Saturday, November 30, 2013

The Five Steps of Event Lighting Design


Lighting is the most effective medium used to transform an event from a gathering of people to an exciting, styled event. The importance of lighting design and lighting hire has become a top priority for event producers as lighting technology becomes more advanced and more accessible to planners of all kinds of events. The following is a 5 step guide to using lighting design that will take your event from average to amazing.

How to make your lighting design effective

Step 1: Questions, Questions and more questions

An informed event planning decision is a good event planning decision. When using a lighting hire company you need to ask yourself a few questions before turning to them for professional answers. Questions like "What type of event will I be planning?" and "How many guests will be attending" as well as important questions like "What type of venue will be used, and how will it accommodate the type of lighting design that I want?" should all be asked before you draw up a budget and determine what exact lighting you need.

Step 2: The layout

Most lighting hire companies will offer a CAD service (computer-aided design) which will show you a layout of the event itself, where the tables and stage will be placed and where the rest of the audio visual equipment will be positioned. This can assist the event stylist in terms of the appropriate lighting design and how it will affect the actual space.

Step 3: The extent of lighting

Depending on the type of event, you may want to be extravagant with your lighting hire or keep it minimal yet effective. Medical conferences for example do not need the entire room to be washed with fancy pink lighting and disco balls. Conversely, if the event is a party or something to celebrate, the lighting can cover the entire ceiling and walls and you can also have geometric patterns or lighting themes covering the entire space.

Step 4: Lighting and projectors

Most lighting hire companies combine their lighting skills with projector technologies these days. It is easy to create moving images which are projected onto a video projector to create special effects using lighting to make them more magnificent. Incorporating I-MAG with video cameras is a common practice, adding to branding an event and event styling.

Step 5: The budget

It is easy to get carried away with lighting design, simply because the technology available is so exciting. The most important thing to remember is that your event needs to keep within its budget. To achieve this, only choose the type of lighting that is necessary and appropriate for your event. Do not be skimpy on detail but do not go overboard either. Nobody likes an event that is too over the top. A good event equipment hire company will advise you on the right lighting techniques that will suit your event.

Wedding Planner Certification - Tips for Getting Event Planning Contracts


Every couple and their family starts planning and preparing for their wedding reception much before the actual day of the event. How would it be to appoint a professional wedding planner for all arrangements related to your ceremony? Don't you think it sounds great! No doubt you can plan everything yourself. But a skillful event manager is trained to have a better illusion of the whole event and can tactfully plan out everything much more early and in an easy way. Thus assigning an event planner relieves you of the burden.

Looking at the rising demand of event planners in this competitive era when people really want perfection of their occasions, you must look forward for Wedding Planner Certification. If you avail wedding planner certification from some reputable institute, you surely have a bright future. You have many opportunities of getting a job as an event manager at five star hotels and can earn a lot. Some popular wedding planner companies also provide Wedding Planner Courses and Certification. If you get yourself registered with one of the recognized companies for your certification then there are many chances that they will themselves offer you a good job.

Thus your journey as a wedding planner can begin from wedding Planner Company. As you are now well versed with event planning and management, you can work on personal bases to get more and more contracts. Initially you can do some volunteer work and manage the responsibilities of small events for your friends, neighbors and relatives. When you have won many appreciations and are confident enough about your skills, you can then begin as a paid event planner on small scale.

You can make your own personal website and introduce yourself as a certified event planner for birthdays, dance parties and small scale business conferences. You must also get your own business cards published and involve in a little marketing to gain fame. For the success of event management, two most important keys are to have excellent coordination and time management skills. Friendly atmosphere and team work are very necessary to bring up a qualitative conclusion of the event. To get many things to be done simultaneously on time you need to deal very well with all people indulged in managing different categories of the occasion.

When you have arranged quite a lot of small events successfully and have become popular in the business, then you can expand your business and step towards arranging events on big scale like weddings, concerts and seminars.

Do You Need a Wedding Planner to Plan Your Dream Wedding?


Many couples opt to plan their wedding and do all the wedding arrangements themselves, or with just the help of their parents. This is not the only way to go in today's world. In today's world, you have another choice-hiring a wedding planner or event co-ordinator. Couples today do not realize that a wedding planner can be essential in helping to save them time, aggravation or even money. Here is a checklist to see if a wedding planner might be right for you:

* You both work full-time jobs that may interfere with many of the things you need to arrange for the wedding, like appointments in meeting with vendors (florists, bakers for your wedding cake, photographers, etc.)

* You don't have anyone to help you with the wedding planning, like parents who may be deceased, no brother or sisters, helpful Bridesmaids or knowledgeable friends

* You don't know which vendors to choose, which are reliable, which are the most cost efficient for your needs

* You are planning a destination wedding and you need someone to help set it up at the destination end

* You may be having difficulties with personality conflicts between yourselves, your parents or other people. A wedding planner can help smooth the relationships with regards to the wedding choices, or offer alternatives.

* You may not be a good planner, or a person who is capable of dealing with everything involved in planning such an important event (let's face it, not everyone can do this type of thing.)

* You have fallen behind on your checklist, budget or scheduling

* You may have a very short engagement period and you need to expedite the wedding process

* You have a very clear vision of what you want your wedding to be, but no idea of how to bring it about

* You feel over-whelmed by all the tasks involved in preparing for your wedding

* You need leadership in the wedding planning process

Although hiring an event planner can be a life-saver when it comes to planning your wedding, there are a few things to watch out for when choosing one. First, you need to be able to contact your the person easily. Watch out for those who do not return your phone calls in good time, or those that don't seem organized. Also, some wedding planners get kick-backs from certain vendors so make sure the one you choose is not taking you for a ride with their vendor choices and just lining their own pockets. It is also a good idea to find out if your wedding planner's taste and style is in line with your own. You want your wedding day to be what you want it to be, not what your wedding planner says it should be.

When hiring a wedding planner make sure that you outline everything you expect in the contract, their duties, costs and expenses, deposits, payments schedules, etc. Everything should be spelled out clearly within the contract clauses. Ensure that both parties are in agreement with what is expected, and what happens if the wedding planner fails to meet their obligations.

The cost of wedding planners can vary significantly. Some are very expensive and some can be very affordable. You can hire a wedding planner to do the whole event, or one to do just a portion of it. For a wedding planner to orchestrate the whole event, expect to pay about 10-20 percent of your total wedding budget. If you hire a wedding planner just to help with the day-of-the-wedding, typically expect to pay a flat fee of about $500 to $2,000, depending on their experience, the size and scope of your wedding and respective charges in your local area.

What You Need to Know When Ordering From a Party Rental Company


It's not easy planning an event. Dealing with a party rental company for the first time can be tricky if you don't know what to ask and expect. Well, here is some advice to make things a bit easier...

Plan ahead. Start thinking about your party or wedding well in advance of the actual date. Party rental companies have busy seasons. March-June and October -December are crazy with weddings and holiday parties. If you want to make sure you get the party rental items you need, you should try to book large orders at least 2 months in advance if you are planning your event during any of these months.

Always plan for a few extra people than you are expecting. It is much easier for a company to slightly reduce your order than to try to add items. Remember that they may not be available at the last minute.

Pick up the phone. You can tell a lot about any company based on the customer service you receive. When shopping around for the best quote on your party rentals, make sure you take into consideration who you like and will work best with you to make sure your event is a success!

Know what you're getting. Some party rental items stay in a companies' stock for years and years. A lot of damage can happen in that amount of time. You can't expect rental items to be perfect, but you can expect them to be clean and presentable. Try to inspect or at least ask what condition the items are in that you are reserving. If you are covering your rentals with linens or chair covers, this is less important. When it comes to linens, make sure the company you go with doesn't just wash and fold their tablecloths without pressing them.

Understand what's included in your total. Party rental companies will charge you a delivery fee, most likely based on your zip code or area of town. Most companies will drop your rentals off in a mutually agreed upon location and leave you to move and set up the items. If you need help in setting up, you can usually arrange this for an extra fee. Some companies offer free set up and take down, which could end up being a huge help if you are planning a large event.

Clear your space. If you're planning on having your party at home, make sure you have the area cleared and clean prior to your party rental company delivering any items you have ordered.

Figure out what to serve in the way of the food and drinks, and think of timing. Remember to consider if you will need any extra tables for food or drinks. A bar perhaps? The time of day you will be having your party is also important. Guests will expect more than finger food if you are hosting your event during any of the three major mealtimes.

Allow for extra room. If all of your guests will be seated at the same time, make sure you have a seating chart, or allow for extra space. At weddings especially, you don't want to leave the couple at the end of the buffet line without a place to sit, because there is only one spot left at each table. Remember that guests want to sit with their friends, so allow for plenty of extra seating.

