starting a relationship - it's required to possess appropriate skills and follow some important steps to achieve success.

Gain Event Management Skills and Experience

Scoring a success is based on event manager solid grasp, steady skills and experience:

• Verbal and written communications


• Organization and time management


• Negotiation and budget management


• Marketing, public relations and more

Determine Your Event Management Market

Let's say you've been working in the event industry for many years, know all ins and outs and eager to coordinate all kinds of events, from weddings to festivals.

Stop. This is a common mistake many event managers do. First of all, people have different energy levels and different capabilities. And, one can't be a master of all trades. Recognize that there are distinctive differences between corporate, association, nonprofit and social events. Determine your market accordingly. It's much easier to concentrate on a certain domain and become a professional.

Develop a Business Plan

Someone once said, "If you fail to plan, you should plan to fail". Like everything else, starting an event management business requires a business plan. There are a couple of resources that can help you. For example, U.S. Small Business Administration publishes materials about writing business plans. You can find more with Google!

Obtain Business Insurance

Business insurance is mandatory. Event management business should secure general liability and other forms of insurance to protect the business owner's interests.

Several forms of insurance exist. Speak to an insurance adviser to learn the requirements.

Develop Network of Suppliers and Staffing Resources

Event managers usually work with a wide range of suppliers - communications consultant, stationery designer, promotional products distributor, party rental supplier, caterer, florist, photographer and more. You will also need the staffing resources for sales, marketing, accounting and administrative functions. It'll be necessary to establish an infrastructure that will support your events from all sides.

Establish Your Fee Structure

You should be conscious of the various ways to cover expenses and make a reasonable profit. Most event planners' charge is based on the following:

• Flat fee


• Hourly rate


• Percentage of expenses


• Percentage of expenses plus hourly rate


• Commissionable rate

Business Development and Marketing

With a prepared business plan, established fee structure and determined event manager market it's time to begin working with marketing materials. Choose the right name for your business; create business cards, stationary, proposals, client agreements and a web-site.

Launching a web-site is an easy step with a turnkey solution like PG Events. Get more details at eventsoft.pro/overview.php

Features and Benefits of Online Event Payment Solutions

Online event payment solutions offer an excellent finance management in terms of safe and secure collection of donations and dues from attendees and donors. The web-based payment solution also provides a myriad of money transfer options through varied payment getaways such as PayPal, credit cards, Authorize.net, and so on.

Generally, most of the online event payment solutions are PCI compliant, which makes them 100 percent secure for processing, storing, or transmitting credit card information. Attendees can buy various program tickets using their credit cards such as Visa, MasterCard, Discover, and so on, or by paying through checks and POs. Participants can also pay with other major payments getaways, such as with their own merchant accounts, or with a payment plan using a recurring billing option.

Donations play a major part of revenue generation for most organizations, charities, and schools. The problem of donation management can be resolved if you accept donations online, which also ensures an error-free transaction. Moreover, it has been found that maximum customers prefer donating funds online.

Advanced web-based financial data management software generally accepts online payments at a highly competitive rate for all major credit cards and via PayPal, CyberSource, or Authorize.net. Online event revenue solutions do not require any additional downgrade fees for corporate' mileage ' or gift cards and fundraisers. Whether there are conferences, meetings, seminars, trade shows, or exhibits, the online payment management services assist quick processing of refunds and resolves chargeback requests, if any.

One of the major advantages of online payment services is that they reduce all types of financial data handling hazards. The application ensures complete online collection of membership dues' subscription fees, or donations, with least manpower involvement.

Web-based payment options:
• Increase fund processing efficiency
• Decrease registration time (no more standing in long queues to fill in registration forms)
• Track revenues by event
• Monitor registrations and payments via notifications
• Synchronize multiple payment systems at large and complex events
• Help to spend less time on refunds and settlement

The PCI-compliant online compensation processing solution consolidates registration data for administering financial reporting and visibility. It supports recurring orders for memberships, subscriptions, and more, regardless of the gateway used. The solution also provides a self-service facility for organizers to submit refund, amend orders, process credits, and complete transfers. Online event imbursement solutions also allow the organizers to view their own payment instructions and refund policy, as and when needed.

The online financial management solutions not only enable smooth flow of payments, but also create and manage instant online registration and other aspects of program management. Using the secure online payment solutions, event companies and educators can reconcile transactions' manage refunds' handle charge-backs' and efficiently administer merchant accounts.

Football Spiral Party Ideas to Organize an Action-Packed Party for Your Little Football Fans

Football spiral party themes are an excellent choice for little guys who love playing this game in the backyard and watching the NFL with their dads. If you have a son who eats, drinks, and sleeps with this game, go all out to throw a football theme party on his upcoming birthday. This simple, but thrilling party idea will surely please the rowdy group of young football fanatics. Here are some useful ideas for planning a successful party:

The invitation:

• You can use the ready made invitation cards that can be easily bought from any party supplies stores.


• A football ticket invitation will make the kids jump out of excitement. Design them on your computer and print them.


• Inflatable footballs can also be used as an invitation. Use a permanent marker and write your party details on it.


• Make this a costume party and ask the boys to dress up as softball players and the girls as cheerleaders.

Party decoration ideas:

• Buy life-size cutout of your child's favorite sports player and place it at the entry. This cutout can later be used as a photo prop.


• Take some printouts of renowned softball players that your child and his friends like and paste them on the wall. You can paste these closely on a single wall to get maximum attention.


• Decorate the area with themed Mylar balloons, flag banner, solid color latex balloons, etc. To complement the look of your party, buy Football Spiral Party Supplies such as paper plates, cups, cake candles, party bags, hats, blowouts, etc. Paper products would be great to prevent any damage to your dishes that can be caused by the wild crowd.

Party games:

• A football shaped pinata can increase the enthusiasm of the little players. This can serve as a party game as well as for decoration.


• Nothing can be a better game for this theme than playing football. Divide the children into two groups and let them play their dream game.


• Have a football quiz. Inform the kids about this game in advance so that they can do their preparation.


• Organize a football show in your home and play any of the popular matches. Arrange some chairs in your TV room so that the kids can comfortably sit and enjoy watching the show.

Party menu:

• Popcorn, burgers, hot dogs, and anything that you get in a stadium will work best.


• Have a football shaped cake and cupcakes for the kids to relish. Decorate the cake with themed candles that are shaped in the form of softballs.


• For drinks, you can serve fruit punch, lemon-lime soda, carbonated beverages, etc.

Favors:

Let everyone be the winner by rewarding them with real footballs. Even though this will be an expensive favor, kids will love this. Write your thank you message with a marker pen on these balls to make them serve as memorabilia. A book on football rules and game tricks will not only please the kids but also the moms.

These exciting Football Spiral Party Ideas will surely make your party score a winning touchdown.

Corporate Party Games - Livening Up Your Next Work Function

At any corporate party, games are great for two reasons - they allow workmates to bond and have fun together, and they are an ice-breaker for people who may not know each other. Here are 2 corporate party games to play at your next corporate party:

"The Gift Game" Corporate Party Game

This is one of the simplest corporate party games, but is still loads of fun. Prior to the event, purchase and wrap 10 cheap gift items for the game. Before guests arrive, hide 10 coins in and around where the party is being held. Guests have to search for the coins, and the people who find them can exchange their coin for one of the gifts, as long as they don't open them yet. All the partygoers stand or sit in a circle, with one person reading a made-up story containing the words "left" and "right" many times. Every time the word "right" is mentioned, guests have to pass their gifts to the right, and the same with the word "left". Once the story is finished, the people left holding the presents keep them.

"Pass the Hat" Corporate Party Game

This, more than many other corporate party games, requires cooperation and imagination. Party guests have to stand in 2 circles, one inside the other. One player from each circle starts the game wearing a hat, which has to be passed around the circle without anyone using their hands. The first team to pass their hat all the way round is the winner.

At almost any corporate party, games can generate laughs and make the event really enjoyable for everyone. All that's needed is a bit of imagination, and people willing to 'have a go' for the sake of team building and having a good time.

