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Archive for the ‘SG Event Tips’ Category

My First Published Magazine!

When I attended Lucky FABB in April, I was introduced to Glossi, a digital magazine publishing platform.  You don’t have to be an editor or techie to know how to create a magazine, as it is all laid out for you to enter text, images and video.

Once I started working on my first one I was hooked and began to create two others! Here is my first one, dedicated to event planning.  Enjoy!Glossi.com - Event Tips From A to Z

 

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Event Tips Y-Z

Hello!

We reach the last Monday in October and the end of the alphabet for my event tips.  It was a challenge to think of what to say for Y & Z, but I feel I came up with something fitting.  Take these last two tips along for the ride with all the others!

  1. Yes: As you plan events, sometimes you might feel like you have to say “yes” to everything to please everybody.  You want to give your client and attendees the world, but sometimes that isn’t practical.  Do say yes to things you know are within reach to accomplish, but don’t go overboard trying to agree to give them the moon and the stars when the sky is enough.
  1. Zeal: You always want to do what you love and be excited about it so it doesn’t feel like work.  Whatever event you are planning, you want to be happy and so does the client.  Yes we all need to make a buck, but have zeal for whatever event you decide to produce so that shines through once the event takes place.  That way, you’ll have attendees and vendors alike praising you on a job well done.

I am so glad that I decided to put these event tips together and share with you my knowledge of how events should be planned and run.  You are now armed with everything you need to jumpstart that event you always thought about planning with confidence – feel free to contact me with any questions or if you need a helping hand with your event!

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Event Tips V-X

Hello and Happy Saturday!  Things are ramping up for me in the event world, which has kept me away from posting the latest tips.  I’m taking a break this morning to plug in and share with you the next round.  So without further ado, here are event tips V-X!

Keep your vendors happy and they’ll keep coming back!

  1. Vendors: To make your event happen, you work with different vendors for all your moving parts.  From the venue to food to furniture to equipment, all vendors should be treated with respect and kindness since they are helping your event become a success.  It’s crucial to build quality relationships with vendors so you can use them for future events and they make great referrals.  It’s a win-win relationship where both parties can be happy.  A nice touch after the event is to send a thank you card to show your appreciation and that their service couldn’t have been the same without them.

    Make life easier at your event and use a walkie-talkie to communicate with your team

  1. Walkie-Talkies: When you have a team of 10 or more people how do you keep in touch with them the day of the event?  The answer is not cell phones!  I did this for one event and I tried to contact someone multiple times and they never answered.  We lost out on important information that needed to be relayed, so I had to “make it work”.  What you need to have in place is walkie-talkies.  It’s a surefire way to communicate with everyone mo matter where they are on site and that way you won’t have to go running around trying to hunt somebody down.  This is so key for the team lead working the event to easily connect instead of using a cell phone.

    Complimentary upgrade to VIP tickets? Yes, please!

  1. X-Factor: What’s great about events is that you can surprise and delight your attendees with the X-Factor.  It’s the unexpected thing that will happen that can surprise and delight.  People love that and it’s always welcomed! I recall going to a concert with a friend and a security guard asked to see my tickets and asked us to “follow him.”  Thinking we  were in trouble (I swear the tickets were legit!) he instead swapped our tickets for better seats!  From a surprise guest, to complimentary valet parking, to a free manicure it’s all in what you decide.  No matter how small or big, that one thing can make an attendee’s day!

These tips are meant to help to you streamline your event and make it stellar!  There are only 2 letters left to write about and what do you think I will come up with for Y & Z?  Stay tuned next week!

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Event Tips S-U

Hello!  So we’re nearing the end of the alphabet for my event tips and I’m constantly trying to zero in on the most important facets of a successful event.  I also will spontaneously tweet tips that I think you should know because of something that just happened which is great on-the-spot info!  So what can I unfold for tips S-U?

Love the music that’s playing, but can you hear me now?

1.   Sounds: A great way to get any event going is to have the appropriate music.  Whether its background or the focal point, music is essential for most events.  One key thing to keep in mind is that doesn’t have to be so loud that you can’t talk to people or have to buy a hearing aid the next day!  I’ve been to several events where the music is so loud blasting from the speakers that I can’t really meet people or I have to yell at them which is uncalled for.  On occasion, I have to tell the DJ or coordinator to turn down the music a notch because it’s just way too loud.  The entire block doesn’t need to hear the music, but the people in the room should at a decent level.

In any event a technician should be on-site to man the controls and be ready for any malfunctions.

2.   Technician: For any technology used at an event, such as a projector, computer, lighting, sound system etc. there should be an on-site technician.  If you’re in the middle of a seminar and the projector blanks out, 9 times outta 10 you’ll need a savvy person that is familiar with the equipment in-site.  Technicians are also pretty familiar with the room and how things are hooked up, so instead of wasting time with trial and error it’s better to let a designated person handle the job.  That way you’ll be back up and running in no time!

What makes your event unique?