Ask questions! Don't be afraid to "bug" your party rental company about any and all details. Your event should be perfect, and you deserve to know exactly what you will be getting. Also, if your rental company isn't helpful and quick in responding to you, find a new one!

Negotiate. If you are planning a large sized event, ask potential party rental companies if they have any deals. Chances are, they won't want to lose a large order and will find a way to give you a discount, such as a waived delivery fee or a couple of free tables. It never hurts to ask!

Get advice about other vendors. Need to know where to find balloons, or maybe the best florist on your side of town? Ask your party rental company if they have any helpful suggestions.

7 Key Points For An Event Planning Checklist


An event planning checklist is extremely important when it comes to organizing a baby shower. If you are in charge of hosting, there are many details so an event planning checklist is definitely the way to go.

About six weeks before the baby shower, start planning the event and details so you the last minute is not a rush situation. On your even planning checklist for the shower, you can:

1. Find a suitable location for the baby shower

2. Choose a date for this special event

3. Make up a guest list so you know how many people are invited and you do not miss anyone

4. Select the baby shower invitations

5. Plan the menu so you can prepare the food ahead of time

6. Select a baby shower theme such as teddy bears

7. Games should be decided upon

About two or three weeks before the shower, you should put on your event planning checklist the following:

- Mail out the baby shower invitations

- Make your final choices and test your food menu

- Purchase the materials for decorating

- If you are making a baby shower cake, find a great recipe or if not, order your cake

- If you are having party favors, make them now

You are on event planning checklist countdown now at one week before the baby shower. If the shower is held in a hall, or somewhere else, double-check the reservations. Make sure you not only have the final guest list but also have enough seating for all the guests. Buy and wrap gifts you are giving for the shower.

The day before the shower set up any table and seating needed, decorate, purchase the beverages and set out any supplies. Finally, on the day of the shower, your even planning checklist should have: pick up any food or cakes ordered, put out food, set out a notebook for listing gifts and enjoy the party.

An event planning checklist is extremely important for special events, and should be given top priority before getting started with any occasion.

Event Planning Courses - Why Has Event Planning Become So Popular?


The event planning industry has out-reached a lot because of the vacancies available in this line nowadays. Gone are the days when people liked to organize their events on their own. From food to location, everything was arranged by the host but now people have become so busy in their work and house life that it has become extremely difficult for them to even a single occasion on their own. They need expert event planners that can arrange their occasion and make them memorable for their guests.

So if you have interest in this field then you should definitely do event planning courses to polish your skills so that you can excel and get desired position you always wanted. Event planners earn a lot nowadays. In this field what counts more is the experience rather than the degree an event manager holds. The more experience an event manager has the better and most appropriately he or she will handle that event.

If you look around there are a lot of famous event planners who have good name in this business. It is not because they are extraordinary people; it is mainly because they use their creativity in the right place. Event planning is all about showing people how creative you are. It is important that the event planner has all the latest information about what is in fashion and what is out.

Event planning courses enhance these skills in the individual. Furthermore, they also teach how to become more organized, how you can handle various tasks at one time, how to become careful and cautious. These are the things which are not only necessary in becoming a good event planner but they also provide a lot of benefits in the lives of these individuals.?

When you have earned certificates of event planning courses they you will be able to perform your duty well. The job of an event planner is highly respected because everything is dependent on him. It is all in his hands if he makes the occasion a successful one or makes the worst one in history. But experienced managers do not hesitate to take this responsibility because they trust in themselves that no one else can perform this task better than them as they are professional people with all the required knowledge.

Occasions organized by event managers are truly appreciable because they give them a perfect touch which makes them unique from all other events. Whatever budget you will provide to them they will make the most of it because the courses have taught them not to dissatisfy their clients. That is the biggest reason why event planning has become so popular.

Preparing a Brief Catering Company Business Plan - 10 Key Parts


Similar to any other business, a catering business also works on a business plan and having one ready before you begin a catering business will make sure that you start well and go in the right direction as planned. As with any business, a catering business will also have goals and tools to measure progress as a part of the catering plan. In short, having a solid plan will make sure that you remain focused on your objectives.

A business plan, not only to keep track of your business but also helps when you look for help from outside, especially financing. If you are looking for investors in your business, the first thing that an investor would like to see is a very solid plan - be it your future business partners or financial institutions (banks).

Writing a plan for your business is not as easy as it sounds, it does need a fair amount of research and a good bit of thinking. In fact, you can get a sample business plan from a well-run catering company and use it to write your own by inducting your own parameters. The business should consist of the following components:

a. Executive summary: This part of the business plan should explain your business and consist of a brief outline to the reader.

b. Objectives: this part of the business plan should describe the short to long term goals of your catering business (ideally for the next 4 to 5 years) in financial terms. These goals should outline the objectives to be achieved with a time-line.

c. Mission statement: This part of the business plan should define and explain the catering company's values and ideals (in short, business ethics and ambitions).

d. Ownership: this section go the business catering plan deals with ownership structure of the catering company, whether it is a proprietorship, partnership or a limited company and the details thereof.

e. Start-up requirements: This section should contain information about the catering company's start up needs. What is the cost of start-up? What is the working capital required? What is the equipment required? Etc.

f. Market Information: A catering business also has competition and it is necessary to include the information pertaining to the same in this section of the business plan. This would contain a brief summary of the competition along with analysis and the plans that would be followed to get ahead of the competition along with details of new markets to be explored and services to be offered.

g. Strategy: This part of the catering plan should contain the marketing strategy that is to be followed to achieve the objectives. This section would also include forecasted financials for sales.
h. Management: For your catering company to succeed, it would need a highly skilled management with hierarchical control. This strategy and working needs to be integrated into the business plan in this section.

i. People: Hiring would be a key factor in the catering business and therefore the plans for hiring and man power costs need to be estimated well in advance and put forth into the business plan in this section.

j. Finances: Last but the most important, the financials of your catering business needs to be put on as per in this section of the plan for your catering business. Projected profit and loss statements need to be prepared depending on estimated costs and revenues for the nest 4 to 5 years. Understood that the market is never consistent, however having some optimistic as well optimistic estimates would help plan your business better. Once this is done successfully, it is easier for you to understand and underline the break-even point for your catering business. Once you know this, the objectives are frozen and all you need to do here is to put your best foot forward.

A lot of generic business plans are available; you can always grab one and customize it to suit your catering business. Although this is easier, it is always good to begin from the scratch and make your own catering company business plan since it would help you to understand your business better and will surely put you on the right path to success.

Friday, November 29, 2013

Easily Planned Corporate Entertainment Events


It has become a very popular activity worldwide for companies to hold corporate events for their employees to cover many requirements. Primarily these events can be a big thank you to staff for the work they have done for the company. They also work as morale boosters when everyone is busy and there has not been time available for any relaxation. When the management team decide to hold a corporate event they will usually nominate one person to organise the function. If this happens to be you there are quite a few things you will need to remember.

You may feel that a questionnaire to the staff asking either for suggestions or by making a list of suitable events and then asking for a response for the most popular. There should be a deadline for this questionnaire to be returned and then it would be logical to go with the most popular idea.

Having made the decision on what type of event you will then need to search out venues. Have a few to choose from to enable you to compare facilities, prices, space available and exactly what the venue can offer. As you will need plenty of room for everyone any venues that seem a little small should be eliminated.

The better organised the event the better it will run, you will need to keep control of all aspects of the function to ensure you know exactly what is happening. Use of a spreadsheet could prove invaluable to keep track of the jobs you have done and those that remain outstanding.

As much notice as possible should be given to staff of the date of the event with timings everyone will need to make their own arrangements be it for child care or transport to and from the event. Perhaps an email or even a printed invitation should go to all those invited and a response would be expected to allow you to keep efficient records of numbers that will be attending.

It may be more suitable for you to delegate some of the jobs that need to be done, this may make it easier for you but it will still be your overall responsibility so you will need to keep track of how the various helpers are progressing with their part of the organisation.

Do try to make sure that you enjoy yourself as well, include some parts of the event that may be quieter than others so it will give you time to relax and to take advantage of the activities of the day as well as the rest of the employees.

Throw the Best Company Event of the Year With the Help of Swing Bands for Hire


For this year's company celebration, you have been tasked to pick out the theme and the entertainment. Knowing that well-themed functions works well with most of the employees at work, you suggested a 1930s swing era theme and everyone thinks its fine. The only concern with having a 1930s concept is booking the best swing bands for hire to play outstanding swing music that shaped that era and it should be performed live flawlessly.