Halloween Party Invitations That Will Excite Your Guests for Your Big Monster Mash

Halloween is one of those holidays that people look forward to. Come 31st October and everyone, whether kids or adults, will be busy celebrating this day by dressing up like witches or devils and playing trick-or-treat. This is an occasion when people organize lots of parties and celebrate some special social moments. If you are planning to host a stupendous party, here are some Halloween Party Ideas that will help you to gear up your guests for this special celebration.

Zombie theme invitation:

Choose any Zombie picture available over the net and print it out on printer paper or construction paper. Either print or write your party details on it to complete your invitations. For giving it a spooky look, you can put on some blood red colored ink on it and let it dry. Zombie theme invitations do not have to be scary; you can have some fun element in it either by using pictures of cute zombies or by using funny invitation wordings such as 'We want brains but will settle for a party'. Such invites are readily available at stores that sell Halloween Party Supplies; however, you can always use your own creativity to come up with something unique.

Skull invitation:

Why not scare your invites by sending them a skull as an invite? Buy some readymade skulls, cardboard boxes to enclose them and some springs. Glue the spring to the inside bottom of the box and glue the skull to the upper part of the spring. Instead of gluing, you can use the fishing wire to attach the skull to the spring. Once done, push the skull downwards and close the box firmly in a way that when someone tried to open it, the skull will pop up. Tie it up with a ribbon to make it look cute and attractive. Write your message on the box and request the recipients to open it for a sweet surprise. Your invitees will certainly love these extra-ordinary Halloween Party Ideas.

Horror movie invite:

A DVD of 'The Uninvited' or 'Exorcist' would be the best invitation for your party. Write your invitation on the cover of the DVD and mail them across as invites! Instead of DVDs, you can send out the movie posters as invites. Simply choose a poster of your choice and edit it in Photoshop to add your party details and delete the other irrelevant details on it. Take poster-sized printouts and roll them up to form tubes. Your movie poster invites are ready to be used!

Apart from all these, you can always consider the pre-packaged invitations and Halloween Party Supplies available with many party supplies stores. They are the easiest and quickest way to announce your grand celebration.

Why Should Event Planners Go for Online Conference Registration?

Conferences are among the most important events that the corporate houses need to organize in the present day. Different companies organize conferences of various sizes. The number of potential attendees to a conference is, in most cases, directly proportional to the size of the event. One of the most important activities included while managing the details of a conference is the registration of the attendees. The process of conference registration helps the organizers to get an idea of how many invitees may turn up for the event and so on. Besides, there can also be a number of information about the potential attendees that the conference organizer may need to know. For this, the organizers, while designing the page for online conference registration, can include a questionnaire that the registrants will need to fill up. These questions should cover the information that the organizer needs to know about the registrants.

Manual Conference Registration versus Online Conference Registration

The conference registration, when done manually, is one of the most strenuous works and can also bring monotony. Hence, it is better to avoid it and take the help of some automated processes, for example conference registration software that helps to streamline to process of registering the attendees for the event. This type of software can make the registration process much easier than before and hence, attract more attendees who earlier used to back out because of a complex and lengthy registration process. Besides, while providing online registration for the potential attendees, they can also be provided with a lot of other additional information, such as the venue of the conference, the time and date, who will be the speakers, what are the things that are going to be covered, and so on. This is going to be of great help the expected attendees and hence, is likely to assist in satisfying them with the service.

Benefits of Online Conference Registration for Registrants and Organizers

Conference registration process, when provided online, provides to be helpful for both the organizers as well as the registrants. It is easier for the registrants to complete the registration online as they do not have to travel to do that. Besides, with the advent of new technologies, such as Cloud computing, the registrants can complete their registration process anytime and anywhere, provided they have access to a computer with connection to the internet. The event organizer can also be benefitted by the use of conference registration online. When the registration process is done manually, only one potential guest can register for attending the conference at a time. However, with the use of online registration process, numerous users can register simultaneously for attending the conference. Thus, it helps to increase the number of attendees in a conference.

Successful Conference Registrations to Pave the Path for a Grand Event

Conference registration is the first step toward organizing a successful conference. Hence, it is important to complete this process correctly. This can pave the path to a grand conference that can experience maximum attendance with excellent management of every minute details of the event.

Corporate Hospitality Events to Create a Positive Working Environment

Running a corporation in the present scenario of economic slash down and cut-throat competition is not an easy task. Business executives strive hard to create a niche for themselves in the market. If you have a leading business organisation in the United Kingdom, you can seek the help of various event management companies to organise an event for you. Corporate hospitality events allow important clients and colleagues to relax, socialise and work towards building a positive working environment.

Trade shows, exhibitions, conventions, conferences, business meetings and seminars give an ample scope for corporate hospitality. It has become an important part in the contemporary business world. It helps add flair and fun to training courses, annual general meetings and PR events.

There are various components that come into play while organising all types of corporate events. Activities, conference venues and locations are relevant aspects of conferences, seminars, conventions and business meetings. While all event organisers hope for a welcoming and successful event, making wise and careful decision and choices would make your seminars, conferences, PR events, annual general meetings and training courses a success. Good bonding between staff and clients is one of the most important aspects of both the successful event and business of all types. Corporate hospitality and team building are two elements ensuring the success.

Venue or location is the most important consideration for all sorts of events, seminars and conferences. While selecting a location, keep in mind that all the attendees can reach the destination easily. Railway and airport access is very important. Location is equally important in terms of corporate hospitality and entertainment. Inclusion of different types of activities and team building games into your event would add fun to it. Remember, venue helps set the mood for meetings, seminars, conventions and conferences. Comfortable space, excellent service and most importantly, good food would help in team building at your company's meetings and events.

Corporate hospitality is an important component of any type of team building events, games or activities. It can be as lavish as a tour abroad or as simple as an organisation's day out. It allows team bonding as team members of different departments work towards to achieve a common goal. In fact, it is a great morale booster and a positive bonus for co-workers and employees. Cutting a long story into short, corporate events motivate employees to perform better

In Times Of Crisis: Meeting Planning

The only thing that is constant in life is change and problems! Do you ever dread picking up the phone, turning on the television or accessing the Internet or your email for fear of what crisis, natural or manmade, you will encounter today? Similarly, meeting planners often face a plethora of problems and concerns that must be addressed in order to execute successful meetings.

Earthquakes, hurricanes, floods, fires, even political controversy - it seems as if crisis will always make for some titillating headlines and cause real challenges for many, including planners when their meetings are headed to affected areas. When you have invested significant time and money, and will be held accountable for advising your staff and attendees on doing business and holding meetings in disaster areas, you want an accurate and direct source of information. You need to be able to separate fact from fiction and determine how unexpected events will impact your meeting and attendees.

Who can be trusted to advise with so much on the line? Planners with a meeting scheduled in a destination experiencing any kind of issue can receive up-to-date, accurate information from their destination expert: the Convention and Visitors Bureau. The CVB has access to local officials and agency representatives as well as on-the-ground response teams, all who can provide important, precise and timely information to the planner.

Times of crises often fuel media frenzies, so precise, useful information can get lost in translation. All events are subject to interpretation and interpretation leads to confusion, even before spin and political objectives get layered on top of any type of reporting. A planner does not have to rely on the media as their primary source of information when in a destination. They can get the most informed details by speaking with their CVB, a trusted, local point of contact for calm reassurance and reasoned course of action.

Trouble-shooting and facilitation of manmade problems is also another area of expertise for CVBs. Being well connected in the communities of local government, politics and the entire hospitality network gives them the unique ability to use their contacts to give you the means to solve any kind of problem or assist with a special request in the destination. Additionally, CVBs have homegrown knowledge and insight into what is on the horizon, which can lead to proactive problem solving and avoid many mishaps.

Think of the CVB as the ultimate "destination buster," especially in times of crisis and concern. Whatever the roadblock, they can be called upon to assist you in finding real solutions and organizing the many different sources you may need to call upon in the destination.

