10 Event Day Must-Haves

You have been planning your event for months now and finally the big day is here! In this post, I share a few event day Must-Haves so you can slay the day!

Obviously there are “day of essentials” for your client events (welcome bags, materials, supplies and signage, lighting, decor etc) but I am referring to YOUR day-of essentials! It's easy to forget the things YOU need to keep in your back pocket (literally) to help you rock the task at hand!  

 Photo taken by Flytographer Johnny in NYC

Here are my top 10 Event Day essentials:

1. Snacks and Water:

I like my snacks to be small and compact and a mix of sweet and salty options. A few days before, I’ll go shopping for granola bars, dried fruit, animal crackers, pretzels, dark chocolate and nuts to fuel me throughout the day. I also carry around my refillable water bottle to stay hydrated.

Event day bag of goodies!

2. Petty Cash:

Credit card machines break down and unforeseen circumstances and emergencies can happen. Save yourself some grief and have cash on hand.

3. Electronics:

Pack your briefcase or laptop bag with all of your electronic essentials. For some events, I set-up a prep room. This is where I will “live” prior to event set-up time. I make sure to plug in my power surge protector to juice my laptop, mophie and any other electronics. When I am on-site, I need to stay powered up and connected so that people-- especially vendors and clients can reach me.

4. Positive Attitude

 Remain gracious, calm and kind to to everyone you meet. It not only makes tense situations better but you end up feeling better in the end too!

5. Map

At some point during the day, you or someone else will need to run errands or ask you for directions. Prepare yourself to be helpful by mapping out the nearest grocery stores, coffee shops and drugstores.

6. Point of Contact list

Create a document with the names and phone numbers of everyone on your team and point of contacts for your vendors. Make sure you have the numbers for each person that is making the delivery or setting-up, not just the contact from the office. #Protip

7. Copy of  Key documents

Have a folder or binder of all contracts and agreements and layouts.

8. Master Schedule

If you are old school, have this on paper, or if more high-tech, keep it on your ipad or laptop. The point is to have it accessible at all times.

9. Emergency Kit

Pack an emergency kit and keep it stocked with items like aspirin, bandages, safety pins and contact solution.

10. Change of shoes

And last but not least, bring a change of shoes. If I am getting physical on the job, I like to have an old pair of tennis shoes and then slip into shoes that are more fitting of the event.

This is my top 10, what else would you include?

Should I hire an event planner?

Not sure if you need an event planner to plan your next party? Answer (Y/N) to the following questions to find out:

1. I am very organized and enjoy managing timelines, spreadsheets and budgets.
2. I am planning a multi-day or multi-site event.
3. I am working with multiple vendors and/or venues.
4. I am planning an event or party in a city or country when I do not live.
5. I have a demanding job and schedule.

If you answered no to the first question and yes to the last four, consider hiring an event planner.

Here is why, event planners are organized wizards, strategic partners and logistical mavens! They make magic happen, taking care of timelines, budgets and recommending venues and vendors that match your budget and style. They know what needs to be taken care of immediately, in two weeks and two months from now. They are your planning bestie and fully invested to making sure you have a great event.

If they are well established, they can save you time and money by steering you in the right direction at each decision point. This is a huge savings, both in terms of time and money. Plus on the day of, they will coordinate vendor set-up, breakdown and keep everything running smoothly so you can enjoy the event with your guests.

Photo by Sophia Lafontant

Now, if you answered yes to the first statement, you probably don’t need an event planner since you are comfortable with details and systems of organization. You may however, depending on the complexity, hire a month of, or day of coordinator. A month of coordinator usually starts working on your event 4 weeks before to: coordinate with vendors, double check all contracts, review set-up and break down times, and schedules the final walk-through with vendors. On the day of the event, they are working behind the scene to steer the show and make sure everything is happening on cue. Similarly, a day of coordinator will take the reins from you the day of your event. This is a great option, if you have kept very detailed notes and timelines so the coordinator can hit the ground running.

Your event planner, or coordinator are usually the first to arrive and the last to leave.  If you decide to not hire anyone, make sure to have someone on staff or close to you that can play the coordinator role for you so you can still tend to your guests; I promise you will be glad you did!

Common Mistakes Conference Planners make and How to Avoid

Raise your hand if you have been through at least one of these situations: in a session that eats into your 15 minute coffee break, listening to a guest speaker that seems to be speaking to the wrong audience, and my favorite, sitting next to the attendee that answers their phone during a session only to tell the caller, “I’m in  a conference, I’ll call you back”. Awkward.

These situations can be avoided if planners plan with the attendee and speaker experience in mind. Here are the three most common mistakes I see in conference planning and how to avoid them.

Not setting your speakers up for success

Bringing in guest speakers is always a great idea. Its a draw for your attendees and a boost for your brand. No matter the field or subject matter, attendees enjoy hearing from experts that are not associated with the host organization. But in order for this to work, your guest speakers need to know who they are talking to.  