A highly seasoned swing band can be hired for different type of events like wedding reception, birthday parties, balls, reunion, and also corporate events much like the company party you help organize. A four to seven-piece band can be hired if you want everyone to dance while smaller functions like private parties and dinners, smaller bands playing light and easy music will do. Swing bands will usually showcase their talents in using a double bass, guitars, keyboard, horn and percussion section, which consists of the trumpet, saxophone and trombone.

The special event can kick off with a calm and soothing jazz lineup and Rat Pack-style songs like Lady is a Tramp, Fly me to the Moon and Come Fly with Me which reminds you the glory days of Frank Sinatra. You can also try jazz staples like Blue Moon, The Way you Look Tonight and Let's Face the Music and Dance. But nothing compares to playing classical favorites like Moondance, Swinging Down the Lane, In the Mood to entice partygoers to crowd on the dance floor. A skilled swing band should be familiar with swing songs of notable jazz singers of the 30s such as Count Basie, Tommy Dorsey, Artie Shaw, Ella Fitzgerald, Benny Goodman and many others and can get the audience off their seats and dance the night away!

The 1930s era was known for its energetic big band music genre, swing dance along with the sleek and distinctive Art Deco style that marked this decade. Make sure that invitees are aware of appropriate outfit to wear for the event. Women can wear smooth, flowing gowns, fur coats, beret and pearl necklaces while men would look dashing in vests, double-breasted suits and fedoras. Adorn the venue with motion pictures from that era and serve party drinks like whiskey sours, martinis or mint juleps.

This themed corporate celebration will most likely be the highlight of this year's event with the help of an amazing swing band. Guests will surely have hard time resisting to the music of stomping jive number. The band's repertoire can include classic soul, pop, funk, rhythm and blues and even Latin songs, ensuring that people from different age group will have something to groove to. Live swing music can infuse swing as well as soul to any special event. As for your colleagues, they would surely thank you for coming up with this theme and they won't be able to stop talking about this particular party for years.

The Importance of the Entertainment at Corporate Events


When you are holding a corporate entertainment event, one of the most important things to do is to get entertainment for the event. This may seem pretty obvious considering the fact that entertainment is part of the concept of corporate entertainment. However, many times companies will choose the wrong type of entertainment and the wrong entertainment can cause serious problems with any corporate entertainment event. So, what can you do to ensure that you get the right entertainment?

A successful corporate event is one that is not going to be forgotten and that is very important because you want your customers and your employees to remember the event for a long time. This helps to build business, improve productivity and get better morale within the company. There are many different kinds of corporate entertainment acts that you can choose from. Really it depends on what you want for the event and what you think the audience will enjoy. Some of the choices for acts that you have include:

繚 Comedians

繚 Bands

繚 Solo musicians

繚 Actors

繚 Circus Acts

繚 Contortionists

繚 Look-a-likes

繚 Magicians

A good idea is to talk with your employees and do a survey. Ask them what they want to see at the event for entertainment and then use that as a basis for what you are going to choose. When you get entertainment that fits the corporate event you get something that can make the event something to remember for many years to come.

As the organizer of the corporate event, you have the task of finding good entertainment and by talking with employees and customers; you will get exactly what you need for the event. Remember, the entertainment should not only be memorable, but fun as well.

Top Catering Company Business Strategies That Improve Customer Satisfaction


For businesses in the catering industry, putting good strategies in place to guarantee a high level of customer satisfaction is crucial in order to remain competitive. A lot of trust is required to secure a catering job, and as a result, word of mouth advertising is one of the best ways to build up your business's client list. Each guest at a catered event is a potential future client so making sure that every person has a good time is important. The following strategies can be used to ensure optimum customer experience:

Create a Realistic Menu and Schedule:

Designing a menu that will delight guests and also be achievable is a challenge, but finding the correct balance is crucial. Often the biggest problem for caterers is that a client's demands are unrealistic or difficult to work with. If this is the case, then you may have to negotiate changing a dish, altering a menu, or substituting an ingredient. While this may seem like poor customer service, setting a menu that is unrealistic would only create disappointment in the long run. If you are uncertain about the suitability of what a client has requested, bring up any issues as early as you possibly can and always ensure that your client knows exactly what they are getting.

Incorporate Flexibility and Creativity:

Food allergies, personal preference, and religious beliefs all have an impact on the ingredients and the methods that can be used to create a meal. Though this could seem like a difficult situation, a successful catering company will be able to adapt to unusual needs with creativity and flair. This makes certain that every single guest has an equally enjoyable experience.

Make A Wide Range Of Services Available:

It is well known that a good caterer's job does not end with preparing food. Most caterers can also cover decoration, food service, table arrangements, setting up, and clearing away if they are required to. Being able to offer a full range of services is a bonus for any catering company, as it shows that you are willing to go the extra mile for clients and that you value their custom. It also expands the number of potential client you can gain.

Pay Attention To Small Details:

When catering a large event, it is often difficult not to get overwhelmed and let smaller details suffer. However, the difference between a good catering service and an excellent one is its ability to get every last detail perfect, right down to the way napkins are folded. To make sure that your company's event is completely flawless, plan the whole process with precision, including organization, set up, preparation, service, and clean up. Take into account all jobs, no matter how small, and factor in time to deal with the delays and problems that may occur.

Competition among catering companies is high, so creating a perfect customer experience is vital in order to see your business thrive. Maintaining good satisfaction not only guarantees future clients but also allows your company to get the positive reputation it deserves.

Moving Towards Zero Waste - The Importance of Waste Audits in the Event Industry


Many companies are taking advantage of the growing momentum in the environmental movement by claiming to be "green" or "zero-waste". However, most of these claims are not supported by actual data. In order to truly understand the environmental impact of an event, an analysis of the waste stream or a "waste audit" must be conducted.

A waste audit is a way of collecting detailed information about the waste generated by an event. The procedure can quantify the different types of waste being created as well as the effectiveness of a given waste management policy. One of the most important pieces of data resulting from a waste audit is the diversion rate. The diversion rate is the percentage of material generated from an event that is being diverted away from a landfill (i.e. the percentage of waste being recycled or composted).

A high diversion rate means that most of the waste generated by the event is staying out of the landfill. An event with a 100% diversion rate is considered to be zero-waste. If composting and recycling is an option at your event then a diversion rate between 65-75% should be easy. With proper planning and an educated staff, a diversion rate of 75-85% percent would be quite good. A rate above that, approaching true "Zero-Waste" or 100% diversion, would take full cooperation of event planners, staff, and participants, and would be considered outstanding.

There are three categories of waste in a typical waste stream: compostable material, recyclables, and trash. Compostables are any food items that are no longer fit for human consumption (food waste) as well as other items which must be marked biodegradable: bags, napkins, plates, cups, and tableware. These compostables are sent to a facility to be broken down into organic soils and fertilizers. Recycling is a concept that most people are familiar with and includes the processing of bottles, cans, cardboard and paper products for reuse.

Trash is the material that cannot be processed or reused, which must be sent to a landfill. The ultimate goal of a "zero-waste" event is to divert 100% of the waste away from a landfill. Throughout the event, waste is sorted into the three distinct categories by trained staff. After the event, the different waste categories are analyzed in a variety of ways to come up with accurate information that reflects the waste management policy specified at during the planning of the event.

This will result in detailed information regarding which waste management policies are working well, and which have large room for improvement. Consequently, one can then use this information to invest more time and energy into the areas where they can improve the most, and create a comprehensive policy that will be mutually beneficial to both the environment and the organization. In this way, an organization can ensure that the waste is being disposed of in the most environmentally responsible manner. In addition, an organization can promote the data of the waste audit in order to show a quantifiable commitment to sustainability.

Thursday, November 28, 2013

International Gatherings, Meetings and Sporting Events-Security Threats and Concerns


International events such as major product launches, corporate meetings, annual or regular sporting events continue to fall outside the standard methodology and practices of risk and people risk management. Many organizations and individuals, also fail to anticipate or include this in travel risk management strategies for leisure or non-corporate travel.

The bigger the event; often the greater lack of oversight. Many organizations and planners have gotten themselves into what they consider ' a well rehearsed process'. However, given the continual growth in this area, one event could be just one of dozens or even hundreds on their annual calendar. Therefore, some planning groups do not even start their planning for these events until mere weeks before the start of the event. They have become so familiar with the process (in their minds) that they simply template their planning preparation and even the threat profiles.

Issue motivated groups, criminals and even terrorists all have wants and needs. Along with these wants and needs, there a number of capabilities, intent and even historical success that are required before they can even be considered to be truly a threat. More often than not, criminals and terrorists prefer people over places. Meaning; they will go to where the people are, particular if they gather in large numbers. It often has less to do about location than the accessibility and opportunity for victims or attention. Increasingly, terrorist and issue motivated groups, are about striking at social activities rather than iconic landmark locations. This means that many are at walking into the exact locations or circumstances preferred by both criminals and terrorists alike. In recent times sporting events have even been high on the list of preferred locations. Even athletes have become preferred targets.

