Site Visits Go Mobile: Free Apps to Simplify the Planning Process

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With smartphones and mobile technology dominating our daily lives, several apps have been created to make the event planning process easier and more efficient. Even though we love our handy measuring wheel during site visits, it’s also interesting to try out something new. Here are five free apps designed to make site visits more productive.

MagicPlan

This amazing app measures and creates floor plans by simply taking pictures of a space. From here you can add tables, chairs, dance floor, or whatever you may need. It then will convert your layout into a JPEG, PDF, DXF, or HTML formats for your use. There is an upgraded option for purchase, which is more customizable.

Website: www.sensopia.com

Evernote

This unique app allows you to take pictures of the venue, take voice notes, and create to-do lists. It syncs with other devices and can be emailed for easy access. Additionally, it allows you to organize your notes by notebooks and tags for quick searching. There is a premium version available with features that allow others to edit your notebooks or access them offline

Website: www.evernote.com

Speedtest

This app allows you to take a snapshot of the venues download and upload Internet speeds. It gives you a real-time graph showing connection consistency. If Wi-Fi is essential to your event – for mobile check-in or an online auction system for example – then this is crucial information. If you find the Wi-Fi is not very strong, you may want to bring an extra hotspot just in case.

Website: www.speedtest.net/mobile

Adobe Ideas

Ever get an idea for an event space and want to sketch it out for a client or teammate while on a site visit? Give Adobe Ideas a try. It gives you the ability to draw freeform vector illustrations. It’s essentially a giant virtual canvas, so let the creativity begin.

Website: http://tv.adobe.com/show/adobe-ideas

TechSpec

Created in partnership with event technology experts Corbin Ball and James Spellos, this app provides a technology checklist for hotels and venues. It allows you to keep track of the technical capabilities for meeting spaces, lobby and guest rooms, Internet cost, number of power outlets and televisions, etc. Each site is rated based on your imputed information for easy comparisons.

Website: https://www.quickmobile.com/services

6 Venue Clauses That are More Important Than You Think

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Venue contracts vary from location to location. Often, the larger the venue, the bigger the contract, while one page contracts are common for smaller spaces. Some non-traditional venues don’t even have contracts. No matter the size of the contract, it’s important to remember that all contracts are negotiable.

We aren’t attorneys and don’t give legal advice, but here are a few things we look for in contracts:

  1. Policies and Procedures: Convention centers and hotels usually have a line that says something like “I agree to abide by the polices and procedures as described on the Policies and Procedures document”. It is important to receive a copy of that document. Many times that document details out additional fees or requirements that are required when holding an event. Fees could include security or chef charges. It might also address power limitations or time limits that aren’t spelled out in the contract.
  2. Music License: Often in fine print, there is sometimes a line that reads, “Lessee agrees to purchase all music licenses”. Any time copyrighted music is played (for any reason), the organization is required to have a music license. It doesn’t matter if the music is played by a dj or an ipod, the license is still required.
  3. Condition of Premises: This is an add-in clause that says that at your event, the venue will be in the same condition or better at the time of contracting. This is especially important when the contract time is for a long period of time. Venues can change owners, go under construction, or undergo a natural disaster, all of which could alter the original condition.
  4. Food and Beverage minimum: This is the minimum financial spend in food and beverage not including tax and service charges. Getting this as low as possible is ideal. Events change. Attendees decrease. Things happen.
  5. Audit Clause: Another add-in clause. If beverages are being purchased on consumption, it is fiscally prudent to count the bottles at the end of the night to ensure you are only be charged for what was consumed.
  6. Non-compete: Most people are familiar with the employment non-compete. This one is a slightly different, but serves a similar purpose. Many industries don’t want competing companies holding meetings/events at the same property at the same time. If this is an important issue, it is imperative to add language into the contract.

Top 5 Holiday Party Planning Tips [MarketingProfs]

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By Cassie Brown

It is that time of year again, when employees are forced to attend a “morale-building event” that is typically designed in such a way that it does nothing of the sort. Rather, it is “the event that must be attended” that no one wants to attend.

But if you consider the five elements outlined below, a holiday party actually can be a fabulous bonding opportunity and an event to look forward to. It offers a great way to develop personal connections that lower stress and boost happiness. And who wouldn’t look forward to that?