"Trouble-shooting is another expertise of the CVB. When it didn't look like we would get our rebate on the Convention Center space due to pick up the CVB took our attendance lists and polled all of the hotels in the area. We found out that the attendees stayed all over the destination, outside of the block, and we were able to get a good count for the next contract". - Patricia F. Zollman, CMP, Senior Director, Global Accounts, Helms Briscoe

Plastic Stanchions: Affordable and Practical Crowd Control

No matter what type of event you are hosting, crowd control is essential to ensure that your festivities run smoothly. Plastic stanchions are effective for traffic control and to prevent your guests from entering unauthorized or dangerous areas. Because they are lightweight and affordable, they are ideal for weddings, parties, parking areas, and any type of outdoor event.

When you plan any type of event, you must take into account where are all of your guests will park their cars. At some locations, there is not adequate space available for all of your guests' cars. You may be forced to use a grassy area or vacant lot as your parking lot. This can be confusing for some so you will need to make sure that you have the area properly marked. This is when your plastic stanchions will become useful.

Use your plastic stanchions along with plastic roping to designate areas where your guest should park. You can find stanchions that are brightly colored and easy to see even when the sun is not shining bright. They are very portable and easy to set up and take down. You may want to put some volunteers out in the field to direct your guests where to go.

Many event planners use plastic stanchions and rope as barriers to prevent guests from walking onto grass or other landscape features. They can be used to line walkways and other areas where there is a lot of foot traffic. Place them in front of doors or entryways to unauthorized areas to prevent your guests from wandering away from the festivities. They can be used around roadways and parking lots to prevent accidents as well.

Plastic stanchions allow event planners to create lines for refreshments, ticket sales, restrooms, and more. Having clearly designated lines is essential to ensure that traffic moves smoothly and your guests know exactly where to go to get the products or services they need. This will also help cut down on arguments and issues with the people waiting in line. One benefit to these systems is that when the crowds diminish you can take down the stanchions and rope and relocate them to where they are needed.

Because of their design, plastic stanchions and rope systems can be configured to fit any area. Unlike larger barriers, they can be placed in irregular or unusual spaces. The affordability of these items make them ideal for consumers who want to own their own crowd control system for multiple uses. They are lightweight, simple to transport, and easy to store. Because of their sturdy construction, they will last for many uses and stay in nice shape. They are weather resistant and can be wiped down with soap and water if they get dirty.

Plastic stanchions and rope are affordable. This makes them ideal for schools, churches, clubs, and other organizations that host events but may have a limited budget. They are available in different colors as well. You may choose the brightly colored ones for parking while the white or black may be more appropriate for pedestrian areas.

Career in Event Planning - What to Look Out For in a Career in Event Planning

A career in event planning is something that can be considered as a new profession. It has been little more than a decade since the event planner's work was officially recognized as a management profession.

If you are interested in a career in event planning, you must be prepared to learn a variety of duties. The event planner must select a suitable location for the event. He or she must see to arrangements for travel, accommodation and food. The event planner must oversee registrations and plan programs.

The event planner is also called a convention planner, a conference coordinator, a meeting manager or a special event coordinator. The logistics of company meetings have become much more complicated as corporations have expanded and grown globally. A person must now train for a career in event planning in order to competently carry out all of the jobs involved in such an undertaking. Professionalism is absolutely necessary for this complex service.

For a career in event planning, you will be trained to negotiate, plan and coordinate meetings and conventions from the local municipal level to the international level. You might have to organize a small meeting for inner-office personnel, or you might have to organize a major convention attended by thousands of people from all over the world.

Some people who choose a career in event planning have their own companies. They are hired by organizations and corporations to plan and coordinate big events. Some even hire out their services for events like weddings, school reunions, family reunions and birthday parties. Many large corporations employ event planners as part of the management staff. Some people who have trained for a career in event planning are employed by large hotels or big convention centers.

Young people interested in a career in event planning should take business courses. A Bachelor's degree is the minimum requirement, and it would be a very good idea for the student to look into professional organizations that offer certification programs for a career in event planning.

This line of work requires excellent English and communication skills. It would also be to the student's benefit to learn a foreign language. This is a position that calls for leadership qualities and strong management skills. People who are successful in this field are very strong in public relations and have good sales and marketing skills.

This is certainly a profession in which it pays to be a "people" person. A career in event planning means you will at times be working with hundreds of people performing many different jobs, and that can mean an infinite number of potential problems.

The event planner must be able to think fast and find solutions; in short, be a reliable trouble-shooter.

Understanding the Pros and Cons of Event Planner Services

It is common for a company to have a variety of events throughout the course of year. These are scheduled to recognize important occasions, to help honor sponsors, to reveal brands, or to acknowledge the hard work that the company's associates place in their jobs every year.

Irrespective of the aim of your events, it's vital that they run as smooth as possible to assist the honored guests feel appreciated and not burdened by the altering plans of poor event organization. It is the importance placed on the detail of the execution of these events that inspire many organizations to turn to the professional services of an experienced event planner. Professional planners place a lot of importance to the finer details of the execution and this makes many firms to hire them to organize the corporate events conducted by them.

Once you make use of these planner to run your corporate event you'll find out that there are a number of benefits that are associated with cashing in on their planner services. The primary profit you'll find out with a professional event planner is that you are using a person who person that has the expertise and the information needed to predict all the wants your event will need to be run successfully.

The second advantage you'll discover with a professional planner is that you're using a person who is closely acquainted with the event planning market, therefore permitting you to have an correct idea of the budget required for your event. A 3rd benefit that is associated with the use of an event planner is found with having an individual who has well-known resources in the planning industry helping you get the best value from your event at prices that you'd be unable to capture without an expert event organizer.

After all all of those positives will be flipped to negatives when you do not look for the professional services of an event organizer and instead look in-house towards the inexperience of an associate. An individual with no event organizer expertise can be uninformed of the dangers that often disclose themselves during the event planner process, resulting in negative aspects of your event.

Additionally, an inexperienced event organizer can not be aware of the numerous aspects included in the event planner process so opening the door for dangerous budget estimations and a high expense event. Finally, an inexperienced event organizer does not have any connections within the event planner industry that leaves them open to being fully charged for event services and unaware of any cash saving opportunities.

How To Choose A Corporate Event Company

Organising a corporate event involves a huge amount of planning and work. It is common practice to hire a corporate event company to handle the majority of the work for you.

When looking for a corporate event company it is important you decide on the type of event you want to host, the location of the event and how many people will likely attend. That will allow you to choose the right company with the right expertise.

Is your event:

• An exhibition


• A conference


• A seminar


• A party


• An awards dinner


• A product launch


• A charity fundraiser


• A press day


• A staff party

All of these and more can be handled by a good events company but some specialise in specific types of events.

Do you want to host the event:

• At your offices


• At a hotel


• In a bar


• Outdoors


• In a marquee


• At a specialist type of venue


• Abroad

Is your event for:

• Your staff


• Your customers and clients


• Prospective customers and clients


• The local community


• The press


• Any combination of the above!

You will also have to have a budget in mind. An events management company will be able to advise you on what you can and can't achieve with your budget and then you can adjust accordingly to ensure you organise the event properly.

Once you've made these decisions you can begin researching and contacting corporate event companies.

A Google search for "corporate event company" will give you a long list of potential companies. Take a look at their websites, see what they specialise in, read any testimonials they may have and make a list of the ones that you think will manage your event best.

Those companies should have experience in organising events of the type, location and size you have in mind. This is where testimonials will be especially useful. Successfully organised events on behalf of well-known, blue chip companies will give you the confidence that this event management company can do the same for you.

A corporate event company should be able to provide venue finding, catering, lighting, d矇cor, entertainment including band or disco and any other musical entertainment, audio/visual equipment, marquee hire, drinks and hire of bars, photography and video services, all necessary event staff and even florists, security, transport, valet parking, hotel reservations and invitations.

Once you have your list - three to five companies should be enough - contact each of the companies and invite them to discuss your requirements and provide a quote.

Meet them in person so you can judge how well you will work together in the planning of your event so that on the day you can concentrate on your guests and not worry about the event itself.