Online bookings, cheaper airfares, product launches, the thrill of seeing your star athletes perform live are all increasingly motivating more and more people to travel to these major events and super events. This can in turn result in small or moderate sized cities and locations expanding well beyond their infrastructure capacity or overburdening everything from amenities to emergency services. The planning and preparation vary from city-to-city, location-to-location and even encompass cultural limitations. One should never assume that one particular event held in different locations is even remotely close to the same standard of planning, preparation or resources met with at the last.

Over the course of the next few months, everything from the soccer World Cup to the Shanghai Expo will see hundreds of thousands or millions of travellers descend on individual or clusters of location. These events to, have persistent and specific threats that will affect all travellers and attendees. They will range from the minor and routine, the life-threatening or catastrophic.

Part of the threat are travellers or attendees themselves. In simple terms you should know before you go. Understanding, adapting and preparing for the local circumstances, rather than just transit or your location of origin, is far more important if not pivotal to determine the success of an overall trip. Many times; Google just does not cut it! One should have accurate and specific advice that helps shape your decision planning an even logistics. Increasingly companies are providing this on behalf of their employees.

Local standards vary. The nature and even the scope of services provided at many of these events are likely to be different to what you may be accustomed at home. You may think it remote, or even unlikely to require such services but you should at least pay attention in order to understand how they will work in the event of an incident, accident or even an emergency.

Plan. Set time aside, to research study and understand the location and even the event in which you are travelling to enjoy. If you have resources to draw upon, use them. If not, seek them out, share and collaborate; but do not omit. It's not so much the plan that's important, it's the planning.

Manage. All journeys (regardless of planning) present choices at various stages of the event. Informed and wise choices are based on the extent and knowledge applied to those particular choices. Ad hoc, ill informed, or simply cavalier choices often result in dangerous outcomes. Ensure you remain updated to changing circumstances. Maintain awareness of your activities and the surroundings in which you're travelling. This should be applied to every stage from arrivals, transit to hotels, travel between events and locations; up to and including your return to the airport and subsequent departure.

Actions. Think through plausible scenarios in advance. Consider what resources may be required. Complement those resources with your applied knowledge and access to support services. Should anything occur, that requires even the most routine of responses up to an inclusive life safety and security incidents, your understanding in advance will determine or govern a successful outcome. This should by no means be an individual undertaking, and all travellers or attendees should consider leveraging from other support networks.

Bad things happen to good people all the time. It's just a fraction of the overall time required to be spent on planning, managing and determining actions, that will determine the success of any incident, big or small.

Convention Planning - Preventing Disasters - Step 1a - Convention Service Managers


To prevent "Convention Disasters", "Sleeping Rooms and Meeting Space" are the names of the game. Once you have them, you can do anything, but if you have not confirmed rooms and specific meeting space, convention disasters happen. So, you have negotiated your convention sales contract and finished "Step 1". Now, what is the next step? Your best move is to get to know your Convention Service Manager - "Step 1a."

You might ask the question, why? Because your Convention Service Manager or CSM can and should prevent disasters from happening. Their goals are to make sure your convention goes off flawlessly and make you happy in the process.

The Sales Manager does the contract, but the Convention Service Manager is the person that services your convention. While your Sales Manager is still involved with the convention, your file is turned over to the CSM to finalize all the details needed to prepare a convention resume. The resume along with banquet event orders are the main means of communicating to the hotel staff everything you want to accomplish.

Do not wait too long after that contract is signed to find out who is handling your group. Ask the question early. Start communicating with your Convention Service Manager and set up an appointment to meet personally. You have a contract that lists rooms and space, but your hotel service contact needs to know everything about you and your convention. Contracts do not tell all. They are a start, but most groups have something peculiar about them that needs to be passed on to the CSM.

Now, let's make sure you know what CSM's do and why it is so important to get to know your Convention Service Manager.

Convention Service Responsibilities - first, the Convention Service Manager will be your main contact from this point until the convention is finished. While they represent the hotel, it is their responsibility to make sure everything you have requested in the contract is successfully implemented. However, please do not take for granted that, just because you have a contract, everything including rooms and meeting space have been set up properly by your Sales Manager.

Let's go back to the contract and really think about a Sales Manager's goals and duties. They look at conventions and clients in a different light. Their goals are to sell rooms while maximizing revenue and they are judged on the amount of business they book. Hopefully they are doing it right, but many times they take risks by sliding in a piece of business when meeting space and sleeping rooms are very tight. Most of the time the space works out and the sleeping rooms become available, but not always.

Confirm Sleeping Room Block - in comes the CSM and starts working with you. Great Convention Service Managers review the contract once it is turned over to them and they confirm sleeping room blocks, suite requirements, special blocks for VIP's and any special needs that have been requested in the contract. They make sure that not only are the rooms set aside in the contract, but the rooms are set aside in Reservations and all specific arrangements for making reservations have been set up. Again, they don't assume that everything is correct. They double check to make sure all the sleeping rooms are confirmed. This is to protect you.

Confirm All Meeting Room Space - the CSM's next step is to confirm all convention and meeting space arrangements. Your contract lists a certain number of meeting rooms per day and those rooms are supposed to be able to handle your meeting requirements. But will they? Most contracts do not specify the names of meeting rooms. Your contract will state a meeting for 300 persons to be set classroom style from 8 a.m. to 5 p.m. So, you assume your Sales Manager has blocked a room that will take care of your group. But, has he? Remember that the Sales Manager's goal is to book the convention and he gets credit for total room nights and convention rate. Hence, sometimes he takes shortcuts on the meeting space in order to book the convention. He might assume that you have over estimated your numbers and will only show up with 250 persons. So, if the meeting space blocked in the contract will only hold 250 persons, but 300 show up, you have problems. It becomes the responsibility of the CSM to prevent disaster and make sure it works. Granted, that is not fair, but it happens. Again, who is really protecting you from convention disaster?

So, now you realize "Rooms and Space" are the names of the game. You have completed "Step 1," and have a contract in hand. Now, you are ready for "Preventing Convention Disaster - Step 1a - Get to Know Your Convention Service Manager."

Granted, there are many, many more steps in the process to protect you from "Convention Disasters," and those will follow, but "Step 1a" starts with getting to know the person that will take care of you. Get to know, communicate and develop an understanding with the one person that will make sure you look good, your Convention Service Manager.

BS 8901 and the New ISO Standard ISO 20121


The events industry has been making moves to be more environmentally friendly. Despite the economic and social benefits of hosting concerts and conferences, there is often considerable waste and other negative environmental impacts that result.

The BS 8901 standard was created specifically for the events industry to help it operate in a more sustainable manner. This standard has been hugely successful around the world and has led to the development in draft form of a new international standard ISO 20121. The ISO 20121 is expected to be finalised in 2012 to coincide with the London Olympics.

The social and economic benefits of hosting conferences, concerts, and festivals are vast. Nonetheless, despite these benefits the events industry also has a responsibility to the environment. The events industry needs to address the considerable waste and other negative social and environmental impacts that result from holding events.

One such organisation which has enjoyed the success of being awarded the coveted BS 8901 certificate is Croke Park stadium in Ireland. Croke Park has become the world's first stadium to receive BS 8901. The certification is audited by the international standards group, SGS Ireland and recognises quality in event management. The stadium was audited under three main categories: Environment, Social and Economic as part of this sustainability management system certification.

BS 8901 was largely prompted by the Olympic games, but it has proven to be successful across the events industry. The BS 8901 standard was first published in November 2007 and was revised and re-issued in September 2009. BS 8901 shares common management system principles and processes with the ISO 9001 standard on Quality Management and the ISO 14001 standard on Environmental Management. The BS 8901 standard defines the requirements for sustainability event management to ensure a long-lasting and balanced approach to economic activity, environmental responsibility and social progress in relation to events. If the organisation has already met either of these standards, they will be in a better position to adopt the BS 8901 certification.

The event industry has given the BS 8901 positive feedback not just in the UK but around the world. The success of this standard has led to it being developed into the draft of ISO 20121. The ISO 20121 is an international standard which will use BS 8901 as its starting point and the 30 countries that are involved in this ISO process will contribute to the development of the standard. This will have the effect of building on what BS 8901 was and create a unique international document around sustainability.

The standard ISO 20121 will take a management systems approach requiring identification of key sustainability issues, such as venue selection, operating procedures, supply chain management, procurement, communications, transport, among others. Like BS 8901, the global standard will be suitable for all sizes and types of events. In addition, implementing the recommended systems will not only help to reduce a company's social and environmental impact, but is also likely to increase business efficiency and cut costs.?