A well-designed event is a way to nurture relationships and build a higher level of trust. It allows guests to build lasting relationships that translate into the business environment.

If you are in charge of spearheading this event, you may be wondering, Where do I begin? What are the most important elements to consider in planning a holiday party?

Remember that the party doesn’t have to be the same old thing as last year, nor should it. It shouldn’t be considered an afterthought forced on an overworked administrative assistant or HR or communications department.

Sometimes, outsourcing the event is a great option, allowing all of the attendees the opportunity to enjoy it rather than one person or department being forced to work the event. The right event planner asks you the questions needed to create an event that accomplishes your company’s goals—not just a generic “pretty” holiday party.

So let’s look at five elements that have an enormous impact on the outcome of your event.

1. Vision

Your business is investing in this event: Like every other budgeted item, the goal is positive ROI, in whatever form your company needs that to take. You should consider these questions: What is your goal for this event? This question requires a deeper answer than “there is no goal, a holiday party is expected.”

If the goal is to thank employees, an event should be designed that actually shows appreciation to employees, with more than just a CEO prattling on stage about what a great year it was.

Who is your audience? What is the mix of demographics and psychographics of attendees? Will spouses be included? If this is an annual occasion, what did you do last year—what worked and what didn’t?

2. Food Presentation and Selections

No one wants to be stuck at a table all night with eight people they may or may not like. Consider alternate options, such as food stations, which allow guests to mingle and move around freely.

Finding ways that guests can interact with the food makes any party a hit, for example making your own taco, rolling your own spring roll, providing guests various toppings for mac and cheese. Cultural and ethnic flavors are increasingly popular with guests, as they can experience new and unique tastes, making for a great conversation starter, too. Seasonal ingredients are always expected, and sustainably sourced food is appreciated by guests.

The key takeaway of all of these ideas: increasing networking and boosting the overall energy for the event.

3. Interactive Activities

Any entertaining should focus on the event attendee’s enjoyment. There are many ways to increase participants’ enjoyment level without additional costs.

The activities you and your planner choose should reflect your company culture. Have lots of athletes on staff? Keep them active by building bikes for disadvantaged kids. Employees with military ties, whether themselves or family? Give them the opportunity to prepare thoughtful care packages for our military overseas.

Activities allow guests to interact with those they normally would not interact with.

Activities should also be quick, with an end goal in sight, and they should offer the satisfaction of accomplishment.

4. Timing

Consider moving your holiday party to January—traditionally a more relaxed time for employees. That is an especially valuable consideration if you’re using this event as a team builder: Your employees are likely to be less distracted, and more able to focus on one another and the company. It’s also a cost-cutting move, as many venues have more flexible pricing in January.

Another option: lunch and weekday parties, instead of weekends or evenings, can cut less into your employees’ family/personal life—and a higher percentage may be able to attend.

5. Location

Have you traditionally rented an outside venue for your company’s holiday party? Consider holding the event at the CEO’s home. A home can provide a very intimate and welcoming setting, and can demonstrate team commitment from the CEO. Logistics, such as the bar, food placement, and parking can be tricky, so make sure you or your planner visit more than once to review the space.

Be clear on your objectives if you are working with an event planner; collaborate on your vision for the event and rely on their expertise to inform you of what’s possible (of course, you should ask whether they’ve done an in-office or in-home event previously).

By considering the elements above, you can really make the holiday party something that people are sad to miss.

Read the original article in MarketingProfs.

Is Venue Selection Really That Important?

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Ever heard someone say, “It’s no big deal, let’s just have the event at the museum uptown”? Don’t be among the many event hosts or planners that make this common mistake. Venue selection can make or break your event. Here are 4 key reasons why venue selection is critical to the success of your event.

  1. How many times in the past year has your guest been to the venue you are considering? Don’t get caught sending an invitation to someone who has had five other invitations come across their desk for a similar event at the same venue. Choose something more unique that piques the guests’ interest rather than reminding them of another long redundant evening.
  1. Consider your budget. When your budget is limited, it is important to make sure that your venue provides optimum value. Every dollar counts and extra money spent on chairs, tables, linens, audio visual support, air conditioning, heat, etc. can be draining to a small budget.
  1. Consider the style of your event. It’s our belief that most any space can be turned into the perfect venue with a little bit of vision and creativity. However, some spaces are better suited for specific event themes. Avoid choosing a venue that is counter-productive to your theme or event style.
  1. What is your headcount? Don’t assume that you can fudge on the numbers. Filling the venue to capacity with guests on top of added elements such as staging, food tables and a band can make for a very congested and uncomfortable evening for your guests. On the flip side, avoid using a venue that fits 1000 people when you only have 100 guests. You don’t want your event to feel empty.