3.   USP (Unique Selling Point): Each event should have a Unique Selling Point.Why should I go to your event? What makes it unique? If your event is like every other, then that doesn’t make me want to go to your event the next time.  Add a new element or something that will want me already wondering when the next event is. Also, the more I want to attend the event again, the more I will spread the word!

I hope you’re enjoying my weekly tips, I love being able to arm you with the minute details that can make or break it. Event tips V-X are next!

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Event Tips P-R

Greetings!  I’m back with fresh new tips for planning your event and these next three are all a part of the big picture.  Let’s dive in!

1.  Photography: Photography is a very important part of an event, because you want to capture memories that live on forever and you want to give the non-attendee a chance to see the event through your eyes.  Every event should have a photographer and/or photo booth, which has become very popular part of events.  For the person taking the photos, you want to capture the action and paint a picture for those who couldn’t attend to make them feel like they are there.  If you’re on a tight budget, you can hire a student from a photography school as they are eager to build their portfolio.

This is a photo from the Travel Expo in Long Beach showing how packed this event was.

This is from the Skinny Cow event in 2011 that lists all the different types of beauty makeovers one could get.

2.   Quality: No matter how basic or complex your event is, it should be a quality event.  The vendors, the staff, and the venue should be worth putting on a show.

Pamper Me Fabulous at Terranea Resort in 2011 was a quality event form the venue, food, services, staff and attendees!

3.  RSVP:  RSVPs provide a head count of whose attending and give a personalized touch to an invitation.  If you provide an RSVP, make sure to respond back to each one confirming whether or not they can attend.  I can’t recall how many times people have attended events and were turned away because they said they RSVP’d, but got no response confirming.  Cut out the guesswork and hassle by issuing a one line response.  Also, if a +1 can attend, make that clear in your invitation.

This is an example of a great invitation that requires and RSVP and clearly mentions you can bring a +1

I hope you enjoyed my tips for this week, feel free to share any tips you might have!

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Event Tips M-O

Happy Wednesday!  As I continue to share event tips every week, I notice that everything can be an event: building a house, planning a trip, buying a car.  Here are some more tips to keep you on your feet, from M-O!

Get the word out about your event through all key avenues!

  1. Marketing: When marketing your event, there are several different mediums to use: Email, Twitter, Facebook, News stations, bloggers, direct mail, public signage etc. You don’t have to use them all, but you want to use key ones that you feel are most effective and will get the word out.  A crucial thing to do is if there are several vendors involved to make your event happen, you should alert them immediately so they have time to respond for participation and availability.  You also want product placement visible throughout your event.  Attendees should be able to immediately know what the event is about when they enter the venue.  For social media savvy events, have signage scattered throughout the event with key Twitter handles and hashtags for live tweeting. 

    How do your registration numbers compare between your events?

  2. Numbers: At the end of the day, every event is all about numbers.  Data is needed to determine how to adjust for your next event.  Attendee count, sales, surveys and vendor pricing are common metrics one should have post event.  You also always want to keep track and see if you are under or over budget.  Make sure that you also designate someone to do a head count at your event it if isn’t available electronically. 

    Always keep your office space when planning an event. Makes life easier!

  3. Organize: If there is one thing you must have during event planning its organization.  Paperwork, vendor contacts, supplies, etc. should all have a home where you can easily access everything without having to search.  Creating a cheat sheet with all contacts for your event is helpful and designating a room or drawers for supplies will keep things in order.   Have a run of show compiled to hand out to everyone with pertinent contact info.  Being organized leaves you not wasting time and being able to handle multiple things!

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Event Tips J-L

Awards season and fashion events are ramping up which means your calendar will be booked.  If you’re planning these events, here are some tips from J-L for this week to assist in total success!

There are so many things to juggle when it comes to event planning! We wear many hats, but be able to delegate!

  1. Juggling: There are a lot of balls in the air when it comes to planning an event and you have to juggle them all.  You can delegate tasks to your team, but overall you are still in charge of overseeing what they are doing and making sure things are getting done the way you want it.  Be ready to wear different hats and get your hands in everything so you can see your event come to fruition and know everything was executed greatly.  Outside of juggling your job, you have your family and friends to tend to as well.  It’s quite the juggling act, but if anyone can do it, you can!  Relax, relate, release!

    Your Event Emergency Kit – Packed with everything you need for event day!

  1. Kit: Things always come up on the day of the event where you need supplies and you don’t want to have people running errands or going back to the office to get things you could already have in your possession.  The solution is to have an emergency event kit onsite with the following: scissors, pens, tape, white out, notepad, outlet, ribbon, sharpies, sanitizer, measuring tape, USB drive, paper clips, stapler, sticky notes etc. Now you’re more prepared than ever to tackle anything that comes your way event day!

    Great to offer drinks at an event, make sure attendees know upfront if it’s hosted or cash.

  1. Liquor: Most events normally have some type of alcohol served. A few things that should be clear to attendees is what will be served, if it’s a cash bar or hosted and if there is a drink maximum.  Some events do require the limit of drinking so people are not sloppy drunk causing a disturbance to other guests.  If a bar is hosted, one thing the wait staff shouldn’t be doing is skimming on the drink – you are getting paid to serve, so do it properly!

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