ISO 20121 is expected to be finalised in 2012 to coincide with the London Olympics. All international standards bodies have been invited to be part of the development process and those that choose to be involved will build on BS 8901 to create ISO 20121.

Arranging Corporate Events


Summer is arriving and it's that time of the year again when your boss suggests having a get together to boost the company spirit. With the expansion of the company, the guest list is almost twice as long as last year and a couple of drinks at the local bar isn't going to cover it. You are going to have to plan an event and the success is going to reflect on you.

Working out a budget with the board members and deciding whether partners are going to be included or not is the first step. Once you have all your details, getting an event coordinator is essential. Set-up a meeting to discuss themes, venues, styles. They should have images or presentations of previous events to give you an idea and feel for what is available, what is possible and whether it's what you want.

With their help, choosing a venue that is capable of facilitating all your needs should be easy. The event coordinator will then take over the hassle of organising, booking and communicating with suppliers. Once the theme and style has been decided on, ask your event coordinator for a mock up of different types of set-ups. They can also organize a tasting with the caterers so you get an idea of the quality and style of food.

Where you will be extremely grateful of getting an event coordinator onboard is the few days just before the event. Having someone on site at the venue to brief and direct all the suppliers is essential. So while you sit at the office doing your thing, you can relax in knowing there is someone sorting it all out.

They can direct the set-up of the technical crew, including sound, lighting and possible staging. You can figure out the speeches of the MC and work on your other projects. Marquees will be set up and teams of set-up crew will place all the tables, lining, table centres and décor as drawn up by you weeks before. During your lunch break you can pop through and watch, as where there was once nothing, a whole other world has been created, that you designed.

Eventually the night will come and all your average co-workers, who generally just mooch about the place, will be standing tall in their gorgeous outfits according to the theme. You can watch their faces light up as they take on the experience, relishing the canapé's, sipping their welcome drinks, while the event coordinator ensures the back of house is running smoothly. Bartenders, stewards and waiters will be dressed in perfect black, little things that didn't even occur to you will have been sorted and taken care of. You can mingle and make small chat, as stewardess fly by taking drink orders and emptying ashtrays.

Unknown to you, caterers have started with creating gourmet starters, fit for the royal family in the back, while you help move the company into the main dining area. Lights will shine and centerpieces will be displayed as everyone finds their place cards. Special care to individual dietary requirements will be taken care of, as you can start with the welcome MC speech.

Perfectly lined up waiters will then start walking in an organised fashion with starters held on one hand, delivering the plates to all the guests. Throughout the evening's entertainment, main course, speeches, dessert, company plans for up and coming years and finally coffee, you will be oblivious to all small incidents, chaos and miniature disasters as you relax and enjoy the event. The event coordinator will take care of it all.

At the end of the evening, there might be a bit of dancing and socialising. Co-workers will praise you and thank you; their year's work will have felt like it was all worth it, just for this one spectacular night. Employees will feel more light-hearted as they now are all on the same page with where the company is going and having finally spoken to the person in the cubicle next door.

As people leave, you can chat to the coordinator quickly about postproduction items such as the photo's and possible DVD's of the night. Monday morning will come with you not being aware of the huge clean up and break down of the event as the magical creation disappears into once it was, just a simple venue. Stories will fly around the office about all the things that happened and everyone's outfits. Overall, everyone will agree it was the best end-year party to date and it was stunning. As you listen, you can relax and just finish up the small things, until next year at least.

Corporate Christmas Party Themes


This year for your corporate Christmas party why not try something a little different and host a themed event? A fun and exciting way to end the great year, your staff and clients are sure to feel appreciated.

Below are some ideas you may wish to try;

1. Grease inspired Corporate Picnic

A Corporate picnic is a traditional Christmas Party event, but you can change it up by turning it into a carnival. Remember the end of year break - up party in the movie Grease, let this inspire your theme. You could have carnival rides such as the Ferris wheel, house of mirrors, carousels, roller coasters, teacups, dodgem cars and more.

A great event for the whole family, this grease inspired carnival is sure to be a hit.

Just don't forget the fairy floss and candy popcorn!

2. Circus

The big top has come to town. With clowns, jugglers, acrobats, trapeze, and lion tamer you could make you event a circus extravaganza.

A great family day and another good one to do as a corporate picnic.

3. Winter Wonderland

Add cool, seasonal style to your holiday soiree.

It can be simple and chic. Keep your scheme silver and white.

A snow man set in front of a backdrop of an enchanted every green forest and winter castle can add to the magic of your winter wonderland. Remember Santa Claus does come from the north pole!

4. Santa's Workshop

Creating an event with hired elves and Santa can set the scene for Santa's workshop. Explore your imagination as this event can be as elaborate as you like it. You could have stations for all the different types of toys. Of course you'll be able to sit on Santa's knee to tell him want you want for Christmas. Maybe you'll be lucky and get an early Christmas present from Santa.

A favourite for young and old alike. Santa's workshop would make a create theme for your next Christmas Party event.

5. Beach Party

A tropical atmosphere of surf, sun and sand is sure to get the Beach Christmas party started. Complete with beach games like beach volleyball, soccer or cricket, there will be something to do for everyone. Hire a couple of Jet boats and make a huge splash on the day.

Catering for this event could be a simple as a BBQ or a fruit buffet.

6. Horse Riding day

Get out of the office and do something physical. A horse riding trek is the perfect start to your corporate Christmas Party. Start the day early with the ride and then for lunch take your staff to a beach side restaurant where you can appreciate beautiful surrounding. After lunch enjoy a social drink under the mistletoe.

7. Corporate Christmas Games

Games a great outlet and fun way to end the year with a bang. A treasure hunt will keep them entertained for hours.

You could also create some internal competition with a staff football, touch football or volleyball game.

8. Casino Night

With the simple roll of the dice or turn of the card, you could have the ultimate Christmas Party to remember.

Play a game of black jack or Texas Hold'em as you slowly sip you martini - shaken not stirred.

So whether you decide to go with Vegas vibe or Monte Carlo chic, lady luck is sure to be on your side.

So don't restrict your corporate Christmas party event to the office or a restaurant, be creative and let your staff know that you appreciate them by throwing them a great Christmas Party.

Merry Christmas!

Five Essentials For Successful Event Planning


In my career, which spans more than three decades of direct involvement in the events industry, having effectively negotiated and conducted hundreds of events, I have met numerous others who either portray themselves as, or really consider themselves event planners. It is important to understand that an effective event comes about only when it has been planned professionally and thoroughly, and all aspects have been considered. Although this article is simply a summary of what's needed (at the bare minimum), there are always five essentials to assure even a probability of having a consistently effective event. These five steps are: (1) Prepare a complete and meaningful Request for Proposal (R.F.P.); (2) Thoroughly explain your needs; (3) Do your homework; (4) Develop personal/ professional relationships; and (5) Always use a win- win negotiating philosophy/ model.

1. It all begins with the Request for Proposal. Before this can be submitted, the planner must fully understand all the needs for the event, based on both historical evaluations of previous events and a vision of what the event will be about, including its goals, anticipated attendance, financial implications/ budget, etc. Many disagree on how thorough an R.F.P. should be, where some think the initial document should be simply a weeding out technique, while others, including me, believe that a thorough document from the beginning demonstrates both professionalism and a seriousness of purpose and focus. Venues want business, but only if it makes sense for them, and the planner that is able to mesh the needs of the group with the needs of the venue, always has the best results. Too many groups underestimate the significance of this process.

2. The best event planners are those who maintain absolute integrity, throughout the negotiating process. There are those who ask too much and those that ask too little, both of which produce less than optimal results. The best approach to be upfront about your needs, expectations, limitations, and your willingness to be flexible so that both sides gain.

3. Great event planners do their homework prior to beginning negotiations. They thoroughly understand the needs, requirements, strengths and weaknesses of the venue. They thoroughly understand costs and profitability, where there is some wiggle room, what both sides priorities are, and what alternative approaches might save the venue money (in areas that won't adversely impact the event), and thus lower the organization's costs.

4. For the event planning process, which is often a lengthy one from the beginning of the negotiating phase until the end of the event, to be a fruitful and beneficial one, an event planner must develop personal and professional relationships based on mutual trust, integrity, understanding, and effective listening. Without these relationships in place, events often suffer because of the last minute revisions/ adjustments that often need to be implemented and/ or added on. When both sides understand contingency or backup plans, everything runs smoothly.

5. By far the most important ingredient is that the entire process must be based on win- win fairness negotiating. When great negotiators are involved, both sides feel they are fairly treated, communication lines are open, and a mutual comfort level is reached. This makes for a smoother event, with everyone working together towards the common goal of having the best possible result.