The Most Wonderful Time of the Year for Corporate Events [Sales & Marketing Management]

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Unless it all goes south.

It’s holiday event time for businesses, and as an early holiday present, Cassie Brown, Chief Experience Officer at TCG Events, shares the top five words you should hear from your event planner:

Vision: The right event planner asks you the right questions to create an event that accomplishes your company’s goals – so that it’s not just a generic “pretty” holiday party. What is your goal for this event? Who is your audience – employees only, or are you inviting clients and prospects as well? If this is an annual occasion, what did you do last year – what worked and what didn’t?

Timing: Your event planner should talk with you about the ideal timing for your holiday party. That might be January – traditionally a more relaxed time for employees. This is especially valuable if you’re hoping this event will encourage team bonding; your employees are likely to be less distracted, more able to focus on one another and the company. It’s also a cost-cutting move, as many vendors have more pricing flexibility in January. Another option: a lunch or weekday party, instead of weekends or evenings, so that more of your invitees might be able to join in the festivities.

Location: Have you traditionally rented an outside venue for your company’s holiday party? Consider holding the event at the CEO’s home. A home can provide a very intimate and welcoming setting and can demonstrate team commitment from the company’s leadership. Review the home options with an event planner; collaborate on your vision for the event and rely on their expertise to inform you of what’s possible.

Food (specifically, presentationand selections): No one wants to be stuck at a table all night with eight people they may or may not like. Your event planner should offer some creative options, including family-style serving, to encourage conversation. Food that’s an “experience” is a terrific way to make this year’s event stand out – TCG Events has created experiences ranging from make-your-own-dessert stations to champagne served by an upside-down aerialist. The end result: even more opportunities for networking and a higher overall energy level for the event.

Last but not least – Music! Are your licenses in place? Music played publicly is required to have permission from the songwriters/composers. Instead of having to call Mariah Carey every time “All I Want for Christmas is You” is played, BMI and ASCAP are music performing right organizations that manage the process and distribute royalties. While it takes no more than 10 minutes to fill out the required forms, it is an item overlooked by many companies holding events – at the holidays or any time of year – and the consequences are significant. For example, the ASCAP fine is a minimum of $750 per song plus attorney fees and court costs.

With Chief Experience Officer Cassie Brown, CSEP, at the helm, Charlotte-based TCG Events specializes in planning and executing corporate events that drive business for their clients.

Read the original article in Sales and Marketing Management.

5 Hidden Venue Costs

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5 Hidden Venue CostsEach venue comes with its own rules and regulations. It’s important to read the fine print before deciding on a venue and signing a contract. Most of these can be negotiated in the contract phase, but you want to make sure you ask the right questions and budget for any costs you may incur. No one likes surprises when the bill arrives. The most common hidden costs are:

Exclusive Vendors and Buyouts

Some venues will have exclusive vendors. You will have to select from this list. In some cases you can purchase a buyout and bring in your own caterer, but it will cost you. Sometimes the fee is nominal and other times it can be cost prohibitive. This can usually be negotiated in your favor.

Security and Freight Elevators

Freight elevators need to be reserved in the contract phase. The cost you incur is for the labor to run the elevators. Most venues will require you to use their in-house company to run the elevator during your load in and load out process. Keeping the load in and load out time as efficient as possible can save you money!

Cake Cutting Fee

Cakes are a great addition to an event, but if you want to bring in your own pastry team it can cost you big time! Not only will you have to purchase the cake, but also pay a server to cut the cake. Costs can range from $2 a slice to $5 a slice. Depending on the venue, it may be better to source the cake in-house eliminate this cost.

Corkage Fee

Some venues will let you bring in your own wine. This is important to any non-profit that would like the wine donated. The facility could charge you a corkage fee to serve the beverages brought in. This will be charged per bottle unless you can negotiate a flat rate. 