The corporate event company you eventually choose will require an upfront fee on booking confirmation (usually around 10% with further payments due as the event gets closer) as they will incur costs right from the start.

They will begin using suppliers who will require upfront payment themselves, so don't think this is unusual.

The chosen corporate events company will work within the budget you set anyway and ensure your event goes to plan so you can sit back, relax and enjoy the day.

Choosing Your Next Corporate Event Planner

It all depends on what you want. If you want a great event, you will need to select a great Corporate Event Planner. It is that simple. You need an event planner who will not only plan one, but will also produce a perfect memorable corporate event for you. Now, the problem is how to choose a good corporate event planner. You can go about the selection process in two ways. First, you know what type of event you want. You know the theme, the food and beverage, entertainment, the venue, the lights, the sound and the overall atmosphere. You only need to know the where and the how of it, and whether it is within your budgetary constraints. Second, you have no clue what you're doing. In this instance, you'll need a Corporate Event Planner who can suggest themes and present them in such a way to have created a vision for you.

The Corporate Event Planner you are looking for should be comfortable with both the scenarios. He/she should have the ability to listen closely to your needs and those of your clients. They should also be able to effectively communicate your ideas while motivating the entire team towards working for the same goals. In essence, the corporate event planner has to be a visionary leader.

Corporate Event Planner - What to Look For

Now that you know what they do, you may wonder what qualifications you should look for. First, get yourself organized to know what type of event you are trying to produce. Be very clear about what you want and how to convey it. List all the components of your vision and have a very clear concept of the same. Once you have finalized your requirements, start looking for a Corporate Event Planner - an individual or a company - with enough experience to fulfill your needs. What you need to choose is a complete Corporate Event Planner; and not a florist, or a caterer, or a DJ. Your complete Corporate Event Planner should have the ability and experience to bring all these component services together as a unit and produce a flawless event that will be remembered for meticulous planning and perfect execution.

You can start looking for your Corporate Event Planner by visiting corporate events or by searching the Internet. Make a list of those that seem appropriate to your requirements, and start calling them. Explain your vision and wish list, and arrange for interviews with those who stand out. Ask them to bring their proposal and ask for references from past and current clients. Pick one who is creative, communicates well, has extraordinary vision, and the experience to pull it off.

A great Corporate Event Planner can produce not only a great and successful event, but also one that would be enjoyed by all.

Motivational Speakers For Corporate Events

Widely speaking there are a couple of different kinds of motivational speakers which you can consider when making a booking for your function; the leadership motivator and the self motivator. Leadership motivators often have a background in business, or have worked in a managerial position in the public sector. Self motivators typically have a past in professional sports or in the armed forces, or may have experienced a major challenge in their life which they have overcome.

Making the right choice of motivational speaker for your event requires you to understand the needs of the audience and message that needs to be delivered. You'll especially need to comprehend what the audience anticipate from the event as well as the ideas you want them to take away. These are very significant factors as they will make up the foundation of the brief that you'll propose to any prospective speakers.

To illustrate; if your goal is for the audience to reflect on their personal and career targets and push on to take increased amounts of responsibility then a self motivator style of motivational speaker is most likely to be the ideal choice. If instead the aim is to build team morale, communication skills and leadership within a work place, then a leadership motivator style will be better suited to the job.

It is a good idea when looking for a motivational speaker to select somebody with a relevant history and experience that your audience will be able to relate with. For example a speaker who speaks about climbing a mountain and overcoming major hardships may well be uplifting to an audience, but if it is not relatable with the audience then a speaker who has succeeded against the challenge of creating a business, or demonstrating leadership skills that the listeners are able to identify with may be more relevant and valuable to the audience.

It is vital to ensure that both the motivational speakers experience and area of expertise fits both your budget and the real requirements of the audience. Finding the most suitable speaker to fit your budget is often best achieved by properly identifying a motivational speaker who has experience in the world of commerce and has the bruises to prove it!

It's especially important to ensure that the speaker will provide a tailored speech which is bespoke to the needs of your audience. As an aid to achieving this you should plan out your requirements in writing, providing a high level overview. This will prove helpful to both yourself and your speaker of choice. Try to keep this concise and no longer than a single page.

Explain the purpose of the event and the reasons for requiring a motivational speaker. Make sure that your speaker can work alongside you during preparations for the event - a good speaker will also make themselves available to visit your workplace and meet significant individuals in advance of the speech.

Top 5 Tips to Reduce Your Event Planning Workload

An event, though planned to usher in good times, often arouses a sense of phobia amongst those who are in charge of organizing it. Be it a private event or a large scale, corporate program, the organizers do tend to get cold feet when assigned with such daunting tasks. The workload seems to bog them down a lot which eventually hampers the quality that the guests and the participants expect. Availing a good event planning software online eliminates much of these laborious tasks.

Broadly speaking, an online event planning software streamlines the responsibilities of an event organizer by automating a multitude of processes including registrations, data entry, mailing, payment processing, and reporting.

Here are the top five tips on how you can use the solution to reduce your workload while planning an event:

Reduce manual data entry:

If you are still following the manual method of accepting event registrations via paper forms, opt for a fast shift to the online procedure. Manual registrations require transferring of the data individually from paper forms to the system database. This process, apart from being time-intensive, is extremely error-prone and may lead to important data loss. With online event registrations you can do away with this problem. The process involves little or no data entry work, as the information collected via online registration forms is directly submitted to a secure digital database.

Process your payments online:

Mechanical payment processing which once required organizers to wait for paper checks from registrants to clear or make weekly trips to the nearest bank to deposit event registration fees is quite outdated now. Today, you can rely on an online payment management solution to streamline all your accounting related jobs. The software facilitates real-time payment processing and verifies the credit card information submitted by every registrant before depositing the funds directly into the organizer's merchant account all in one hassle-free transaction. Your registrants too enjoy the ease of making payments online for reserving their spots at your event.

Automate your email follow-ups

Do not engage your staff in emailing and re-emailing invitations, RSVPs and similar other follow-ups. There are many other important tasks to be performed. Avail of the event-list management tool, and automate your processes of bulk email messaging. This will eliminate any duplication of work or confusions related to collaborations rendering immense satisfaction to your valued registrants.

Go in for social media marketing

While developing a marketing strategy for your event, include social media promotions. This mode of marketing requires minimal investment both in terms of time and money. You can promote your event via a number of powerful social networks. The social media connector of the event planning software online will make your work even easier by downloading profiles of your guests directly on to your private community network.

Avail custom reporting

Do not rely on a third party vendor to get your event performance analytics done. This may delay the whole process of report generation leading to loss of potential business opportunities. Make use of the custom reporting tool of the event planning software online. The functionality uses all the metrics that are relevant to your event and gets your report done in a very short span of time. This in turn, expedites the process of making follow-up calls and business lead generation.

Enterprise Event Planning: A Checklist For Event Planners

An increasing number of organizations are focusing extensively on enterprise events. As an event planner, you will understand the importance of corporate events in the present times. There are various types of corporate events that are hosted for different purposes. Some of the popular types of enterprise events include the following:

• Press conferences


• Annual functions


• Product launches


• Partnerships and tie ups

While it is true that events have always been a part of organizations, it is interesting to note that in the present times their frequency has increased at a rather swift pace. Both small sized and large corporations are hosting various kinds of enterprise events for different purposes. The scale of such events varies and herein lies the challenge for you to plan a successful event for your corporate client.

Given the demanding nature of corporate events, you need to take every bit of detail into consideration during the planning stage. Aspects that call for special attention include the following:

Budget

Your budget will determine the scale of the event. You might have a great idea for the event but not enough resources to take it to the next level. So, set realistic goals for your events after taking the budget factor into consideration.

Some event planners fail to understand that smaller budgets do not necessarily translate into lukewarm enterprise events. Even with tight budgets, you can organize successful events. All you need is effective planning and a blueprint for the event.