Not everyone is a negotiator, and not everyone should be negotiating for an organization. When every step before and during an event is overseen by a competent and honorable professional, there is always the best possible outcome.

Wednesday, November 27, 2013

A Guide to Successful Exhibition Planning


As with any organised event which involves schedules and deadlines, the planning and execution of an exhibition takes a lot of coordination and dedication in order for it to be successful. There are various steps that need to be completed in order for the exhibition to run smoothly, the majority of which are based around the exhibition planning team and coordinator. Exhibitions are primarily aimed at sharing something with a wider community, be it art, motor vehicles, music technology or lingerie. It is therefore essential that the aim and vision of the exhibition be clear and precise, in order to reach the target audience with full effect.

Steps in the preliminary planning of an exhibition should include:

* Setting up of an Exhibition Planning Committee.

* Accurate Budget Planning.

* Selection of an appropriate site venue.

* Negotiating agreements and contracts with all the necessary parties.

* Sourcing exhibitors and/or speakers relevant to the theme of the exhibition.

* Planning the program

* Executing the exhibition plan

The first and most logical step in exhibition planning is assembling a team of people who have the necessary skills and experience. Optimally these people should all be great team players, who can work responsibly and on their own initiative, whilst also carrying other people's interests at heart. It is good practice to make the size of your planning committee relevant to the scale of your exhibition. Having an understaffed committee can lead to stress and half completed work, while an oversized committee will lead to a lack of organisation and indecisiveness.

Once you have assembled your team, the next step is to appoint an exhibition coordinator. This role requires a great amount of responsibility, as most of the executive decisions will come down to the coordinator's discretion. You will need somebody with good organisational skills, is a good communicator of ideas, has a great eye for detail and can function well under stressful situations. Depending on the size of your exhibition, it might be necessary for the coordinator to appoint administrative staff or a secretary to deal with the extra administrative and clerical tasks.

An exhibition budget should be prepared through a thoughtful process involving the sponsor, planning committee and coordinator. The coordinator should be in full control of the budget, for if payments are approved by someone other than the coordinator, it will be difficult to hold him/her accountable for expenditures. A budget should not be seen as a financial document, but rather as a planning and management control document. It is a listing of all anticipated expenses, funding sources and projected revenue. Part of preparing a conference budget requires compiling a split folio. This is a division of expenses which lists the charges covered by the conference master account and individual guest charges, if there are to be any.

One of the most important aspects in planning an exhibition is choosing a suitable venue. This should be arranged as early in the planning process as possible in order to avoid any last minute nightmares. The more time you give yourself to choose a site, the better your options will be. Your site should be located as centrally as possible with regards to your target audience. It is pointless having a textiles exhibition in the central business district, just is it is pointless having a technology fair in the countryside. Choosing the appropriate venue also has an influence on the overall theme and furnishings which you might use in your exhibition, so an early decision will make consequent planning more streamlined.

It is generally regarded good practice to enter into a formal contract agreement with the venue. The process of reaching this agreement may take time, but it will ensure that both parties will be protected against any unexpected changes in plan. It would be dreadful to be notified one week before the exhibition that you have been double booked because no formal documents were signed and the venue manager completely forgot about the conversation you had over the specified dates. It is also important to remember that negotiations should be handled professionally, as both parties want to gain maximum benefit from any arrangement.

Setting an appropriate theme for the show is very important, as it will eventually determine what image the public have of the exhibition. Choose one that is in line with the material you are exhibiting. An 'under the sea' experience will not bode well with potential invitees to a car show, but will perhaps draw more attention if used to market an exhibition on new children's toys or a pet show.

Next in the planning process is finding potential exhibitors to take part in your show. Sending out personal invitations is probably the most effective way to go. You can also advertise your intention to hold an exhibition in the early planning months, but this needs to be done amongst the social or industry circles relevant to your kind of exhibition. As an exhibition is primarily about marketing, finding willing participants should not be too much of a problem if the proper methods are used. In addition, in fields such as music or art, where there is an abundance of people jostling to display there works, you might need to do a certain amount of vetting in order to make sure your exhibitors meet the exact criteria for your exhibition.

Ultimately you want to draw as many people to your exhibition as possible, and a sure-fire way of increasing the amount of interest in your show is to offer a diverse range of activities. Offering seminars or interactive workshops is a great marketing technique to involve people who would normally be put off by the prospect of just going to an exhibition to look at stuff. Be sure to source speakers who will be able to deliver dynamic presentations on the relevant topics.

Publicity is of utmost importance in the planning of an exhibition. Use as many channels as are accessible to you. The internet is a very powerful marketing tool, and should be exploited to its maximum. Make sure you have an up to date website which is instantly identifiable with your theme and purpose. Furthermore, make use of show invites and advertisements, promotional gifts, flyers, brochures, visitor and press packs, staff badges, stand backdrops and signage, and internal documents and communications. Ensure that your supporting web pages and email address are listed on every single communication item used for the show. If possible, advertise the exhibition in local magazines and newspapers, as well as radio.

Once you have done all your preparation of advertising, budgeting and sourcing participants, it is time to plan the actual show and execute it. Planning of the show plays an important role, and should be coordinated carefully, because once a schedule is formed, great confusion can result if it is not adhered to. You might plan certain talks or workshops to coincide with specific days of the exhibition, and if these are unclear or mixed up, they might completely lose there desired effect, and end up just being a waste of time and money. Changes are sometimes unavoidable, but make sure that if a change has to be made to the schedule, that it is well publicised. During the exhibition it is important to make good use of signs; this ensures that visitors and exhibitors never become disorientated with their surroundings. During the exhibition, the coordinator's time is in great demand. Delegation plays a key role in the smooth running of an exhibition, but is worth nothing without a well trained and informed group of staff members.

Once the show is complete, conducting some kind of evaluation will be very valuable in giving you an idea of what can be improved on in future events. The most common type of evaluation is to create a survey form. This can consist of yes/no questions, or wherein the various levels of satisfaction can be indicated, from low to high. It is worth noting that two separate evaluation forms can be set up, one to delve the interests of the exhibitors, and the other that of the visitors.
And with that you have completed your exhibition! With the correct planning and dedication it can be an informative and exciting experience for all those concerned, and with the steps set out above you should have no problem achieving this.

The Importance of Event Lighting Companies


Everyone knows how strenuous and challenging it is to organize an event. It requires a lot of planning that needs to be done weeks, or months before the day of the event. People go under a lot of pressure during this period of planning and therefore tend to overlook a few important aspects of proper event planning. One of these very important aspects is event lighting.

Proper lighting for events can totally change the look of the lighting and help make your event a big success. If the lighting is not set properly, you will find that the event will not be appreciated by guests. This is why many people these days hire the services of an event lighting company that lays out all the plans for the lighting.

Hiring the services of a lighting company is a great way to take care of the lighting part of the event, but you need to choose a good company that has good experience in this field. Many people who hire lighting services find themselves doing a lot of work as well as worrying just because the lighting company is not doing a good job. It is important that you find a company that does ALL the work, which in turn allows you to focus on other important aspects of the event.

One very important thing to look out before deciding on the company you will be hiring is to check out the equipment the company uses. The following guidelines should help you find a good company that will not require you to do any running around.

Many lighting companies nowadays make use of the traditional PAR lights in order to light up a place. Hiring a company that uses these lights may work out very cheap since these lights do not cost too much. But there are numerous downsides to these kinds of lights. They require huge amounts of power in order to work, and so, has a tendency to heat up quite a bit. This can be dangerous for the guests and these lights also are the main causes for blown fuses. This is why it is important to find a company that uses LED lights. LED draws a significantly lesser amount of power and therefore does not heat up as much. LED lights can also be controlled with the computer, allowing you to change the colors of the lights during the events.

Getting a DJ who offers lighting with the sound equipment is not a very good idea. They usually have a standard design for the lighting that they use for every event, making the design quite boring. They do not offer the option for custom lighting designs and ultimately you will have to spend a lot of time in telling the DJ how to put up the lights. This is why it is crucial to find a proper lighting company in order to make the event a success without you having to do any work.

Fun Careers to Spice Up Your Life


There are a majority of people out there who want to have a fun job that will spice up their life. Working is usually a basic necessity for most of us. This does not mean that the kind of job that you do has to be pathetic or boring or miserable. In fact, these can be fun to work on, high paying and at the same time interesting. Though the definition of fun is something that varies, people can generally agree on a few basic categories. Have you ever wondered about the career of the guy who helped you out with tips regarding where to go and the things to do in your vacation to Spain? Who's that person, the Marilyn look-alike?

