Finding a Location Part 1

This is where producing a great event starts. Finding the best event venue for your event takes some time and is critical to the overall success of your event, meeting or team building.

After you have identified the type of event you are planning and its purpose, several other factors come into play as you find the venue itself. Conducting a site inspection before contracting any venue is critical unless you are using an event planner you trust and/or you are familiar with the venue or done an event there in the past.

The following series will help you understand the process a professional planner uses in locating the perfect spot for a great event.

Step One

Identify dates. The first step is to check the calendar because timing will influence many decisions.

Questions to consider:

- When are your guests most likely available to attend based on their schedules?
- What venues have appropriate and available space for those times?
- When is the best time for your management team to hold the event?
- Scope out different locations. Once the date(s) is narrowed, it's important to identify the locations where to hold the event. A hotel is usually the most popular event space where organization's hold meetings and events, it's not the only option. This is a time to be creative in your thinking. 

Consider the following:

- Based on the theme of your meeting, what 3 best locations come to mind?
- Where would your guests prefer to attend this meeting?
- Other than a hotel, what unexpected locations could increase the RSVP rate?

Ref: About.com

How to Get Started Planning an Event

Any event takes planning, but with the help of a great event planner and a little hard work can create a very successful event.

Ask yourself; What is the vision and purpose behind the event? What are some ways you can accomplish your goal? When is the best time to hold this event? How many people do you want to have attend? Where can you accommodate the number of people at the time you want to hold the event? How much money will the event cost? How much money is available, and from where will it come? These are all questions which must be answered, but by taking them one step at a time, an effective successful event can be planned. Consider these steps to give you a framework to help plan your event:

1. Come up with an idea, vision, or set of goals for the event with your planner.
2. Determine what is necessary to implement the vision and create a budget.
3. Contact your event planner for possible venues and available dates for the event. Make the reservations for the proper facilities to put on the event.
4. Identify possible sources of funding and begin to request money for the event.
5. Reserve the proper resources, equipment, and personnel necessary for the event.
(steps 3, 4, and 5 should happen at about the same time)
6. Publicize the event.
7. Host the event.
8. Follow-up from the event.

All of this and more is possible with a professional event planner or "do it yourself' with proper guidance, including handy software available today.

In my next post I will discuss some of this software and how you can plan like the pros.

Ref: About.com

Why use an Event Planner? Part 5: Overview

A professional Event Planner or Event Planning Company is set up and staffed with full time professional that do this for a full time living and can, in most cases, save two thirds the amount of time it would take even a creative housewife or a talented administrative assistant to produce the same event. Since time is money the usual 10 or 15% commissions or up charges that a professional Event Planner or Event Planning Company charges is well worth the investment when you look at it from an analytical viewpoint of getting the job done right the first time and on budget.

In the Carpet business there is a saying “measure twice and cut once’, In the professional Event Planner or Event Planning Company business we have a similar saying that says “Think it trough twice and act on it once”. This makes sense to a professional Event Planner or Event Planning Company because not only are mistakes costly and cut into the profits but they do nothing to encourage the client to recommend you to their friends and associates or to call you back the next time an event , meeting or team building need arises.

A great producer knows how to gain confidence and maximize budgets giving their client the assurance that they’ve picked the right Event Planner or Event Planning Company to realize their needs. A great producer knows how to communicate their ideas and how to motivate the people around them so that everyone is working towards the same goal as a team. Picking a great producer is as important to the end result of an event as is picking the right wine to complement the perfect meal or picking the right furniture and decor to maximize the comfort and appeal of a room.

If you’re unfamiliar with the Event Planner or Event Planning Company ask for several references to find out how past and current clients enjoyed working with them. Were they professional? Were they detail oriented? Did they communicate well and did they do as they said they would? These are the perfect questions to ask a past client. Try to ask for past and current clients to get a feel for their consistency.

A great Event Planner or Event Planning Company knows how to deal with money responsibly and should be given the respect that one would give to their accountant or attorney. Do you hire a professional house painter or auto mechanic and then stand next to them and instruct them on every little thing they should do? I think not... So why would you want to do that to your event producer? Aren’t they as important to you as the paint on your home or the engine in your car? Especially, when your event can cost as much as a car and in some cases a home.