Venue

Whether you are organizing a press conference or an annual party, you should not go wrong with the venue. The first thing that you need to ask yourself is the scale of the event. The venue should accommodate the event attendees. Furthermore, it should be accessible for your attendees. Your attendees should not find it difficult to locate it. When it comes to venue selection, there are plenty of options to choose from. So, you need to choose wisely and negotiate tactfully. The final selection should be made after reviewing a few locations for the event.

Invitations

Your attendees should get their invitations for the event on time. This is particularly important when your event is around the corner. Make sure your invites contain necessary information about the event, venue, speakers etc.

Time management

You may get a request for arranging a corporate in just a week's time or even less. While it is indeed challenging to pull off the entire thing within such short notice, excellent time management skills can ensure the success of your event. You need to get a dynamic team that will focus on various aspects of corporate event planning including food, lodging, entertainment and more.

Food

Most venues offer catering services for event organizers. This option saves both time and resources. You can suggest the menu and look for options. Significantly, the menu has to be determined by the ambience of the event. For example, you need to decide whether alcoholic beverages should be offered at the event.

Enterprise event planning is a challenging domain that requires you to plan everything properly. Your priorities will differ and you will be required to put in extra effort. So, always have a checklist ready to meet your deadlines and arrange a successful event.

4 Popular Sporting Events Hosted in India

India has always been a great country for the sport lovers, as people here are engaged in various sports that are being played since a few decades. However, Hockey and Cricket, being the two most prominent sports in India, the later has gained much popularity compared to the former, which is the national sport of the India. With the increasing popularity of sports in India, events are being hosted every year, particularly for the sport lovers. Let's have a look at the top sporting events, which has always been loved by the people of India.

繚 Indian Premier League (IPL):

The IPL is perhaps the most talked about sporting event, hosted in the country. With more than 60 matches being scheduled for 45 days, the IPL has evolved as a phenomenon, with times. Formed in 2008, with a proficient league of 20 teams and promoted by the Cricket Board (BCCI), the IPL Players are the second highest paid athletes across the globe. The IPL, an overexcited passion in India, is the first globally recognized sporting event, which has been broadcasted live on YouTube. Thus, you can envisage the popularity of the event.

繚 Snake Boat racing In Kerala:

The snake boat racing is a very popular event, designed and prepared throughout the year, where boats (120m long) and the rowers get together every year, during the festival of Onam. Spectators from various parts of the country visit the place and line up near the banks of the Punnamada Lake, for watching the crew of rowers accompanied with singers, racing through the stirring waves. The traditional sport event, which was first organized in the year 1952, for honoring the Prime Minister of Independent India, has been able to retain its recognition and popularity in the lands of India.

繚 Kila Raipur Sports event:

An event, which was started by the farmers and peasants for impressing maidens with their muscle power, gradually became an internationally recognized event in Kila Raipur, a small village near Ludhiana. Hosted in the month of February, more than 4 thousand people gather here every year, for taking part in the extremely popular rural Olympics. Spectators, from far and near, visit the place for enjoying the rustic athletics. The event has become so popular that even foreign teams come here to get trained and compete.

繚 Jallikattu ( an event hosted In Tamil Nadu):

Jallikattu is a bull taming traditional sporting event that is about 3,500 years old. The sport, which was previously known as "hugging the bull" event in ancient Tamil Nadu, is hosted during the festivals of Pongal, in January. People flock to the place to enjoy the event, where players chase down the bulls and snatch the money tied to the horns.

Whether it is a rustic sport like kabaddi or a modest game like cricket, the vibrancy and enthusiastic energy of India is always reflected in the sport events.

The Right Flowers Can Really Set the Theme of Your Next Event

When planning an event whether it is for your business or having a family wedding affair, a creative and innovative flower arrangement can really set the theme for your party. Although flowers can be costly, and usually just disposed of after the event, they can really transform a room or outside setting into a festive and inviting space.

Party flowers are usually coordinated by a company that specializes in the production of these large scale events. These companies know how to effectively fill a room with floral arrangements that create a theme or setting for the given party, or corporate event. It is best to go with a company that has a lot of experience in such events to ensure that they have an understanding of the type of event and also the amount of space needed for flowers. Many aspects go into a strategy of festively decorating a room, or outdoor event with flowers. The type of flower, table arrangements, the season, and also the existing rooms colors all play into an effect floral design theme.

Hiring a company to fully handle the flowers for an event like a wedding is usually a common decision. Because flowers are expensive and knowledge of what flowers work best at what times of year, it is best to leave this job to a professional company. A professional floral company will usually set a package price which will include all of the flowers and design for the event. Wedding flowers are very important because they usually a focal point at weddings for bride and groom pictures, table centerpieces, and also bouquets. Because of their importance these wedding flowers packages usually are very pricey, and obviously, the more flowers, and more rare the flowers, the more expensive a wedding flower package can be.

When looking for a wedding flower, or party flowers company, it is ideal to use references from friends and family that have had good experiences with such companies. This way you will have a basic idea about price and also with the service they offer for your special day. Surrounding your party with flowers is always a great way to really customize your event, and leave a lasting impression with your guests. Also, sometimes with a surplus of flowers at the end of an event, the flowers themselves make for a nice parting gift for family members and friends when leaving the party.

Limo Company Makes Event-Planning Business All the Rage

Vampires. Werewolves. They're all the rage. So when someone wanted to promote the launch of an event planning business to the great city of Los Angeles, they made sure to invite lots and lots of vampires and werewolves.

Because nothing says "fun" like a theme party with mythical creatures.

The person's crazy friends all jumped at the chance to dress like vampires and werewolves, but what kind of vehicle is appropriate for the undead and the intermittently furry?

A limo, of course.

This person knew the kind of effect they wanted the event to create. Vampires and werewolves would get people -- potential clients -- looking. Vampires and werewolves slipping out of a line of limos would get their jaws to drop.

They wanted the promo party to tell the world that they could pull off a huge, crazy event without a hitch and with lots of class. They couldn't have done it, though, without the help of a limo company.

They started calling around to get price estimates. Their budget wasn't huge because the business hadn't opened officially. They discovered there are all kinds of prices out there. The key is to get the ball rolling early so you have time to hunt down the best price. But -- and here's the good news -- there are plenty of businesses who aren't out to suck you dry or tear your budget to threads. (Okay, promise, no more cheesy puns.) Lots of limo companies see themselves as partners of the business community. They want to help businesspeople succeed at what they do best, and offer a wide range of packages that fit their needs and budgets to a T.

The limo company this person chose listened to what they needed. They wanted all the vampires and werewolves to arrive at the same time, in a long line of classy, black limos. The company helped coordinate the event so it all went off without a hitch. The new company made a huge splash. Hundreds of people, many of them part of our target market, saw the team all arrive at the same time and were floored. They couldn't stop asking "What is all this about?" and "Is Edward here?" The team was able to pitch the business over and over again. Plus, several sales happened on the spot.

Sure, they could have all rolled up in hatchbacks and sedans and bicycles. They would have gotten some stares, and maybe even lots of questions. But a straggly hodgepodge of vehicles and a sleek line of limos don't say the same thing. One says, "I have lots of good friends who are happy to dress up and help me out. Aren't I lucky?" The other says "This is a professional event. I am a consummate professional. You can -- no, should -- trust your event coordination to me."

Face it, vampires and werewolves can be campy. Throw in a sleek line of limos, and they sell.

Conference Planning - Why Businesses Arrange Conferences

Conferences play a major role in the success of any business. Businesses arrange conferences for different reasons. Conference planning is necessary for business conferences. Conference planning is a very technical job and a professional is necessary for it. To become a conference planner you should acquire training; training provides you with the knowledge of managing conferences. Business conferences are arranged for the company's promotion, promotion of the company's product, employee appreciation, achievements of the organization and to get new projects.

The face of conference planning has changed and now businesses are looking to hire experts for the arrangement of their conferences. Businesses want to make sure that their visitors are comfortable and the right venue is selected for the conference. To select the right venue, comfortable seating arrangements and appropriate technology you have to be a professional.

