What Do Events Do Now?

/in /by

Planning events during a pandemic poses unique challenges. If this time has taught people anything, it is the value of being together.  Nothing does that better than events. While it seems like all event listings have CANCELLED next to them these days, events will be back.  But they will be different for a while.

As things start to open back up, we have a compiled some possible best practices for when smaller events reappear.  Nothing is official yet, so please use this list as possible scenarios during your planning discussions.   Rules will vary by county and state.

Capacity

  • Event capacity will start small and move up incrementally. Possible increments 10, 25, 50, 100, 250, etc.
  • A mandate for events to stay below 100 could be in place for all of 2020.  Some Think Tank reports say it won’t get above 50.

Venues

  • Increased cleaning and sanitation protocols have already begun in large chains. Smaller venues need time to catch up, but they will also be increasing their protocols. This is additional financial burden to venues.
  • Outside spaces will fare better than inside spaces.
  • Open sides on tents will be encouraged over having sidewalls.
  • There are recommendations that venues grid off their floor spaces in 6 ft x 6 ft squares so people can easily maintain social distancing.
  • Venues will restrict capacity significantly below the allowable fire code.
  • Hand sanitizer stations will be prevalent.

Registration/Entering

  • Temperature checks before entering will become the norm.
  • Sharing Sharpies for a “write your own name tag” won’t be happening.

Invitations

  • Next to Black Tie Optional will be Masks Required.
  • A link to safety procedures specific to that event will be listed.

F&B

  • Buffets are unlikely to be allowed.  Expect to see more boxed continental breakfasts or things individually wrapped.
  • Masks and gloves on the service staff.
  • Longer bars lines because of the spacing of queued guests standing on “6ft stickers” marking the floor (sponsor opportunity!)
  • Expect to see more rolled silverware versus silverware laid out on a table.

Seating

  • Six ft rounds may be limited to 4 people per table. Venues will need to be large enough to accommodate the additional tables.  This will add additional expenses to budgets.

Dance Floors

  • Dance floors won’t be encouraged.

Valet

  • There are discussions valet will not be allowed.

Virtual

  • Guests are already experiencing zoom fatigue, but it isn’t going anywhere.
  • Guest engagement will be more challenging as more live events move online.

If this all seems impossible and overwhelming, remember as with most information these days, it will continue to evolve.  Don’t panic and cancel all fall events.  Planning events during a pandemic is a new challenge. It is too early to know how this will play out.

We will send out more event industry thought leadership and new standards as it becomes available.

Current CDC Guidelines for events

 

Non-Traditional Centerpieces: 7 Things to Keep in Mind

/in , /by

Non-traditional centerpieces have a lot of added value for events that involve themes, networking, fundraising, or ones that just need a general refresh. However, while there is added value, there are also added logistical considerations.

1. Cost:

The price estimate for floral centerpieces can make non-floral centerpieces seem like the cheaper option, this is not usually the case. Sometimes they are exponentially more. In addition to the cost that goes into the centerpiece itself, can be the cost of labor for assembly and cost of transportation to the venue. Not to say it wouldn’t be worth the money, but it needs to be a consideration in a budget.

2. Availability:

Not everything that would make an awesome centerpiece is offered in large quantities. Sometimes it means calling every toy store in the area, ordering from a wholesale website, or a combination of both. Do they all have to be the same? Maybe it’s a combination with florals. Regardless, considering quantity availability, time for shipping, and time for sourcing needs to be an initial conversation.

3. Assembly:

A DIY centerpiece can sound fun and maybe even simple, but it can take a lot of unexpected time. How many pieces are involved in the centerpiece? How are they packaged? Even if it only takes 30 seconds to unpackage and unwrap one part of a centerpiece, 100 tables would take close to an hour – and that’s just opening the box.

4. Transport:

Assembling ahead of time can be convenient and prevent from having to deal with it on the day of. How will they get to the venue? Do they stack? Or maybe they transport best partially assembled?

5. Height:

The bigger the better is only fitting to a certain extent. Measurements are important not only when planning the height of the centerpiece, but also the placement of the tables. A centerpiece might fit under the ceiling, and even under the truss, but maybe not the lights hanging from it.

6. Sightline:

Massive centerpieces can certainly look cool, but guests won’t think so once it’s blocking their view. Do they need to look at the stage? A screen? Tables with oversized centerpieces need to be placed accordingly to allow every guest a direct sightline to the main focal point of the event or program. The sightline also applies to the view from across the table. Does it allow for conversation to be had with the other side of the table?