Furniture Removal and Relocation

Most rooms in a venue are free of existing furnishings, but some will have furniture in the room for day-to-day use. This is prevalent in country clubs, museums, hotel lobbies and non-traditional venues. If furniture needs to be removed or adjusted, they may charge you. Charges can be based on time, amount of furniture or flat rate. This fee can be waved if you ask, but more than likely they will not let you move it on your own.

Rethinking the Dinner Gala! [NY Times]

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By Phyllis Korkki

The three-course dinners. The auctions and raffles. The speeches from sponsors. The requests for donations. These are the ingredients of many a charity event, and they have stood the test of time.

But nonprofit groups that are planning events this season — especially recurring ones — may want to consider whether it is time to shake things up. The last thing a fund-raiser needs is a guest who is bored, or annoyed, or doesn’t show up at all.

“How are they coming back year after year if you haven’t made this night special?” said Ginger Berman, president of Events With Ginger & Company, based in Westfield, N.J. She has helped plan five “chef’s table” events in New York for Autism Speaks, a research and advocacy organization.

At the event, a collection of chefs (more than 90 at last month’s gathering) donate their time and food to cook tableside meals for groups of 10. Although the basic structure of the Autism Speaks events has remained the same since they began in 2007, organizers add variety by inviting different chefs to participate and switching up the entertainment each year, Ms. Berman said. Past events have featured celebrities like Harry Connick Jr., while this year the chief entertainment was a young singer with autism, Talina Toscano.

Adding new elements and extra pizazz to events can be challenging if the organizers are nonprofit employees who have other job duties as well. But Ms. Berman, along with Cassie Brown of TCG Events, based in Charlotte, N.C., says a little creativity can go a long way.

At the same time, they warn, event planners should never lose sight of expenses and logistics.

Ms. Brown has attended her share of dinners and auctions, and some can become formulaic, she says. When clients want a formal dinner to serve as the center of a function, she often tries to talk them out of it, she said. Even if food is served buffet-style, people still end up sitting with the same few other guests for almost the whole night, she said.

One reason to attend these events is to socialize, and they can be excellent networking opportunities, so food and drink setups should encourage mingling and can be preferable, she said.

An “interactive dessert experience” she recently organized was more social than a dinner, she said: Guests stood at narrow tables as pastry chefs prepared large elaborate desserts that could be shared.

A danger of fund-raisers is that they can turn into “talking head shows,” Ms. Brown said. Understandably, nonprofits want to honor the people who have contributed to their success. Unfortunately, some speakers go on longer than planned. Then, very often, comes “the ask” — the request for donations. That may not go down so well if the prelude to it has been mismanaged — attendees may even slip out early, Ms. Brown said.

She suggests several ways to avoid these pitfalls.

  • Invest in a short, professionally made video that includes major sponsors, and play it on a big screen during the event. Reducing speeches makes time management much easier.
  • Do not wait to feed the guests. Front-loading with speeches and entertainment can leave attendees hungry and less receptive to donating money.
  • Make your request for donations at the beginning or the middle of an event, rather than at the end. Once guests have fulfilled the purpose of the evening, they can enjoy themselves.
  • Consider a nontraditional room setup, such as moving the stage to the center of the site. Sometimes when a stage is in the front, guests in the back can feel far removed, Ms. Brown said.

Nonprofits are in a tricky situation. They need to create a meaningful and entertaining experience while keeping within a strict budget. Often, participants like celebrity chefs and entertainers are happy to donate their time, but costs can still add up. Revenue goals for a charity event should exceed expenses at least fourfold, said Ms. Berman.

How a nonprofit organization manages an auction can be critical to an event’s success. More event planners are harnessing technology, enabling guests to bid online before an event, or via their smartphones and tablets during the event, Ms. Brown said. That way, guests need not continually return to the table where an item is offered to see if they have been outbid.

Kalin Kassabov of New York, who attends up to five charity events a month, has found that silent auctions combined with invitation-only events can be especially successful, if the organizers tailor auction items to the guests. He recently attended a function where nearly every item in the silent auction received a bid “because everybody was invited and personally screened,” he said.

Mr. Kassabov has a message for guests who R.S.V.P. to invitations from charities: follow through. He recalled an event where the nonprofit rented a nightclub with impressive platters of food, special drinks and a theme, but the turnout was poor. “I hate to see the effort of the charity kind of being wasted by people not showing up,” he said.

Read the original article in The New York Times.