Well, to start with, there are different kinds of jobs which might trigger your attention and this is all the more highlighted when you describe the things that you do. There are various jobs which are considered fun and unique or cool. However, after that being said, the question that comes up is: how paying are these jobs? Do they pay you well? If you are being apprehensive, it's time to reconsider. There are enjoyable jobs that exist with lots of positions that help you to do the things that you love and at the same time get paid for it. The deciding factor is: how good is the pay?

Organize and Manage Events

When it comes to event management, one thing that everyone knows is that these jobs are fun, exciting and above all well paying. If you are the sort of person who enjoys being in the limelight at the hub of all the action, it's time for you to consider a position as an event manager. A job in the live events category might be the right career chart for you. The live event management jobs are all about those who love amusing the public and make the most out of their ability to organize events. Some of the job profiles include:

  • Event planners

  • Field workers

  • Event security personnel

  • Sound coordinators

  • Food vendors

  • Public relations officer
One of the important parameters of the event jobs is that you should have the willingness and nerve to give the event all it needs to make it a successful one. It is easy to locate a profession that is based on managing an event, although the basic thing to remember is that you have to know where to look for. A lot of websites concentrate on live events. At times there are flyers or posters that are posted on local playhouses and performance theaters promoting work opportunities for various kinds of entertainment event jobs which calls for performers. Organizational event planning jobs are factors that make an event successful. Hence, if you have that dynamism in you, go for ensuring that the event is organized in the best way possible.

Want to Be a Model?

If you are looking ahead to a career in modeling, you should know how to stand out from the crowd and the thousands of other aspiring models who are contending for a shred of success in this highly competitive industry. Although modeling as a job is fun and entertaining, you actually need to sweat it out since there might be potential clients looking ahead to sort through miscellaneous careers every time a casting is conducted for a modeling project. It is thus important to set out in the industry with a professional portfolio which is the most important step to ensure progress in the sector. Make sure that as a young model, you know the difference between a scam artist and a reputable agency.

The first thing that you should do in themodeling jobs is use digital photographs of yourself and an email id. This is a simple method about which a lot of people are not aware, although it is uniquely recommended and preferred among the top modeling agencies all over the world. As a starter, it is best not to waste your money on professional photography. You need to contact specific agencies that do the work correctly for you. Make sure you learn the on set etiquette which helps you understand the job as a first timer.

Shape your Career with Strokes of Fine Art

If you are wondering what the fine arts jobs are all about, you should note that there is more to fine arts than merely sculpting and painting. The aim of the fine arts degrees is to provide training and education in the visual arts and apply them practically in different types of professions. The different kinds of jobs that the fine art trainees can take up are that of animators, fine artists, art directors and craft artists. The broad ranges of categories that are included within the spectrum of fine arts are:

  • Illustrators

  • Photographers

  • Painters

  • Sculptors
The competition in the art jobs is fierce, but then with a little amount of diligence, you can easily get a strong footing. If you have this tendency of designing things that are beautiful and useful like pottery, stained glass painting, sculptures, wood carvings, or hand woven rugs, you can pursue a career as a fine artist. Graduates who have a degree in fine arts can make the most of their qualification by indulging in something fun and exciting as creating an artifact, art and craft objects, or start a boutique of their own and market them appropriately.

Fun jobs are everywhere! And we're not talking about modeling jobs and event jobs here. What you need is just the patience and aptitude to stay up with the competition for the maximum amount of success and exposure. For instance, you could be a hair stylist or sommelier who tastes wines or for that matter a theme park employee. Imagine gilding through the rides and guiding people through the Ferris wheel or roller coaster. Nothing is as satisfying as being engaged in a job that you love. So, make the most of your education and get a fun job today!

Putting Up With Caterers & Event Planners


Warning: If you ARE a caterer, you will be offended, if you are a Mobile Bartender, chances are you have been offended BY a caterer!

In my experience as a Mobile Bartender, I have often noticed that myself and my bartending staff has always run into problems with caterers. It seems that there are power struggles and ego-trips at play with both parties...especially when YOU have been hired by the Host, NOT the caterer.

Caterers and party planners like to have full control of everything and so they may start telling you how to do your job or treat you like one of their employees.

This quick article is intended to help YOU (the Mobile Bartender) "deal" with caterers during your events. So, let's ALL put our egos aside and take some advice that does work:

1. Caterers ARE Control Freaks! - They have to be, that's why they are so good at what they do! So you must accept that fact and understand how their mind works if you want to have a pleasant night while working with them

2. You BOTH want the Same End Result - Both you and the caterer want the event to be as spectacular as possible. As long as you aware that you and the caterer/party planner want the same outcome, you can begin to work better together.

3. Be Proactive-Introduce yourself! - As soon as you arrive at the event (or even a few days beforehand) introduce yourself to the caterer or whoever is in charge. It is also good to meet any staff that the caterer may have brought along)

4. Offer Your Assistance - Do your best to finish setting up your bar-area early so you can offer help and assistance to the caterer. They will appreciate this.

5. Kill them with Kindness! - If you find a caterer that is being rude or treating you poorly, react by "killing them with kindness!" Compliment them on their work, their staff, their attention to detail. They LIVE for these compliments,so shower them! hint that you are looking for caterers to refer to your clients-take their biz cards

6. Use Leverage! - You are the MOST-desired bartender in your area (or at least you present that image!). Ask your caterer for some of his/her business cards and mention that you have A LOT of clients always asking for good caterers so you want to refer them business! http://www.BartenderforProfit.com

Seven Skills to Be an Event Manager


There are many different important skills you find in job descriptions. Whether it is while looking for a job or an internship, all of these skills are essential to getting the job you want. Each particular area of Sport Management requires different types of skills and different types of people. Seven of the important skills you will need to work as an Event coordinator are as follows.

1. Communication Skills
Every post you will see for event management positions includes this skill. Working well with other people and being able to communicate effectively is one the most important skills for making sure an event runs smoothly.

2. Customer Service Skills
Customer service is an important skill for almost any job. When planning events and trying to promote them it is obviously necessary to be able to make your customers happy and comfortable at all times.

3. Computer Skills
Most job postings require you to be skilled in Microsoft office, specifically Excel, PowerPoint, Word, and in some cases Publisher and Outlook. All of these computer programs are useful in organizing information for events being planned.

4. Organizational Skills
Being organized is important for almost all business related jobs, but especially for handling and booking events. You have to always be on top of making sure everything gets done specifically as the customer wants it and it gets done on time, it is important to always be organized.

5. Management or Leadership Skills
In order for events to run smoothly there always needs to be people who can be strong leaders and use business management skills effectively. It is important to be able to help keep everyone on task and make the end product come together perfectly.

6. Physical Work
This skill is particularly surprising, however obvious, that putting together a function or event requires some physical work, all of these job postings specifically said you need to be in shape and able to lift objects from ten to twenty pounds.

7. Practiced in Sales and Presentation
When trying to plan an event or function you need to be able to pitch the product to sponsors or the people who you are planning the event for. It is important to be able to present effectively and smoothly and have some practice in marketing the event and selling it.

In conclusion being and Event Manager or Coordinator requires some very specific skills that are important to this field. Each job or internship description has a lot of similar features. Having a lot of these skills and those strong points are what point people into this particular career path, but now you can see what more specifically will be required of you in this field.

Proven Ways to Book Bands for Corporate Events


When your company is hosting a special corporate event, booking bands for corporate events can be a great idea to entertain everyone in attendance. It allows the employees, management and other invited guests to relax and have fun after weeks of stressful work. Music has a way to comfort the soul no matter what the setting would be. A group of musicians that play with instruments can liven up the crowd. Some people are more receptive to joining in corporate events when a group of talented musicians perform. Here are some things you need to know when selecting bands to hire to spice up one of the biggest corporate events.

You can get in touch with a booking agent to hire your band. Booking agents can be a great source of bands that meet your specific requirements. They are considered as middlemen who ensure that the booking process is done successfully. They can give you an idea if they have a band that would fit in to your event's schedule. It helps a lot if you, as a client know what you want as the booking agent will just work around your specific requests in a band. You should decide if you want the band to work for a couple of hours or maybe for just a few songs in the entire program. The amount of time of the band's performance is directly connected to the cost of their service. It's good to have all pertinent details ready before you contact your agent so that you are clear on what your needs are.

There are some cover bands that are highly recommended for special corporate affairs. They are great for those with specific themes such as a 60's rock and roll or 70's disco theme. There are instances wherein the client requests a band to play with a freestyle vibe. If this is the kind of band you want, why not try a well-known jazz band that can harness crowd-pleasing vocals to entertain the guests and keep them dancing the entire program.