7. Disposal:

Finding a way to dispose of complex centerpieces can be a hassle unless planned ahead of time. The goal: make centerpieces so cool that guests will want to take them home! Other options can include donating them to charity or incorporating them into the event as part of a raffle or the auction.

 

 

From Employee Incentive Trips to Gift Cards: Non-Cash Rewards Have a Catch

/in /by

What Are Non-Cash Rewards?

Rewards for employees exist in all forms. Whether it’s a gift card, tickets to a concert, or a corporate incentive trip, these non-cash items are alternative ways of rewarding employees for achieving a certain goal. Non-cash rewards are not always free, but can allow the company to make better use of its money. Additionally, non-cash rewards can be exciting for employees, increasing the incentive for a job well done.

Offering rewards for small accomplishments can help keep up moral in an office. Using small goals, such as an entering in a gift card drawing for “highest weekly sales,” will give a better sense of achievability for employees.

Companies have also recently started implementing more health-focused programs in the workplace. Such competitions can simultaneously keep employees motivated, while improving their health and productivity at work. Non-cash rewards can include relevant items like a FitBit and a juicer, or even something as simple as a set of weights.

A corporate employee awards dinner turned into an extreme entertainment evening with skateboarders, BMX bikers and Dancing Waters as a backdrop.

Live performance at a corporate incentive trip in Orlando, Florida.

The Bigger the Better

Small rewards pave the way for employees gearing up to reach annual goals. Employee appreciation events and incentive trips can give employees something worthwhile to work for, motivating hard work all year long. That being said, the event must be worth it. The events should be planned with the employee in mind, and they shouldn’t be an after thought. Invest in your employees if you want them to invest in the company.

 

What’s the Catch?

Giving an employee a well-deserved gift seems like an effortless exchange. However, the process isn’t as simple as some companies might think. The Incentive Research Foundation found that less than 67% of businesses are aware of the tax regulations for their reward programs.

As of April 1, 2018, companies are now subject to report taxes on non-cash rewards, as well as be mindful of the tax burden on the receiving employee. Assorted types of gifts or rewards, including those given for recognition, sympathy, and retirement, all have specific regulations. The University of California, San Francisco organized a summary of the assorted items, per-person limits, and corresponding tax treatments.

Disclaimer: We are not lawyers and any information provided should not be relied upon as legal advice. The best way to make sure you’re complying by the IRS regulations is to consult an expert.

If you’re planning to implement a new reward or program, contact a tax advisor to find out the current regulations. Regulations are constantly changing and can vary based not only on the amount of the gift, but also the situation and other ramifications.

How to Get Attendees to Network (and Enjoy it)

/in , /by

Regardless of if an event has an alternate intended purpose, any gathering of a group of people can present the opportunity for them to network.

Why is Networking Important?

Despite its sometimes dreadful connotation, the working world is fueled by networking. Personal connections can lead to meaningful business and career opportunities.

Additionally, attendees like to feel like they are getting something out of the event. Whether they’re taking time out of their work day or their weekend, knowing the event will serve a purpose motivates them to attend.

There are many reasons people attend an event, but more often than not, people attend to see and be seen. Knowing they will have the opportunity for invaluable face time with certain people can make the event worthwhile, and subsequently more enjoyable.

Making Time to Network

If time isn’t set aside for networking, attendees will naturally make their own time, potentially in the middle of your program. It’s important to understand your audience and their needs. If networking is necessary, incorporate it either before or after the programmatic portion of the event.

Atmosphere

provide seating for network opportunities

The event space shouldn’t be too big or too small. You don’t want the area to be so crowded that people can’t move or see a person on the other side of the room, and you don’t want the area to be so large that it creates an awkward cavern feeling. An ideal space will create an intimacy and warmth that helps initiate conversation.

The room layout can also help stimulate conversation with lounge areas and soft seating. Add drape or string curtain to give more structure to the lounge space.

Additional Elements for Fostering Good Opportunities to Network

The bare minimum for a networking event is a room and people. If we’re getting technical – it’s just people. However, there are plenty of additional elements that allow networking to be more enjoyable and even more productive for attendees.