When selecting a great Event Planner or Event Planning Company find the one that you can have fun with, you respect as a professional and look forward to working with. A great producer can go a long way towards producing a great event and will ensure that not only will you have a successful event but one that is enjoyed by all in attendance and remembered for years to come.

Remember experience is everything. With today’s budgets and high demand to create the ‘Wow’ event you want a great Event Planner or Event Planning Company that not only knows how to get things done but sees the event, party or meeting before it happens. Like a professional skier making their way down the slope with their eyes closed standing still a professional Event Planner or Event Planning Company can and should be able to do the same.

Why use an Event Planner? Part 4: Direction

Successful implementation of your vision will require more than simply ordering the right mix of goods services at a reasonable price from your vendors. It will require careful planning and coordination of the efforts of a large number of people. From the people who prepare the site to the people who clean up afterward. Every vendor, entertainer, food server, audio/video technician, and floor sweeper must have a clear picture of what is expected of them and how it is critical to the success of the event. This can require a staggering amount of telephone and face time. It also requires extreme attention to detail. A professional event planner will take nothing for granted. They will want to meet by phone or in person with all parties involved. Unless they are extremely familiar with the venue they will want to perform at least one on-site inspection and meet with the providers of the venue. In some cases they will require that vendors familiarize themselves with the venue or with each other.

Depending on the size and complexity of the event planning and coordination may begin weeks, months, or even years before the date of the event.

A spectacular event needs on-site coordinating and savvy problem-solvers for the inevitable roadblocks and difficulties that arise during the planning and execution of any important event. After months of preparation it may be difficult to begin hours of hard work to coordinate on-site your special event. This is why a professional Event Planner or Event Planning Company comes in to do the work so you can arrive relaxed, ready to host and enjoy your guests or be a guest yourself, free to fully experience this memorable occasion.

Why use an Event Planner? Part 3: Procurement

An event starts with a vision, but, the implementation of the vision will involve procurement and coordination of goods and services. An event planning professional will have had a lot of experience examining the vision of an event and translating it into a list of all the goods and services that will be required to produce it. They should be especially able to see that nothing is overlooked. The list of services which might be included in an event is endless but a few of the most common are location, food, beverage, entertainment, interactive games, audio/visual support, transportation, registration, decoration, complementary gifts, security, insurance, food service, greeters, speakers, and parking arrangements.

Each of these services will be procured through a vendor, and this is where the professional event planner will really shine. Your event planning professional will have had extensive experience with vendors in your area. They will know which vendors are reliable, which are reasonable, and which offer the best value for the money. More importantly they should know which vendors to avoid. Because they have frequent dealings with all of the best vendors they should be able to negotiate the best prices for their services. For this reason your event planner can probably produce your event cheaper than you can, despite the fact that some prices include a mark-up.

A professional Event Planner or Event Planning Company will tackle the frustrations and problems inherent in planning a special event and diplomatically act as your intermediary to resolve issues with troublesome third parties, late deliveries, legal documentation, and event services.

Why use an Event Planner? Part 2: Vision

Assuming that you know your objective, any successful event will begin with a vision, a mental picture of what kind of event will best suit the objective. The vision is the blueprint for the event; from it all the requirements of event production can be determined. Some hosts will have a crystal clear vision of their event, right from the start. They will know the location, type of entertainment, type of decoration, food, and a million other details. Other hosts may want someone who can present them with creative suggestions and alternatives which would satisfy their objective. An event planning professional will have had extensive experience in both cases. A good event planner can execute the vision of his client flawlessly or he can provide a vision which is fresh and creative and meets the desires of the client. Using a professional event planner will allow you to work out as many or as few of the specific details as you like. Over the years experienced event planning professionals develop a good sense of what works and what doesn’t, they keep up with trends, and they know what is current and what is out of style.

A professional Event Planner or Event Planning Company will offer knowledge and ability to research new areas and unique requests. Once a request is proposed a Professional Event Planner will begin to research creative ideas, location possibilities and technical information to help better define your celebration or professional event. Further in depth research conducted by your event planner on the site you choose will determine the services you require and establish competitive rates for specific location and lodging possibilities, activities and entertainment as well as historical and traditional curiosities of the area depending on your event.