Many corporate events are formal in nature, so it's a big NO-NO to hire a musical group that sings songs with tacky lyrics. In fact, vulgar lyrics should be banned in any event! Professional bands know how to play up the crowd's energy level without resorting to crude musicianship. These bands embody a smooth and classy performance that can effectively draw in the crowd. They should not be too unruly that it may tarnish the reputation of the company hosting the event.

Some bands may offer you a cheap quote but it may not include all other factors needed to make your event 100% successful. Equipment such as lighting and PA system must already be included if the band needs them to perform. Transportation to your corporate function site should already be included as this can considerably increase the cost if the event is far from the band's location.

So remember all these great suggestions when you are searching for bands to hire in a corporate event. This will make your event a night that everyone can remember for years!

Banquet Halls Are Great for All Parties


Banquet halls are places for rent, and you can find them in any city in this country. Some of them are large, and some are small. The thing they all have in common is that they are ideal for parties and celebrations. You can rent a place like this for any type of event, but there are certain things to consider when you choose one. You can host all types of events at places like this including wedding receptions, birthday parties, corporate events and anniversary parties.

Size

You will want to make sure that you choose one that is the appropriate size for your event. Large banquet halls will cost more money to rent, and there is no point in renting a large one if you are planning a small party. On the other hand, you will not want to rent one that is really small if you are expecting hundreds of guests. This is one of the best questions to ask when you begin looking for one to rent. You can visit them or call them to find out the sizes and how many people will fit.

Catering

The catering offered is another thing you really need to look into before renting a hall. If you are planning on having all of the guests bring food to the party, you will need to make sure that this is even allowed. There are many halls that do not allow this. They have on-site catering services, and they require that you use these services if you rent the room. This could turn into a big mistake if you fail to check on this before renting it.

Elegance

If you are planning a very elegant event, you will want to choose a place that offers an elegant atmosphere. There are banquet halls that are more informal, and there are many that are very formal. Some are in between. You will need to choose the type of atmosphere you are looking for when you choose one for your event. If it is for a child's birthday party, elegance is probably not the top thing you are looking for. You might prefer finding a place that offers a comfortable, relaxed atmosphere. For a wedding reception, a formal place is usually what is desired.

Outdoor Venues

If you would like to have your gathering someplace different from the normal type of venue, you might want to look into outdoor banquet halls. Although an outdoor hall might not really be a hall, it will be a place that offers accommodations for parties. This is a great option during months where the weather is nice. There are places such as flower gardens or butterfly gardens that offer these types of services.

Environmental

Some people are extremely concerned with the environment. A person like this would probably look into the environmental philosophies of the hall. They would look for a place that promotes "green" business ethics and practices, and a business that is involved in reducing waste and recycling.

Tuesday, November 26, 2013

Event Management As a Rewarding Career


By the term "Event Management", we mean it to be a process using which we plan a successful production and implementation of an event. As the importance of entertainment is gaining ground, so is the popularity of Event Management as a career and a full time business. For those interested in knowing more about this exciting career, read the details below.

Today, Event Management has grown into a full fledged industry. Business houses, large and small and even the middle class individuals compete with each other to make their event, whether it's a marriage, a birthday party, or a social gathering to be a memorable event which would be remembered for a long time. Theme Parties, Lights and Sound Shows and Musical Nites have become very popular today. For this purpose, people leave no stone unturned to hire the top Event Management companies. Sky rocketing budgets are allocated for this purpose to make the event a grand gala success. Event Management companies on the other hand plan the event in such a manner, so that there is no scope for failure.

Safety of the Event is of the paramount importance

When the reputation is at stake, the good Event Management companies never forget the safety aspect of the event. They take every risk such as fire, rain, unexpected power cuts etc into consideration, and take an insurance cover for the same. They have a backup plan for any unexpected eventuality. They know that in the event of the failure, there's not only the loss of face, the litigation costs too could be phenomenal.

Successful events don't happen by chance

It's certainly not a fluke to make the event a grand gala success. Elaborate detailed planning is involved for this purpose. Every minute detail, right from the purpose behind the event to the final implementation is planned in detail. All the pros and cons are weighed to avoid any hitch at the last moment. All this is done, because the stakes are very high. In case the event flops, it could result into huge financial losses.

Event Management as a Career

Event Management has turned out to be an exciting and a very rewarding career. But you just can't jump into the fray and start an Event Management company. In order to be successful, you require proper training in this field. Today many universities and institutes are offering degree or diploma in the field of Event Management on full time as well as part time basis. The course includes organizational skills, technical understanding, public relations, marketing, advertising, and catering. The course also includes study of logistics, glamour identity, human relations, law and licenses, risk management, and budgeting. Knowledge of related industries such as television, cinema, and other media also form a part of the curriculum. Some better universities have a tie up with the top business houses in this field, so that the students can get some work experience too. They have placement cells too, so that the brighter students get hired by the leaders in the field as soon as they finish the course.

The Growth of Event Management is Phenomenal

As the economies are opening up and the incomes are rising, the future of this business is very bright. People in the business and entertainment world organise some event or the other at regular intervals. If they want their events to be successful, the demand for Event Managers can never show a down trend.

Managing events is a very good way to develop a career in an industry that is on its crest of its development.

Three Events for Local Banquet Halls


A good event has to have a foundation of effortlessness. All of the questions should have been planned for so all the information can be provided to all guest and all services are completely available so everyone feels taken care of. Anyone can have a party at their own home but banquet halls take out a lot of the worry because all professional spaces have a check list of responsibilities in order to properly rent out the space. Clients continue to depend on these halls' services because once they've done their part of organizing their event then all they have to do is pay their fees to the hall to book the available date with possible tables and chairs. The provided spaces are very basic in their presentation. They are clean and vary in size from small meeting rooms to large rooms for special occasions. From baby showers and graduations to weddings and corporate events, banquet halls offer space to celebrate and keep businesses on track for it all.

Banquet halls are most well known for the wedding ceremonies that they are open to throughout the year. They can accommodate the smallest parties and up to only a few hundreds of people. A client can not only have a space for their wedding ceremonies but their celebration's reception as well. There can be a separation of spaces or a morphing of the ceremony space into the reception space. A bar can be set up; food service can be set up buffet style; and there can be a stage for toasts and announcements and they never forget the dance floor.

Banquet halls are also frequently used for corporate events. Corporate events include company meetings, large presentations to special clients, convention (industry) events, and for team building exercises. The space can be as simple as one large conference room that is set up for visual presentations or a stage for panels and demonstrations. Or, they can rent several rooms for a weekend or week long presentations and activities that help to strengthen a team and help with improve education and skills at the same time. Sometimes they need the space to do it.

Banquet halls are just ideal for special occasions that someone's home or offices cannot accommodate. Whether it is business related for the growth of co-workers and business connections or for those personal special occasions such as birthday parties, retirement and welcome home parties too. As long as the event meets the food, alcohol, safety and activity standards of that specific banquet space then it can happen during its renting season or year round, again, depending upon the facility.

Weddings Require a Lot of Planning


When planning weddings, people often begin by purchasing a book to use. A book like this will have everything in it that a person needs to know to accomplish planning a successful day. There are hundreds of different things that need to be thought of, and if you are not good at this, you could always hire a planner for the event. Event planners are professionals at doing this, and they will take all of the worries out of your hands. People often do not hire planners though because they are expensive. If you can get by without hiring one, you will save money but you will have more work to do on your own.

Some of the first steps in planning weddings are choosing the date and the location. If you are part of a church, you can talk to the church about having the ceremony there. If the church is available on that day, they will schedule your ceremony. This is one of the first steps and it is important to do this as early as possible so that you can make sure you have a place for the ceremony to take place. The second part is choosing a place for the reception. You will want to make sure that the reception is located relatively near the place where the ceremony took place. As long as it is within 20 to 30 minutes away, it is usually alright. The reception will be the fun part of your day, and you will want to choose a place that will accommodate all of your guests. You will also want to make sure that it is elegant, if that is the type of reception you are hoping for.

The catering of the reception is another huge part. Most halls offer on-site catering services. When you book your hall, this is one of the first things you should ask. You will also have to make sure you put a down payment on the hall to guarantee that your party will have that room on the night of your wedding.

In addition to these main things, there are many little things that you should begin thinking about. All weddings have beautiful gowns for the bride and tuxedos for the men. This is something that a bride will spend a lot of time picking out, and that is because it is an important part of the day. Flowers are also an important part of weddings. You should choose a florist that specializes in this particular type of flower arrangements, and find one that offers delivery services.

Planning a honeymoon is probably one of the greatest parts of the planning efforts. This will be a time for a bride and groom to get away and spend time alone together. Honeymoons can take place anywhere, and they can be as few or as many days as the couple chooses. Weddings are exciting, but they take a lot of work to plan.

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.