  • Entertainment: A silent room can be awkward. Whether it’s piped in or live, music can give background noise that alleviates the silence and adjusts the mood in the room. With that being said, the music should be peppy, but not too loud that it overpowers the conversation. Sometimes music with lyrics can cause guests to lose focus. If an event is featuring a live band or form of entertainment, it is best to schedule networking times around the act to avoid distraction.
  • Activities: Activities can serve as icebreakers and conversation starters. Lighthearted and easy-to-start activities can be anything from an oversized game of chess to a virtual reality booth. Games or activities should be easy to start and stop. Activities can even serve a dual purpose as décor, such as a coloring wall or ice graffiti sculpture.
  • Technology: Tech elements can be used to enhance the cool factor of an event, and cool things = conversation starters. As a bonus, incorporating technology can also help track attendance and ROI. We used Swarmworks technology that matched attendees based on a set of pre-answered questions about their interests and experiences. Attendees were able to see their “match” on a digital projection map of the room.
  • Food & Beverage: Food and beverage elements allow guests to have something else to spark a conversation other than the weather. Wine or beer tastings, a rolling mixology cart, and spice making, are some easy-to-participate elements that can give guests something to talk about.

How to Plan a Media-Worthy Ribbon Cutting

/in , /by

A grand opening isn’t just an event – it’s a marketing tool. Timeless traditions include giant scissors, red ribbon, and a guest list full of photographers and journalists.

In order to receive the best coverage of your ribbon cutting, and ultimately the best ROI, you’ll need the media’s help. Despite what it seems like, giant scissors don’t make the media just appear. Planning the event to be media-worthy is one part, getting them there is another.

A Strong Invitation

Like any good marketing campaign, start with the end result and work backwards. Where would you like to see a photo of your event? What priority publics are you trying to reach? Consider which publications would provide you with the most effective coverage. Also consider which publications are likely to cover new business development (grand openings, grand re-openings, expansions), such as business or association journals.

Media outlets are receiving hundreds of requests, invitations, and pitches daily. Aside from the fact that traditional press releases are on their death bed, the lack of personalization won’t get your media-worthy event the attention it needs. To make the invite meaningful and distinctive, use personalized media invitations or make individual phone calls. This method might not be efficient for an entire list, but is good for reporters who specifically cover your industry.

A Wow Factor

A grand opening symbolizes new and exciting things to come. However, attending a ribbon cutting isn’t exactly new or exciting to a journalist. Breaking that mold won’t seem easy, but it’s possible. (Trust us, we’ve done it). You got them on board with a strategic invitation, now make them glad they didn’t miss it.

Incorporating creative elements is not only a good way to brand, but also to create photo opportunities. Photographers, editors, and readers will all appreciate a break from the giant-scissors-in-mid-cut pose. With that being said, the perfect shot doesn’t just happen. Plan in advance who needs to be in it, what it needs to look like, and where exactly it will take place.

Whether it’s a logo that needs to be visible, or board members that need to stand in the front row, plan a shot that will get everything you’re looking for. Even if it means taking multiple photos.

There are plenty of ways to take ribbon cutting traditions and add a brand-oriented spin. Print a logo on your scissors or ribbon. Or better yet, ditch the scissors and use a company product to break through the ribbon. Incorporate whatever your ideal creative element is, and let the photographers do the rest.

The Follow Up

Arguably the most important part of planning an event is measuring its success. Take note of the attendance of the media outlets you invited. Have a designated media check-in so you can keep track of specific names and titles, as they might vary slightly from specific people who you invited. This gives a better idea of who to follow up with, as well as which publications to monitor for mentions.

For the ones who didn’t attend, send out a detailed recap of the ribbon cutting along with photos. For those who did, sending out personalized thank you notes will also help to foster those relationships for your events in the future.

Response to Mass Shootings in the Event Industry: Safety Plans & Active Shooter Preparedness

/in /by

. As event planners, our focus is centered around the event attendees. What they will eat, what music they will hear, how they will arrive, how they will exit. Millions of scenarios go through our head as we run through the event from an attendee perspective, finding and filling any logistical holes. From weather to security, almost every situation with a potential threat can be managed, but how do you plan for the risk of an active shooter?

The number of mass shootings in the U.S. continues to rise, as locations have ranged from schools to restaurants to now outdoor events. Known as the largest incident in the country, last year’s shooting at the Route 91 Music Festival in Las Vegas, Nevada has prompted the event industry to acknowledge a new potential threat.

Outdoor festival promoters have since implemented increased security, but some say that the risk itself isn’t completely avoidable. That unsettling truth could leave planners and attendees feeling vulnerable.

So, what can you do?

Police departments and schools across the country engage in active shooter training to teach the proper response to a situation. Our team joined other event professionals in our area for Active Shooter Survival Training, a free session offered by the Charlotte Mecklenburg Police Department. The class outlined the ABC’S Plan, which focused on effective responses that could potentially save your life and the lives of others.

