Tag Archives: Event planning

Hosting Brunch

Well since it is Easter and all I thought I’d write a little something about my favorite part of this day…BRUNCH! I love everything about brunch. From the food, to the decorations, and spending time with your friends and family. Although attending brunch is super fun, a lot of pressure is on the host to make it absolutely perfect! And this may not always be an easy task. Here are a few tips to help you host the best, and easiest brunch possible!

1. Plan ahead. This one is difficult for the procrastinator in all of us, but you will thank yourself for it! Instead of leaving the grocery shopping, decorating, cooking, etc. all until the day before or even the day of, spread your tasks out so that there is less stress on you and you can enjoy the day.

2. Send your invites out early. The earlier you know who is attending, the earlier you can start planning your grocery list. Make sure your list isn’t too much for you to handle. This is supposed to be fun, not stressful.

3. Plan your menu. As soon as you know who is attending you can start planning your menu and grocery list! Make your life a little easier by choosing items that can be made ahead of time and reheated for the day of the brunch. This will be helpful!

4. Plan activities for kids. This is important only if children are attending (obviously). But I know this one from experience! Kids are a blast to have at events like this as long as they are entertained. Try doing an Easter egg hunt or maybe a coloring activity. The parents will thank you.

5. Decorate the night before. There is nothing worse than stressing about decorations the day of your event! If you decorate the night before it is sure to turn out better because you will have more time, and you can add finishing touches in the morning. You will thank yourself when your home looks fabulous before the guests arrive!

Last, and definitely most important, have fun! Hosting events is only stressful if you make it stressful. Everyone knows how hard you work when you are the host and they will appreciate it even if it isn’t perfect. So relax, enjoy the food, and make yourself a mimosa. You’ve earned it!

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With my birthday right around the corner, it seems only fitting to talk about planning a birthday party! These are my favorite events to plan, especially for friends and family. However, they can be difficult! You really have to be careful because these events are alllllll about making one specific person incredibly happy! If they’re done right, you can really make someones day!

Start with the basics. Will you make it a surprise? My friends know better. I do not like surprise parties AT ALL. I like to know where I’m going so I can plan the perfect outfit, because honestly, we all want to look the best at our own party! It is important that you know whether or not the guest of honor would appreciate the gesture. If there is any doubt in your mind about surprising them, then I would just steer clear. 

Next you should think about what you are going to do to make the party fun! Are there going to be a lot of games? A band? A clown? Magician? The opportunities here are endless! What would the birthday boy/girl like best? Remember, you’re planning this for them, not for you. 

Now, on to my favorite part of parties: food. Will you be providing real food for the guests or just cake and ice cream? Most of the time people expect food when they are at birthday parties, so this could really make or break the day. If you have a party thats lasting for hours and a DJ and a dance floor, then chances are you’re going to have some hungry guests! Make sure you’re giving them the fuel to last the whole party!

I could talk forever about how to plan the perfect birthday party, but what it really comes down to is making the birthday girl/boy happy. As long as you can achieve that, your event will be one for the books! Good luck and happy planning!

Living Your Worst Nightmare: Failed Events

The big day has arrived! The event you have been planning for months is finally here! You get a phone call…the band you booked weeks ago accidentally double booked and now can’t make it to your event. 

You have a fully stocked bar ready to serve hundreds of people and realize you forgot to apply for your liquor license.

The wifi you desperately need for your guests isn’t working and everyone is looking at YOU for answers.

WHAT NOW?!

First, ask yourself the most important question: Why was this important to your event in the first place? Obviously a band is important for entertainment, but could an ipod and speakers do the trick as well? Asking yourself this question could help you start solving the problem and get you back on track much faster.

THe next, and maybe most important step, is to tell the truth. Don’t mask the problem to your staff, your volunteers, or even your guests. This could back you into a corner that you might not be able to get out of. 

It is also important not to waste time pointing fingers. Something went wrong and that’s that. Putting the blame on someone will not fix your problem. People usually go to events to have fun! So find a way to make that happen and it won’t be a total disaster.

Finally, you must remember that things can- and will -go wrong. It’s all just part of the business, and it is not the end of the world! As long as you’re willing to learn from your mistakes, you can overcome them and be a great event planner. 

Improving Your Next Conference

Okay, so when it comes to planning and organizing events, a conference can be one of the toughest to manage because there are so many moving parts. There are so many things you need to consider, and you often don’t have a ton of time. Here are a few tips that will help your conference run more smoothly.

1.) Make clear name badges! You have them for a reason, and they will not be fulfilling their purpose if they cannot be read. 

2.) Send an e-mail before the conference saying what to expect. There is often more stress when people don’t know what to expect, so solve this problem before it starts by cluing your guests in before the event!