How to avoid:

Take as much guess work out of prepping for your guest speakers as possible. Provide all of your speakers with an individualized brief. This brief should include background information about the conference (number of years its been held, number of attendees, number of speakers, program agenda, logistics and an attendee profile). This brief should be as detailed as possible so your guest speakers knows exactly who to tailor their message to. It should include the attendees age range, knowledge level, key issues to address and how much time they have to share their remarks. This individualized brief should be written so they have a copy but I also recommend communicating this information over the phone or  in person (if they are local). This additional communicate helps to review the contents and make sure expectations are clear. Yes, this requires a lot of behind the scenes prep work but if your speaker comes across well on stage, you and your organization will come off well too! Its worth setting them up for success!  

2. Not keeping time

I don’t know about you but I am stickler for time. I am guilty of always being the first to arrive at brunch with my girlfriends! Likewise when I attend an event I expect it to start and more importantly end on time. Sure, not everyone will be as strict about their time but you don’t want to give the impression that you don’t value someone’s time.  So while running 10-15 minutes behind schedule is acceptable, running 30 or more minutes behind schedule is a no-no.

How to avoid:

Sometimes  going over schedule is hard to avoid so in the planning phase pad the agenda with additional time for those sessions that you predict will go over. 

As you finalize your run of show,  discuss with your planner or team spots in the agenda where you have leeway to go over and where you absolutely don’t. This way everyone on your team is on the same page.

 While some people will be good about sticking to time, others will get caught up in the content and lost track of time. Make sure you assign the role of time keeper to someone that can signal to the MC, moderator or guest speaker to begin wrapping it up.  

Not giving attendees enough down time

I get it, there is a lot of content to review and the time you have together is short. But here is what happens when you don’t include enough “down time” people leave sessions to check their phones, take calls or just take a mental break.

How to avoid:

Schedule breaks every two to three hours. Give people coffee breaks ranging from 15 to 30 minutes and 30-60 minutes for meals. These breaks give attendees the chance to process information and catch up on life.

In addition to providing content free breaks and meals, consider hosting a networking hour. This is especially important for events that draw attendees from several geographical locations.  It could be an optional breakfast reception or  a post conference cocktail reception. While it may not be possible to offer both, find ways to make “free time” a priority.  When you protect that time, you will find that your attendees will be fully present because they know you value their time.

 If you and your organization can master these challenges you will be in great shape! And if you need help planning your next conference or special event, give us a call! We would be happy to help.

DIY Tablescape

Floral arrangements reign supreme when it comes to event design-- and for good reason, they are versatile, can tell a range of stories and work in any settings. But if you are looking to do something different or have a tight budget for decor this DIY tablescape design will come in handy!

I planned and styled an intimate dinner party for a client that wanted a tablescape that was lush, abundant and colorful. I wanted to source as many items as I could that were in season and local. The inspiration for the tablescape came from designer Justina Blakeney.  

The brightly colored produce are the stars of this tablescape! Don’t get me wrong, the proteas and ranunculus are show stoppers too but the focal point of the tablescape was produce and how displaying them whole and cut brought out their natural beauty.

For this project I used a mix of blood oranges, apples, papaya, grapes, peaches, plums, grapefruit, kumato tomatoes and artichokes. Then chose red and orange proteas and ranunculus to compliment the produce and added greenery to dress the table. The beauty of this project is that you can use whatever you want, depending on the vibe or color story you want.

Tools and Materials:

Cutting board

Knife

Floral scissors

Vases

Decorative accents

Flowers

Greenery

Produce

Table cloth or table runner

Step One:

Lay your greenery (you can chose any kind that you like, its not the star) and decorative accents over your table runner or table cloth.

Step Two:

Decide what produce you want to cut or use whole, mix it up so that there is depth, texture and dimension to your design. Produce that is bright on the inside and with visible seeds, like blood orange, grapefruit and papaya look stunning cut open. Likewise, produce that is shiny or has a textured exterior are beauty left whole.

Step Three:

Once you have a nice mix of whole or cut produce, arrange to your liking, either end to end or as several smaller arrangements, then cut and arrange your flowers. For this project I used gold balls to anchor the tablescape and placed red and orange ranuculus and proteas in several tall cylinder vases.

Step Four:

Step back, take a look at your design and see if there is anything out of place, fix and enjoy!

I hope you try this design idea for your next dinner party. Let us know your results by leaving a comment below!

Factors to Consider Before Planning Your Next Corporate Event

Planning an event for your company is a daunting task. You have to think about décor, location, music, lighting and the list goes on and on. Your head is probably spinning right now. Have no fear, we've put together a list of all of the factors that we think you'll need to consider before you begin the event planning process. 

Credit: Organic Student Ministry

Cost:

Before you begin the event planning process, you should work with your event planner to map out your budget based on the company’s priorities and goals. Do you want to spend more on a nice venue that’s easily accessible for your attendees or would you prefer to spend a little more on the food and decor? We suggest creating a list of priorities and goals and itemizing a budget for each item, as well as considering DIY opportunities.