Contrary to popular belief – or popular instinct, hiding is the least effective way to respond in an active shooter situation. “There’s no guarantee that any response will save your life,” the officer said. “But you at least want to give yourself a fighting chance.”

Avoid – Run, walk, jump. Engage in any sort of movement that makes you a difficult target, while getting you further away from the situation.

Barricade – If your only option is to remain stationary, find a way to firmly barricade yourself within a room or space.

Counter – If you are faced with an active shooter, knowing how to calmly respond or strategically attack could save your life.

Survive – Basic first aid knowledge could help a victim survive long enough for an emergency response team to arrive.

Security and Safety Plans

Referencing past tragedies that involved large numbers of people or busy spaces, the training allowed us to think in terms of our events. As part of any planning process, a crucial step is developing a security and safety plan. Your event should plan for not only an active shooter situation but also weather and other security emergencies. The extensiveness of your plan depends on the scope of the event, but working with all parties involved will ensure you cover all your bases.

Establish a strong point of communication with your venue. Make sure to know the location of all emergency exits, first aid kits, etc. The representative should have the most amount of knowledge about the venue, allowing them to assist with attendees in case of an emergency. The venue will also have its own security plan established. Become familiar with the plan and adapt the event security plan accordingly.

Regardless of the size or scope of the event, have a process to collect attendee information prior to its start. With advanced registration technology, information can be stored and should be readily available onsite. Include additional fields as necessary, such as cell phone numbers, emergency contact information, and advanced personal information.

Keep a detailed record of all vendors involved in the event. Communicate with each vendor on the backend. Know when they will arrive, how long they are staying,  names of their onsite staff, and a contact phone number. This information should also be readily available onsite. When notifying parties of any safety and security plan, remember to include vendors.

Interested in participating or hosting a class? The Department of Homeland Security offers Active Shooter Preparedness workshops, as well as a number of resources. You can also check with your local police department to see if they offer a training session.

To participate in a free Active Shooter Training class in Mecklenburg County, North Carolina, contact CMPD Officer Jonathan Frisk jfrisk@cmpd.org

How to Choose a Corporate Event Planner

/in /by

Buyer Beware: Be sure to find a real corporate event planner

You’re hosting a corporate event and just realized you need help. Whether it’s a board meeting, large sales conference, golf outing, upscale fundraising gala, employee recognition party, grand opening or product launch, how do you confidently choose an event planner that will ensure it’s a smashing success?

Not all event planners are created equal

It’s not a surprise that all event planners are not created equal, with fewer than you’d think who are experienced, professional, certified, and dedicated to the profession. Experienced corporate event planners are creative geniuses and logistics experts, with years of experience in the industry building a network of reliable vendors, all while keeping up with cutting-edge trends and exciting new venues.

A professional, certified corporate event planner will save you time and money, is flexible and versatile, and has the ability to artfully and authoritatively layout logistical and contingency plans to ensure your event is seamless.

Here are a few questions to ask before hiring an event planner:

  • What is the planner’s experience?
  • Do they have experience with the type of corporate event you’re putting on?
  • Are they creative? Will they show you examples of their work and offer references?
  • What kinds of relationships do they have?
  • Are they experienced in negotiating with hotels, food and other vendors?
  • What types of services do they offer?
  • Do they have insurance?
  • Are they certified?

Will they be able to meet your needs when it comes to:

  • Venue selection
  • Event design
  • Catering
  • Décor
  • Rentals
  • Entertainment
  • Invitations
  • Transportation and accommodations
  • Staffing
  • Photography/Videography
  • AV equipment
  • And things you haven’t even thought of! 

The bottom line

Look for an experienced and well-regarded event planning company to provide a stress-free, fun event planning experience while producing an event that not only meets your goals, but exceeds your expectations, and makes those who didn’t attend wish they had!

Refresh an Annual Event Without an Increased Budget

/in /by

Refresh an Annual Event Without an Increased BudgetAttending an annual corporate event is standard practice for many professionals. Year after year, the experience becomes familiar and predictable, taking place at the same time each year, in the same venue, with the same sponsors, content, and presenters. BORING! But it doesn’t have to be this way.