Be well and Happy Planning!

Why should I use a professional planner?

Everywhere we find people we find planned events. Events are hosted by individuals, groups of individuals, corporations, and communities. Events may be small or large, formal or informal, exclusive or open to the public. Events are also produced to achieve a wide range of objectives. The objective of an event may be purely social or celebratory, or it may have serious implications for the business or professional prospects of the host. It may be just for fun. It could, in fact, have some combination of all these objectives. Regardless of the objective an event will have little chance of success without good planning.

If you, your company, or your organization is hosting an event, you have probably considered whether to plan it yourself or to employ the services of a professional. We have all attended events that were planned by private individuals. Mothers plan birthday celebrations for their children, administrative assistants plan business meetings for their bosses, and nearly everyone has planned some sort of get-together or meeting with friends, family, or business associates.

This next series of articles will describe some of the advantages of professional event planning and production. And suggest a number of assets, skills, services, and economical advantages that a professional event producer can provide, and that would make the use of an event planning professional a wise choice, especially when the event in question is either large, complex, or of special significance.

Whether your event is an off-site business meeting or a wedding, whether it is a Christmas gala or a team building exercise, a new product launch or a class reunion its success will hinge on three factors: vision, procurement, and direction. Because of his (or her) experience and expertise an event planning professional is uniquely qualified to influence each of these areas in ways that result in greater success for a lower price.

How do I choose a great event planner?

If you want a GREAT event, then you must choose a GREAT event producer. Ask yourself "How do we or I pick a GREAT event producer"? Well, there are two schools of thought.

The first is to know exactly what type of event it is your trying to produce. What I mean is... the theme, the food, beverage, entertainment, the venue, the lights, the sound and the overall atmosphere are all something you should have in mind. It's just what to do, where to go and how to put it all together with your budget is your only problem. What should you do? I've often asked new clients as I get to know them, "Close your eyes call it a perfect world...now tell me what you see? I'm either amused or totally astounded as to how they'll respond.

The second school of thought is you have no idea, not a clue as to what to do and need to seek out a producer to not only consult and suggest ideas but to create an image of a theme that can be imagined mentally and presented in a way that can be visualized and understood. A producer that can create excitement and infectious anticipation is what you're looking for.

A great producer is comfortable in both of these arenas. They should be able to listen closely as to what the clients needs are and identify the right questions to ask as an advocate based on their experience.

A great producer knows how to gain confidence and maximize budgets giving their client the assurance that they've picked the right person to realize their needs. A great producer knows how to communicate their ideas and how to motivate the people around them so that everyone is working towards the same goal as a team. Picking a great producer is as important to the end result of an event as is picking the right wine to complement the perfect meal or picking the right furniture to maximize the comfort and appeal of a room.

Let's examine both schools of thought to get a clearer understanding of what to do, what to look for and what a producers needs are. I say what a producers needs are because it's important to realize that after you're comfortable with your selection you need to trust in your producer as you would trust in your own doctor or attorney.

If you know what type of event your trying to produce, first organize your wish list. Being very clear as to what you want and how to convey your needs. These concepts are key to the process. List all components of your event germane to the end result. After you or your committee are clear on your list then search out a professional local, regional or national production company with the experience to meet your needs.

You notice I've said a professional production company not a Mobil DJ, caterer, decorator or florists but a professional producer. There is a big difference and although any one of these services may be important to your event, a great producer is one that brings the experience of all these services together time after time looking at the big picture.

These days it seems everyone in the industry thinks they're a producer but it takes a professional team with many many years of experience to qualify for the task. Don't make the mistake of trusting your event to someone who thinks just because they've been around the industry as a service provider their ready to 'cut their chops' on your event. Remember the saying "Hind sight is 20X20 vision", well then...Why risk it?

Start by visiting trade shows or searching the internet. Going to reputable event related websites like PartyPop.com are extremely useful in finding a great producer. Make a list of the ones that seem appropriate and start with a call explaining to them your wish list, set up an interview with the ones that stand out and request proposal information.