Company's goodwill is dependent on the conferences; as stated earlier the companies arrange meetings for the promotion of their company. For this purpose appropriate venues such as big conference rooms are selected and these conference rooms have up to date technology. With the help of technology; businesses informs the public about themselves. This way these businesses gain promotion and the target market comes to know about the company.

Conferences are even held for a product launch. When a company makes a new product; it arranges conferences to inform the target market about the new product. It uses technology to provide knowledge about the product's advantages and offerings.

Meetings are held for employee appreciating. In these meetings the businesses use technology to appreciate their employees for reaching certain production or sales targets and workers are rewarded with monetary and non-monetary benefits. This helps in motivating the workforce and the workforce repays by working hard to achieve the company's goals and objectives.

Conferences are even held to appreciate the achievements of the organization. When businesses achieve their production and sales targets these conferences are arranged to appreciate the people involved in it. In these conferences; future targets of the organization are explained to the work force. A copy of the future targets is provided to the workforce so the workforce can work to attain those targets.

Many business meetings are arranged to get business from another business. In these conferences the businesses use technology in which they employ technology to provide information to other business and they try to get contracts with them. These are the reason why businesses arrange conferences and for these conferences proper conference planning needs to be done.

Top Five Reasons to Outsource Corporate Event Planning

When planning a corporate event for your company and/or clientele, it is important to have every last detail handled efficiently and quickly. Whether you intend to host a multi-day event or a simple awards banquet, you must provide for the comfort of your attendees while making sure you get everything you need from the venue. It is tempting to have somebody within the company take control of the planning in order to save some money, but you may wish to consider outsourcing this task to a professional corporate event planning service, one that knows your industry and is prepared to make your even memorable and effective.

Why outsource if you feel your company is capable of putting on a meeting? Why spend the extra money? Here are five reasons to consider:

1) Event planners know the hospitality industry. You may not have much involvement with the hospitality industry, and that is okay. If you have not planned a conference or luncheon before, you may not be aware of all the details to which one must notice. A professional event planner, however, will have years of experience negotiating hotel space and rooms, catering services, and promotional items. They make sure meeting rooms are equipped with beverages and pens and pads, and that there are plenty of rooms blocked out for your event.

2) Planners keep track of attendees. Find a reputable planner with the means to keep track of all registrations to your event. This is an especially time-consuming element that requires steady organization. Many event planners offer online registration services that can make it easier for you to gauge the size of your audience.

3) Event planners handle all crises. In a perfect world, we want everything to go off without a hitch. However, you may find during your meeting anything can happen. Reservations may be lost, food grows short. This is where having event planner helps - the people you hire handle all the problems while you handle the actual business of the meeting.

4) You may actually save money outsourcing. Because planners have an "in" with hotels and venues, you may be able to strike a deal on rentals and other services you wouldn't normally get if you planned the meeting on your own. Your

5) You can concentrate on your business. When you take the responsibility of planning a meeting off your shoulders, you retain the time to focus on why you're having the meeting - your business. Your work doesn't pause while you arrange for a conference. You will ultimately deal with the everyday work and the one-time conference, so let a professional deal with the event.

Outsourcing conferences, conventions, and special events are essential in keeping your business flow smooth and your sanity intact. Consider an event planner for your next big meeting.

Starting an Event Planning Business

I love entertaining so I frequently host gatherings which include the casual dinner party and BBQs to the more formal anniversary parties. Getting my family and friends together for gourmet food, good conversation and laughter brings a warm feeling of satisfaction to my heart. From personal experience I know how planning even the smallest of gatherings can be very time consuming. There is the planning of dates and times, getting the guest list together, shopping for food and decorations, checking out venues, hiring entertainment, etc. Think about starting an event planning business so that you can offer your clients the benefits of hosting a great event with the convenience of one stop shopping for all of their event planning needs.

Skills you need with you start an event planning business

Knowing how to throw a great party is a valuable skill when starting an event planning business. It will help you to have an idea of what your customers will be looking for. It will also help you to offer ideas and tips to clients looking for valuable resources for their event. Having an eye for detail and a fun personality are a great asset to any event planning business. Good time management and organizational skills are helpful as well. Being on time, keeping invoices, orders, client information, vendor lists, venue information and any inventory you choose to carry such as party supplies organized is a must for your business to succeed.

How do you get started?

Starting an event planning business takes a little time and research. The best way to get started is to offer to plan events for your family and friends. This will give you experience in planning a variety of events as well as build up your portfolio for future clients to see your work.

Education

Read books, take classes and attend workshops to help you to grow in your field. Join the International Special Events Society (ISES), to stay on top of events and happenings within the event planning industry.

Target market

As an event planner there are many types of events that you can plan including private parties, fundraising events, corporate events, wedding, business launch parties and more. Start off by putting real thought into what type of events you would be best at planning. Even though you may be good at planning all types of events to be successful it is always best to choose one area of expertise and add to that if you choose to as your business grows.

A good business and marketing plan

Sitting down and writing out your business and marketing plan even if it is only on a single sheet of paper to start with will really help you to start your event planning business off on the right foot. Who will your clients be? What services will you offer? What will you charge for services rendered? How will you market? Are some of the questions to keep in mind when starting your business.

A quality vendor list

A major key to event planning success is to develop a rolodex of reliable vendors to work with, like caterers, musicians, photographers, videographers, party suppliers, venues, etc.

Starting an event planning business is the perfect choice for someone who is detail oriented and enjoys working with others. Research your industry well and learn how to market yourself to prove your credibility. Be patient and your hard work will eventually pay off.

Use a PR Agency to Promote Your Event

Anyone planning a community event should consider using a public relations agency to help promote the event. By nature, a community event is a public event, and in the interest of maximizing attendance and participation, public relations tactics must be employed. Of course you can perform the PR functions and promote the event yourself, but the best results are achieved when hiring the pros.

Below is an outline of some key benefits to hiring a public relations agency to promote your community event.

Contacts

o One of the best ways to get the word out about your upcoming community event is through the press and media. A public relations agency will have established relationships with key reporters on not only a local level but nationally as well.

o Utilizing their contacts to promote (companies, brands, events, etc.) is the lifeblood of PR
professionals and agencies. Because of this, they tend to be strategic, on the ball, and focused on the end result.

o Using a public relations agency to promote your event will increase your likelihood of getting coverage in local and/or national newspapers or on television or radio news programs.

o Because information coming from known and trusted news sources is more credible than obviously paid advertising, members of your community are much more likely to take note of your event than if they were to find out about it through paid advertising.

Event Planning

o Ideally, you should sign on with a public relations agency early in the event planning stages. Doing this will ensure coverage by long-lead media and is a must if your event is expected to have a very large turnout or is held on a national or international basis.

o Even if you plan to do all of the planning for the event in-house and handle all the details internally, a good PR agency will be able to help you strategize every aspect of your event to maximize promotion not only of the event itself, but also of your organization. A public relations agency will help you strategize an appropriate mix of promotional activities, including but not limited to:

o Sponsorships
o Program launches
o Analyst tours
o Media tours
o Press conferences

o A good PR agency will gravitate toward promoting your organization (in addition to the event) just because it is in their nature.

o Most public relations agencies have event planning and event marketing capabilities. If you are operating on a large scale and expect mass media coverage, you will be well served to have an experienced agency ensuring everything runs smoothly at the event with regards to accommodating the press. If you are on a budget, however, you can likely choose the promotion services you need the most on an "a la carte" basis.

Message Makers

Public relations agencies are typically comprised of many different levels of corporate communications professionals. For this reason, having a PR agency promoting your community event can come in handy when it comes to your event materials. Consider having the agency develop your marketing materials to ensure that your message and tone are consistent and appropriate for your target audience. If the PR agency is involved from the beginning of the planning process, they can be instrumental in developing invitations, flyers, posters and more. Keep in mind, creative resources of a public relations agency are likely to be more extensive than your own. If you plan on hiring a PR agency to promote your community event, definitely leverage their creative strengths.