With a little innovation, great planning, and some attention dedicated toward the re-marketing of the event, these annual events can generate plenty of enthusiasm for attendees, and deliver added value for sponsors and stakeholders. Here are some suggestions to keep your repeat corporate events from getting stale, without increasing your budget:

Pursue the New

The process of recreating and redefining a recurring event, particularly a conference, requires energy, creativity, research, and above all, a commitment to delivering something better than the previous year.

  • Even if the speakers are different from year to year, try altering the format of the day.
  • There are always new and exciting entertainers, different approaches, and improved ways of doing things. At one event we planned at TCG Events, we literally turned drink service on its head by having an aerialist serve champagne upside down!
  • Make sure you highlight what has changed to your guests or potential attendees in your invitation in bold print too.

Use Social Media

Be sure to use social media to promote (and if necessary, re-launch) your next annual corporate event.

  • Create a presence for your annual event on Facebook, Twitter, Instagram, or LinkedIn – wherever your potential guests and attendees will be looking for information – it’s an easy way to publicize your event to the audience, that won’t break the bank.
  • Encourage attendees to share the event with their contacts, and guests can comment about the event, creating even more exposure.

Ask for Feedback

One of your best sources for ideas on what to do, or what not to repeat, can come from the very audience you are hoping to reach.

  • Follow up on feedback from previous years is a great way to start.
  • Solicit new ideas from past or future participants. This keeps that momentum moving forward, and makes attendees feel more invested in the outcome.
  • Consider creating a round-table made up of conference stakeholders and brainstorm the future of your event together.

Annual corporate events shouldn’t have to get stale, and no one should have to settle for a re-run of last year’s event. With a little ingenuity and budget-conscious planning, your next annual event will be a wow and have attendees eagerly anticipating what’s to come next year!

Five Things to Know When Planning a Hotel Event

/in /by

Planning A Hotel Event

Hotels can be wonderful places to hold an event.  Many are designed to meet every conceivable guest’s need, and come with a bevy of resources and staff. However, as with any venue, a hotel event requires thorough planning with an eye on costs. Knowing what to look for before you sign that contract, and knowing what is reasonable to ask, can help put many concerns to rest – and leave you free to focus on running a fantastic event!

  1. Hotel Event Room Rental Fee: Don’t always assume that you need to pay a rental fee!   Hotels will often waive or adjust this fee with food and beverage minimums, as well as the timing of events.
  2. Food and Beverages: Don’t be afraid to ask for discounts! Always ask about available packages (don’t forget to break these down to ensure that they really provide value). If you have an all day meeting, don’t pay by beverage consumption. The hotel will charge you throughout the day for gallons of wasted coffee, decaf and hot water.  Ask for an all-day beverage break as this price will generally reduce your costs by a third.
  3. Events with Sleeping Rooms: If your date is flexible, ask if there are any “need dates” promotions, as these can often result in lower room rates along with food, beverage and Audio-Visual (A/V) discounts.
  4. Parking: Especially when the hotel is a city property, parking is a top concern. Ask for a reduced rate for all attendees, as many times this rate is lowered by $8 to $10 per car per day
  5. Internet: For sleeping rooms, have the lowest band width put into the rate. For meeting space, ask to have the fee waived; if the hotel is not willing to do that, then only pay a one-time fee rather than per day/per connection

End Snoring During Speeches

/in /by

You’ve done all of the in-advance work, planned your corporate or non-profit event down to the minute, gotten everyone seated, and dimmed the lights. It’s time for the speeches to begin. What’s the worst that could happen?

How about a seemingly never-ending cavalcade of VIPs, honorees and speakers, all taking too long to say what sounds like the same thing, one after the other after the other?

Instead of feeling compelled to follow the expected speaker’s format and risk having the audience tune out, give these ideas a try at your next event. Both your attendees and speakers will thank you!

Speech, speech! Or how about, no speeches when presenting awards? If possible, replace thank you speeches with a brief bio of each award recipient. The MC can deliver these as winners come up to receive their awards. If an absolute must-have, tell honorees in advance they’ll only have time to offer a quick word of thanks. Make sure they know an Academy Award winner-length acceptance speech isn’t necessary.

“And now a word from our sponsors.” Giving event sponsors the floor for what seems like forever isn’t engaging or inspiring for anyone. Do the math – 5 sponsors x 5 minutes each = 25 minutes of “I’m here, I support this cause, here’s how…” Instead invest in a two-minute, professionally-designed, powerful video that includes major sponsors. Then play it on a big screen during the event. Reducing the number of speeches attendees have to pay attention to makes time management for your event much easier. And everyone wins: the sponsors, your organization, and most importantly, the audience.