3.) Use proper signs. This one may seem like an obvious tip, however, several events fail simply because people don’t know how to get where they are going. Always use a lot of signage, and make them clear to everyone. 

4.) Make sure you have enough outlets! People at conferences use smartphones and tablets all day long. You do not want them to run out of battery and not have anywhere to juice up. You can never ever have too many outlets at a conference. 

5.) Schedule more breaks in the program. This is very important because PEOPLE GET TIRED. THe conference will run more smoothly if your guests have time to rest their brains. 

Well, now that you’ve read these tips, I hope you have gained some knowledge that will help you plan your next conference! Just remember these 5 steps and you’re sure to succeed. 

Hiring an Event Planner

So normally I write my blogs from the planner’s view, but today I thought it would be fun to write from the clients view! Choosing an event planner can make or break your event. Not everyone will be as good as they claim! There are several things you need to know when choosing your planner, and several key questions that you must ask, or you might find yourself unpleasantly surprised!

First, you will want to know what type of events they have the most experience with. If they are primarily party planners, you may not want to hire them to plan an important business meeting and vice versa. Knowing what type of experience they have will help you decide if they are the right fit for your event. 

Another aspect that will be very important to you is how often they are willing to meet with you. Event planners are generally very busy people, but they should be able to meet with you to go over important event details. It is up to you how often you would like to be able to meet with them, but you need to be clear with your expectations and make sure that they are comfortable with it. 

Expenses should also be discussed! Most event planners will be very upfront about what they charge for, but you do not want any surprises here! Make sure you know what will and will not be included in their fees. Going along with this, you should always ask about their cancellation and refund policy. On the off chance that you will have to cancel your event, you will be glad you asked about this!

You should also know how much staff they are working with. If you are planning a very large event it will probably be important to you that your planner is not working alone. 

Last but not least, always ask for references! Preferably other clients that they have recently planned events for. It is always important to hear what other people have to say about a planner. Once you are given references, you can make your final decision about the planner. Good luck with your next event and I hope this was helpful! 

 

Meeting Your First Client

We all know that meeting with that first client will be a very nerve wracking experience. What will you say? How will you act? WHAT WILL YOU WEAR?! These are all things that will impact how your client views you as an event planner. Here are a few tips to do your best and give the first impression you want to give!

1.) Always dress professional. This way, your client will take you seriously! There’s nothing worse than not getting jobs because people don’t think you’re professional enough! Give yourself enough time to get ready so you look put together and ready to go. 

2.) Don’t be late! There’s nothing worse than keeping a client waiting! Always leave early enough to make it to your meeting on time, and if something happens and you’re going to be late, make sure to call and let them know. 

3.) BE PREPARED! What are you going to talk to them about after you introduce yourself? It is SO important to have a set of questions ready for them. For example, what is the budget? What is the event for? How many people will be attending? Etc. 

The most important thing when meeting a client is to be calm, and be yourself. Remember that you’re good at what you do and you are ready for this! Good luck and happy planning!

Okay so lets be real here… the human race as a whole generally tends to concentrate on negative things before the positive things. When planning an event, this can be a bit of a problem. Plan a flawless event where everything is perfect and you hardly get noticed. However, plan an event where things go wrong? Your name is at the top of everyone’s kill list. Now, I know you can’t always make everyone happy…but here are a few event fails that you should ALWAYS try to avoid. 

The first think I want to mention is signage. Have you ever been to an event and had no idea what you were supposed to do or where you’re supposed to be? Have you ever had to use the restroom and not been able to find it? These are things that drive attendees nuts. It may not seem like a big deal in the grand scheme of your planning process, but trust me, when the big day arrives you will regret it if you don’t have the proper signs put up. 

Another thing most attendees hate is when an event is bad for the environment. Take the eco friendly route ALWAYS. Not only will you be helping the environment, but you can also save money by saving energy and producing less trash (because don’t forget you pay for trash removal). You will also please the people attending because, let’s face it, in this day and age people are all about saving the world one biodegradable fork at a time. 

Now this next one can definitely make or break your event. Always, always, always make sure you are catering to people with disabilities. You never ever want there to be an issue with someone participating in your event once they have already registered and arrived. Not only will you most likely embarrass the person trying to attend, but you will also make yourself look bad on account of your poor planning. 

Well, I could go on and on about things that should and shouldn’t be done at an event. But seeing as though we all have things to do, I will leave you with this: YOU WILL MAKE MISTAKES. The important thing in event planning is that you learn from them. Every experience (good or bad) can be turned into a learning experience. Now go out there and do the best planning you can do! Good luck!