Tales of the Rookie Event Planner

It all started the Fall of 2006, SJB Weddings & Events was born. I decided that I was going to follow my gut and become an event planner. My philosophy was No Regrets! I'll try my best to make my company a success and if it fails, at least I had the guts to try. Guess what? My philosophy has changed, now failure is not an option. It's funny, but this company is like my baby. It has "ME" written all over it. When people see SJB Weddings & Events they are looking at me, because it is full of my character and values. It is truly my passion and after four years of college, two years of graduate school and seven years in corporate America, I finally realized it.

So you think you can just wake up one morning find a bride and plan her wedding and have a weekly appearance on Whose Wedding Is It Anyway? HA! What a wonderful idea that is. I wished it were that easy, but realistically we all know its not. Before you begin planning weddings, you have got to tackle the business stuff first.

I forgot one major part of any successful startup business...know your target market. Duh!!! I just figured I wanted to plan events and I did not think through the whole process. What type of events? For whom did I want to plan these events? What would be the cost of my services? Now after some great business advice from some seasoned event planners, I finally know what type of events I enjoy planning and who I want to plan these events for and how much to charge for these services.

Even though I was a bit late in determining my target market I think I have gotten one thing right. That is knowing the importance of relationship building. Not your relationships with clients, although that also is very important, but networking with people in the event industry. I have spent time networking with vendors, event planners throughout the country and even my competitors. I have found that these people have a wealth of knowledge to share and are willing to share if you just ask them. I am not saying that I have sat with my competitors and divulged my business strategies, but I have spent time getting to know them. I figure building a friendly relationship can't do anything, BUT help you.

I also joined a professional association, the National Association of Catering Executives (NACE) and immediately joined the Board and became the Ways and Means Chairperson. Basically, I solicit vendors within the organization for donations to help raise monies for our association and sell raffle tickets at our monthly meetings. This position has helped me to be more confident when speaking with vendors and has helped boost my confidence. It is true what they say, "It is about who you know". And equally as important? "It is about who knows YOU!"

In spite of all of the things I did not do so right at the beginning of my journey, I am still on my way to successful Event Planner status!

How to Manage a Corporate Event

Hosting a corporate event is an effective marketing tool, and done properly, an event should lead to the successful promotion of your brand or services. The type of corporate event will depend on what you want to accomplish and this varies from industry to industry. You need clear objectives in mind before you decide to host an event and these will need to be discussed with your event specialist so they have a clear vision of your business. Event companies specialise in strategic planning, development, creativity and budget management - leaving you free of the event-organising hassles.

Corporate events can vary size from small boardroom business meetings to international meetings bringing companies together from all over the world. Firstly, you need to ask yourself what you want to achieve from your corporate event - you will need a clear objective of the end of result to ensure the event's success. There are certain protocols you have to follow depending on the type of event and knowing the ins-and-outs of these event types will help make your event successful.

Corporate events are either internal or external. An internal event is colleague-based and only includes company members, they can be small breakfast meetings or large national events bringing affiliate companies together from around the country. Internal meetings can be held to discuss a company's future plans, to build team morale or to provide staff training - most internal meetings are a basic affair with minimal equipment, possibly a projector, tea and coffee station and finger food for lunch. Larger internal events include team-building excursions where staff members are sent to activity centres to build team morale - examples include rock climbing classes and white water rafting - activities like these build team morale and allow staff members from all departments to get to know each other properly. External events usually invite the public or specially selected guests to your event - these events could include product launches, promoting a brand, dinners and award-ceremonies.

Product launches are a brilliant way to market a new product or a new brand, these external corporate events can be low-key with a small guest list or large-scale spectacles with a VIP guest list. Your event company should get to know your new product and the message you want to convey when planning your event - the right message is vital. A product launch theme should reflect the product its promoting, for example, if you want to promote a new alcoholic drink, you could use a snazzy bar as your event location with your new drink as a welcoming freebie. If you are launching a new perfume, you could hold your event at a party-venue and give away free samples of your eau de parfum in beautifully-designed goody bags. Event companies usually have a substantial list of celebrity contacts, perfect for endorsing a new perfume or any other brand.

The time and location of your event are two important factors in its execution. For example, if you are planning a mid-week dinner, Tuesday to Thursday are the best days to choose - Monday everyone is tired from the weekend and Friday is when the weekend begins. Most people would prefer to attend corporate meetings, dinners, launches on weekday evenings rather than invading in their personal weekend time (when work is usually off the agenda). The location should be city-centre orientated and have easily accessible train and bus routes. If an event if miles away from a city, less people will be likely to go out of their way to find your event, especially after a hard day's work.

As long as you have clear objectives in mind and these are strategically planned and developed by a professional events specialist, your corporate event should give your company a huge boost whether it is through promotion or team-building.

Tips for Matching Event Entertainment to Corporate Guests

Planning an event entertainment can be one of the most daunting tasks ever. It requires a lot of creativity as well as knowledge of what the targeted audience enjoy most. The journey towards finding the most perfect and wonderful event performers should be treaded carefully to avoid little mistakes that may prevent it from being a success. Below are some of the greatest tips for matching to the corporate guests.

Look forward to finding best corporate entertainers

Most people in the corporate entertainment industry know that there is a distinction that should not be crossed in regards to entertainment content. It is therefore important to seek those individuals who have great reviews from other business clients. They should have a great experience in their stage performances.

Always ask for a preview of their entertainment videos

Most corporate entertainers normally have a clip that shows exactly what their performances look like. It is important to watch a preview of this and know the suitability and level of entertainment it will provide. By watching this tape, you can be sure of what to expect from the event entertainment. Through this tape, you can judge the people and know their level of dedication towards their entertainment careers.

Consider the purpose of holding the event

One of the greatest things that you need to keep in mind is that not every corporate entertainer is fit for any event. You need to select the right entertainers who hold the right theme for your function. They should also comprise of a reasonable size. Suppose the event marks a launch of a product, the audience is large and needs a much entertaining factor that suite all ages as compared to training workshop learning.

Seek a variety of performers

Organizing a show that engages various performances is a great way of entertainment. This ensures your guests get various entertainment choices hence keeping them from boredom. This is greatly important especially in breaking monotony of one person performing on stage. A good corporate entertainment requires amalgamation of various performers and letting them entertain the guests suitably.

With the above tips, you can be certain to find the most appropriate event entertainment group. They will also lead you into picking the best and most relevant entertainment group for your guests. In this way you can make them have fun and exciting experience at your event. If you are planning for a corporate entertainment Vancouver or any other function, the above four tips will guide on how to choose the best corporate entertainers.

Caterers For Corporate Events

It's true that food and catering services can make or break an event. And when it's a corporate event, the right decision is to hire professional corporate gourmet caterers to organize it. Gourmet caterers are ideal for corporate events because of their scrumptious food preparation and divine presentation. Gourmet professional catering companies have highly experienced and skilled chefs to prepare exquisite gourmet meals and polished wait staff that extends the best professional services for your corporate event.

Finding a best gourmet caterer for your event is an integral part of event management. If you think you have the capability to manage everything for the event then it's fine, otherwise you can always hire an expert corporate event manager to take away your worries of event management to give you sound sleep. A search for gourmet caterer can be started from the network of your peers - find out which gourmet caterers are mostly hired by your friends and members of your professional associations. Another place to search for gourmet caterers is museum, yes, museums are great resource for caterers. Museums have their own preferred list of gourmet caterers and can helpful to you if you can get it.

Once you have made your list of professional gourmet caterers, sit back to narrow your list down to two or three gourmet professionals that are most highly recommended by all. Filtration of list makes your gourmet caterer search easier. Personal assurance of their services and presentation can be achieved by an interview with the gourmet catering company.

Before heading towards an interview with your corporate gourmet catering company, finalize your menu, venue, number of guests, theme, etc. Creating a theme for a corporate event can make it more exciting and personalized to your company. If the event is too formal for any other theme then use your company logo to design it.

With all this information in hand, you may interview your potential gourmet caterers and ensure that they can offer you all desired services. Ask for references - it is always wise to talk to other people who have used the caterer for their events, as well as direct corporate clients. Finally, review the gourmet caterer's proposal for your corporate event.