Location:

The location of your event can have an impact on attendance. You want a location that’s easily accessible but this can drive up the cost, especially if your event is in the city. If you’re on a budget, you may want to consider choosing a venue that’s further out but still accessible to major highways and has parking.

Another option is to consider venues that don’t charge room rental fees and only charge for food and beverage. All-inclusive venues could be another option as they take away the burden of staffing your event, which can be costly. If your company is on the edgier side, choosing an alternative venue like a warehouse, brewery, old factory or refurbished barn, could be a nice alternative, not just for cost-cutting purposes but for standing out as a company that thinks outside of the box.

Photo Credit: Sophia Lafontant

Food:

Food is important. No one wants to attend an event without food.  Deciding on what food to serve and how it’s served depends on the type of event and atmosphere you want to create. If the purpose of the event is for networking, fill the space with high top tables and offer finger food, giving your guests enough space to mingle easily and enjoy small bites.  If your event is longer than two hours or formal, you should consider a sit down dinner. You may want to assign tables by department, interest or mix it up depending on your objectives.

Music:

While not all events are suitable for music, it can help create the ambiance for your event. If it’s a celebratory event like a gala, charity ball or company anniversary, you will probably want to hire a DJ or band. If it’s a networking event, you might want to use a free or inexpensive service, such as Pandora, Spotify or Tidal.

Photo Credit: Keith Lane

Branding Materials:

You will need to include branding materials in your budget. Each item or piece of information should provide use to your attendees.  Handing out gift bags is a great option if you want to keep your marketing materials in one place, guaranteeing that your attendees will look at what’s inside. Gift bags also allow you to showcase your sponsors if others are underwriting your event.

Décor:

Decorations are important for setting the mood and tone of your event, especially if you have a themed event. From flower arrangements and linens to tablescapes, you should pick decorations that are consistent with the theme and your brand. Lighting is also an important factor to consider as it frames the mood and importance of the event.

Invites and Registration:

Sending out invitations is an important part of the event planning process. Questions to ask yourself: How far in advance do you need to send out your invitations? Will you use social media to help spread the word about the event? We recommend four to six weeks for receptions and six to eight weeks for formal events. You should reach out to enough people so that you have a packed house for your event. If you want 300 guests, invite well over 600 people. The rule of thumb is to always double the amount of people you expect to RSVP.

Registering your guests is crucial for your final head count which you will need to share with your caterer and/or venue days in advance. The number of guests who RSVP will help you figure out staffing for registration. It is also necessary for following up with your attendees after the event is over.

Security: 

In this day and age, security is an important aspect of planning your event. Will you have VIPs in attendance or is your event supporting a controversial cause? If so, you should consider hiring a private security firm. Check IDs at the door, create an evacuation plan and brief your staff and volunteers so that they are aware and ready in the event of a disturbance or disruption.

Exhibits:

In many industries, trade shows are commonplace and important for presenting your brand. In advance of arriving, you need to consider the layout of the exhibit hall, find out what other industry professionals will be there,  and figure out how you will stand out. You also want to make sure you know  the audience and pack promotional materials that will appeal to them.  Once you're all set up, make note of what works and what doesn't work in terms of set-up and design. Also note what materials attendees are interested in and which ones they are not.  Exhibits are an investment but with the right planning, lay-out and pitch, they are worthwhile. 

This is only a glimpse of what factors to consider when planning your next event. What other factors do you immediately think of? 

We’re Loving Themed Events

As we mentioned in our previous post, Event Planning Trends to Watch, themed parties continue to increase in popularity. As event planners, we're loving this trend and so are the guests!

There's really so much that can be done to make a themed party stand out and fun - you can be as creative as you want. They are great for social events, such as birthday parties for both children and adults, weddings, fundraisers and galas.

Themes we're in love with currently include time-period themed parties like the Roaring 20s or Downton Abbey; Las Vegas style casino night; story book themed parties, such as James and the Giant Peach, Peter Rabbit or any of the books by Dr. Seuss. We also love milestone birthdays with scotch and cigars or champagne and cake; Mardi Gras or whimsical themed affairs, such as circuses, festivals or state fairs. We're also also seeing board game themed parties for children and those adults who are children at heart - favorites include Monopoly and Candy Land. Really, the sky is the limit. 

Recently, we planned a themed bridal shower for one of our clients who wanted a tea party themed event in Washington, DC. So, what did we do? We turned her vision into an unforgettable event. 

We picked the Tabard Inn because of its storied history and antique decor

Less is always more. A simple welcome to the guests as they arrived to the private bridal tea party

We picked an assortment of petite desserts to satisfy all 

One of our favorite gift ideas from the shower, a basket filled with bottles of wine for each milestone. 

The client wanted a single long table for her tea party with lush white and green flowers to adorn the table. 

All photos taken by Noe Todorovich