If you're unfamiliar with them ask for several references to find out how past and current clients enjoyed working with them. Were they professional? Were they detail oriented? Did they communicate well and did they do as they said they would? These are the perfect questions to ask a past client. Try to ask for past and current clients to get a feel for their consistency. Remember experience is everything...you want a great producer that not only knows how to get things done but sees 'train wrecks' before they happen.

Next visit their website. This is a strong indication as to whether or not a producer is capable. If they can create a great website, one that is organized, engaging, exciting and complete from start to finish then the chances are they can produce a great event as well. A great event planning website is one that should be informative, entertaining, create visual stimulus, provoke creative ideas and have useful tools, products and services to help organize your thoughts and complete a great event from thought to finish from party favors and gifts to signage and decor.

The later school of thought I mentioned is a bit more of an arduous process. It entails all of the preliminary processes I discussed earlier but it goes more to the sophistication of the event producer. Here a great producer must be able to listen to the client first and foremost to identify and get to know their client to the tenth degree. The producer must know about your past events, favorite things, the goal of this event, the personality of the CEO or the bride and groom, the companies products or services or the bride and grooms family members, the type of guests that will be attending and most of all the budget.

Here, it is important to not only pick a great producer but one that is creative, communicates well, has extraordinary vision and the experience to pull it off. One that understands how to spend money wisely and has a reputation of being straight forward and trustworthy.

I mentioned earlier that knowing what a great producer needs are is as important as the wine you pick for the perfect meal. What I mean by that is, a great producer is one that has pride and passion in what they do. I've often attended sales training seminars or networking meetings and not only was I the only event producer in the room but I was the only one anyone had ever met or known.

We are a rare breed of individuals who have thick skin but sensitive feelings. We want to be treated fairly and are willing to put up with long hours, constant changes, flexible conditions and stressful working environments. But we are not willing to put up with bounced checks, late deposits, and miserly clients who want everything for nothing.

A great producer knows how to deal with money responsibly and should be given the respect that one would give to their accountant or attorney. Do you hire a professional house painter or auto mechanic and then stand next to them and instruct them on every little thing they should do? I think not... So why would you want to do that to your event producer? Aren't they as important to you as the paint on your home or the engine in your car? Especially, when your event can cost as much as a car and in some cases a home.

When selecting a great producer find the one that you can have fun with, you respect as a professional and look forward to working with. A great producer can go a long way towards producing a great event and will ensure that not only will you have a successful event but one that is enjoyed by all in attendance and remembered for years to come.

Best Wishes and Happy Planning!

How do I prepare for a career in Event Planning

This is a great question and one that I get almost everyday. First let me say that with all the education and talent in the world unless you have the passion and the tenacity of a Rhinoceros you will not succeed in this field or any other for that matter.

I believe that luck is when opportunity and preparedness meet. Although no matter what you do without preparation and preparedness you will fail. Now you can take certain college curriculum in the hospitality industry, risk liability and management but nothing can replace a natural talent for entertaining, innovative ideas and an attention for detail.

Of coarse if you are out to get a job with a corporation or association planning events or you are planning on going into business for yourself you will need to be very savvy at marketing and selling yourself or your company.

I will close this posting by saying there is no better way to gain a valuable reputation and get yourself noticed in a competitive business than to surround yourself with the best vendors, entertainers and service providers that do great work. After all the choices you make with whom you work with planning, designing and executing great events reflect on your credibility. 

Best wishes and happy planning!

Bay Area Event Planning

Welcome to the only bay area event planning blog dedicated to supporting, helping, teaching and discussing exciting cutting edge events, event planning, event design and some very cool ideas to make your next event a great event. 

You'll be able to resource ideas at www.thegreatevent.com , www.bayareapicnicplanner.com, sfo.thegreatevent.com and www.darrylscottievents.com at any time including posting your own comments in what we're sure will become an expansive community of professional event planners.

Check back often as we will be making posts on a regular basis and please let us know what you are most interested in since my favorite thing in the world other than my wife, Yvonne and the game of Golf is planning, designing and executing great events.