6 Reasons to Cancel or Reschedule a Party

Canceling or rescheduling a party is a very unfortunate event but often it happens as the result of uncontrollable circumstances. Knowing how to deal with the situation is of uttermost importance.

Party cancellation is disappointing and difficult to handle but a number of reasons will demand it, regardless of your intentions. Here are a number of reasons for the cancellation or rescheduling of a party and some information on addressing guests and cancellation etiquette.

People Can't Make It

You will have to reschedule or cancel your party if too many guests are incapable of attending. Everybody wants to share big events and beautiful moments in life with dearest friends. If these people have difficulties making it to the party, choosing another date will certainly be the wisest move.

You may consider informing people about the change in person. Call everyone and you may even inquire about another date for the party to be held on.

A Storm is Coming Up

Weather can play a trick on you. It may interfere with your party planning attempts. You should reschedule your celebration in case a severe storm or another kind of meteorological disaster is expected - intense rain or snowfall, thunderstorms. It certainly is wiser to organize the party in the future than to put at risk the health and life of your guests.

Personal Tragedies

? personal tragedy that you or one of your dearest friends has experienced is another reason for the cancellation of a celebration. Postpone the party in the case of death or illnesses of family members. It will be inappropriate to have fun while somebody you care for is mourning or feeling sick.

That Major Event

A major event taking place on the date when you plan to have your party will be yet another reason for cancellation. Postpone the party if somebody else is getting married on that date or if it is the anniversary of a couple you love.

Important city events - concerts, gatherings or sports finals may have you thinking about moving the party to another date, as well.

Illness

Cancel the party in the case of an illness or a medical condition. This is yet another unexpected and uncontrollable factor that will interfere with your plans and the organization process.

It could be a personal condition or a disease affecting someone you love and respect. You should better have the celebration after that person gets better - this way you will have two reasons to bring people together and to party.

The Reason for Partying Has Disappeared

Sometimes, things fail going according to plan. Such sudden changes and unexpected turns may call for the cancellation of a party.

A baby shower will certainly be cancelled in the case of a miscarriage. This huge, personal tragedy changes plans and demands for rapid reaction.

Party planners should always have a backup plan. Very often, life handles us surprises that we have difficulties coping with. Party cancellation or rescheduling may be tough but it certainly is needed in various instances. Knowing how to be flexible will help you deal with the situation.

5 Things Event Planners Need to Know Before Going Green

Sustainability is here to stay. So what information do event planner's need to know before making the commitment to 'Go Green'? Read on to find out what our top 5 suggestions are:

1. Many shades of Green

First of all, you need to understand that there are many shades of 'green'. i.e. people have different expectations of what exactly classifies as 'green'. While one client may be satisfied using recycled paper, another may demand an entire stage set built of sustainable material. Ensure that you do your research and understand what ethics and values are important to your client or key stakeholders, and ensure you are able to meet their needs.

2. People are not mind readers

If you make the decision to go green, you need to make it known! Be sure to include this fact in your event marketing. Show your stakeholders what you are doing to be more greener and how being more sustainable is of value for them! But make sure you follow it through. According to The Drum, 81% of consumers place more importance on what companies actually do rather than what they say.

3. Prices of premium green products are decreasing

A major obstacle for most companies in the past has been the extra cost associated with these green products. Well good news is, there are already some green products cheaper than the alternatives - such as branded paper products. A 2009 Mintel survey forecasts 19% growth for green products by 2013 based on this factor, making your goals to go green more affordable and attainable.

4. Be aware of the benefits

There are various benefits associated with going green. Some of these include; - Reduced environmental impact - Cost savings - Competitive advantage / promotional benefits - Stakeholder satisfaction. Bottom line - going green has economic, cost saving, environmental and social benefits.

5. Process makes perfect!

When going green it is important you establish commitment. Develop realistic guidelines / objectives (eg. all of our events for 2010 will use recycled conference bags) and communicate these promises to your staff and stakeholders.

In summary, it is a known fact that the events industry is often criticised for it's tendency to create waste. Therefore it is inevitable that the issue of sustainability is becoming more than just a trend for our industry, but rather a necessity.

It seems that green is the new black. By going green, you are not only ensuring the longevity of our planet, but also that of our profession.

Green Corporate Events in Santa Barbara

In this article we offer suggestions to assist in making your next corporate event in Santa Barbara more environmentally and socially responsible.

Modeling good environmental practices starts in your own office. Two ways to easily create a more environmentally friendly office are using electronic communications whenever possible, and instituting recycling programs. Then take the time to teach your staff how to use them. There should be clear, easy to read signage indicating how to properly recycle office materials such as both white and colored paper, magazines, newspapers, brochures, envelopes, junk mail, cardboard (should be flattened) and even books. Encourage and reward your office staff for carpooling whenever possible.

In the past, event marketing was a large source of paper waste. Now, it is easy to produce attractive online sponsorship opportunities that can be sent and managed electronically. In regards to meeting planning, all speaker management should be generated electronically as well. The website created for the event should be the primary means by which information is disseminated. You can send email reminders about any changes or important due dates, and everything should link back to the website. If you must have a printed program, do it on recycled content paper that is processed chlorine free using vegetable based inks. Print a limited quantity of these, and make information available on screens strategically placed around your conference area as an alternative way to disseminate information.

It is critical to work with local hotels that are committed to the environment. In Santa Barbara, there are numerous hotels that offer recycling and waste diversion programs, and are committed to reducing water waste on their properties through the use of water saving showerheads and low flow toilets. Many hotels have instituted energy conserving guest room programs, such as guest directed limitation of linen and towel changes and use of fluorescent bulbs in light fixtures. Local "green" hotels include: the Four Seasons Biltmore, Fess Parker's DoubleTree Resort, Bacara, and for something utterly charming and a bit more rustic, El Capitan Canyon.

Event attendees should be encouraged via advance emails and the event's website to share rides, use group vans or take Airporter buses from the Santa Barbara airport, Burbank airport, and Los Angeles International airport. Upon conference check in, guests should be given "cheat sheets" printed on recycled paper reminding them of the important "green" choices they can make throughout the duration of their stay. While many people are aware of hotels offering towel and linen reuse options, encourage participants to actually utilize these programs. They can make a huge difference, particularly when a large group of attendees makes this choice together.

The amount of water and energy savings can be calculated and printed on the "cheat sheet," so attendees can see the amount of impact they could be making. Ask attendees to turn off lights, TV's, radio/CD players and air conditioning or heating when leaving their hotel room. Remind them to unplug phone chargers, laptops and other electronic equipment when they are not being used, as these are easily avoided sources of energy waste. Ask that they bring reusable water bottles, or better yet offer them as conference gifts with your corporate logo printed on them. Upon check-in and throughout the conference area, offer a series of easily accessible water bottle refilling stations. Offer water glasses in the event reusable bottles are forgotten or misplaced. The reduction of waste by not using disposable cups or plastic water bottles should also be calculated and included on the "cheat sheet" shared with the group.

Event Marketing

o Online Sponsorship Prospectus (not printed and mailed).
o Web site is the primary vehicle for event information.
o Limited Advance Program printed on recycled paper and only one printing.
o All marketing generated electronically.
o Online registration offered and primarily used.

Onsite at Event

o Boxes and packing materials are saved and reused for return shipping and/or recycled.
o All materials printed on recycled paper using soy or vegetable-based inks.
o Event materials bags are made from recycled material.
o Badge stock is recycled paper.
o No bottled water provided. Onsite- pitchers and/or water coolers plus glassware instead.
o Durable, reusable signage used as much as possible.
o No disposable "to go" cups.
o Handouts posted online rather than printed and distributed.
o The destination for the event is walk-able, or close to public transit for restaurants and nightlife.
o Offsite event venues are walking distance from hotel.
o Caterers support local growers who practice sustainable organic methods.
o China and glass used rather than paper products whenever possible.
o Guests must sign-up for major meal functions (limiting waste).
o Event Information provided exclusively online via website links, rather than with paper materials onsite.