Monthly Archives: September 2011

Ordinary

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I just read a great Event Planning blog, where the group who put on the event used different aspects to catch people’s attention. They called to action the use of  all five senses to get people to notice the event. It is awesome that with new technology and traditional aspects, we can use the two different ways to get an event from ordinary to extraordinary.

The different ways an event can catch someone’s attention is to get as much information out of the person putting on the event as possible. Themes are huge these days, and what one can do with these themes is even better. Technology is not only helping create new environments, but it is also helping how people perceive the event.

The idea behind using all five senses with the use of technology and tradition shows the crowd the full theme. The small decorations of the past are not going to cut it any more. Event Planners are going to need to know how to use more complex programs or have staff members knowing how to use the new technology to keep up with the fast changing environments. The more you are up on the market trends, the more people will be able to have their events be successful, which in turn keeps them coming back for more.  

The more you go with a clients wants and needs the more marketable your company is. In these rough times, the more word of mouth advertising you can have the better. So go with the technology and add in tradition to have your event turn out great. If at all possible don’t forget to hit all five senses for a sure win!

Picking the right one

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I have been in too many groups that have been told what to do, instead of each person getting what they are best at. This is the same when I work with event planners. No one that is in the group for the event gets picked for what they are good at, instead it’s what convenient for the boss.

I understand wanting your employees to get more experience so they are good at everything, but there is a time, place and way to do this so that your event doesn’t suffer in the meantime. If a person wants to get to know a different area of the event planning process, he/she should partner up with someone who has done that area of work before. After learning and understanding it the employee can start to venture out on his/her own with supervision. Once this employee feels comfortable, and they are performing up to the companies standards, then they should be allowed to work on their own.

If things go wrong due to the fact that a boss just gave projects to different people without knowing their skill sets, the event could wind up not running smoothly. If this is the case that company could lose out on a lot of future events. If the time is taken in the beginning to figure out what each individual is good at, the less headache will help happen down the road in the arguments that may arise.

Pick the person most qualified, train the ones to get them qualified and have a successful event!

Talking is NOT Communicating

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We have all been here: Hurrying to get things together and we all assume that everyone is on the same page… WRONG! No one thinks like you, as well as no one can read your mind. One thing I have learned in all these years of communicating with others on projects is, it is of up most importance to speak your mind and to make sure that every little detail is known by the people working on the project. If one person is left out on one detail the whole thing can go up in smoke.

It might sound extreme, but even the little things are important when planning for events and handling projects. It is a group effort and there needs to be communication, not just talking. Everyone needs to be in the loop when deciding on ideas, tasks and plans. If people are left out things get done the wrong way or disasters can occur. Having a communication plan before the project even starts is another great way to make sure that everyone gets each update or memo that floats around during a project.

Knowing the best way to get ahold of someone is key to a successful event. If everyone is on the same page, then everything will be done according to the plan. If things are not communicated, who knows what could happen. A lesson in life is just because there are multiple ways of communicating doesn’t mean everyone gets the e-mail, text, or phone call, follow-ups are necessary to smooth sailing on every project. The worst thing to do is assume someone is inside your brain, because that is one mistake you can’t undo.

Plan the Disaster

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Planning for events is not the easiest thing in the book. I learned that one the hard way. I thought I had everything planned out for an event, but low and behold nothing I had done was for the correct time! The organization I was working for had not explained to me that they needed to move their event time. I was following up with them three days before the event when they informed me of the change in times. 

Luckily there were only a few things I had to take care of, they took on some of the responsiblity. First I called the speaker and informed her of the time change. Of course, she stated the worst, “I can’t make that time.” Now my only a few things turned into a state of panic, I had to find a speaker in less than 72 hours! So I asked her if anyone she worked with would be available at that time, she said no, but she did give me a handful of numbers that might be able to do the presentation.

So I was off calling everyone to find a speaker. After talking to about fifteen people, most of which I didn’t even know about (they were refered to me by the other people I called), I found the winner. She was able to the time and her position was perfect for the group! 

On the day of the event  she showed up with the greatest presentation we had seen in a while. Everyone was engaged and asking questions. The greatest thing about this event, was not only did a great speaker appear, but also an internship for one of the students at the event developed.

Networking is a great way to find people, I came into contact with some really great professionals that day. Without even asking these people helped out more than they needed to. Disaster can be a blessing in disguise!

Why Plan?

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Preparation might seem like a hassle, especially when all you are trying to do is make sure the bride gets to the ceremony on time. Yet, it does help to relieve a lot of headaches, and of course there are fewer mishaps along the way, if you just start off with the four letter word: Plan.

I have been planning events ever since I can remember, but it never occurred to me how much went into everything I created. Looking back: every time I was asked to do an event, the first thing I did was organize when I needed to get things done, and who I needed to talk to, to get each task done on time.

Going back, I do know that I left out a lot of things in the planning process. It never seems to fail that there is one item that gets unnoticed or there is lack of communication and everyone just “assumes” it had been completed by someone else. Making sure that there is a clear plan is the first thing I learned for Event Planning. If you have a plan you have a mission. As soon as that mission is complete you are at your event with no flaws. Of course this is the perfect world; things do happen, but planning for the unexpected is the second thing I learned about Event Planning.

Every part of an event has a plan attached to it. It does take time to plan everything out, but in the end you will be saving time and problems if you plan, and plan again, in the beginning of every project.